Before
Shift notes on paper, lost between teams
With ShelterCaseLink
Digital shift handover everyone signs off on
The shelter operations platform
Run your shelter with clarity, not clipboards
Intake, beds, case notes, safety and funder reports in one secure, Canadian-hosted platform, designed alongside frontline shelter staff.
30-day free trial
No credit card
Setup support included
8 beds open3 private · 5 dorm
7 follow-upsdue today, assigned
Built for the realities of shelter work
Canadian data hosting
Role-based permissions
Full audit trail
HIFIS-ready exports
Trauma-informed design
Why ShelterCaseLink
Spreadsheets, whiteboards and five different logins
Most shelters run on workarounds. ShelterCaseLink replaces them with one shared picture of every resident, bed and follow-up.
Before
Bed counts on a whiteboard in the office
With ShelterCaseLink
A live occupancy board, from any device
Before
Days of copy-paste for every funder report
With ShelterCaseLink
Reports and HIFIS exports in a few clicks
One platform
Everything your team does, in one place
From the first phone call to a successful move-out, every step lives in the same record.
A calm, guided intake that builds one complete record.
Staff move step by step through identity, family, health, consents and bed assignment. Anything missing can be finished later without losing the admission.
- Five-step intake with required fields you configure
- Children and family members linked to the parent record
- Language, interpreter and accessibility needs up front
Know exactly which beds are free, right now.
A live board of every room and bed, including family rooms, temporary placements and rooms under maintenance, so admissions never start with a phone tree.
- Room-by-room occupancy with risk indicators
- Waitlist with emergency priority
- Door log and shift handover in the same place
Case management that keeps everyone on the same page.
Case notes, goals, documents and interactions sit on one profile, with confidentiality flags that decide who sees what.
- Unified client profile with safety overview
- Goals, service plans and follow-up reminders
- Filtered case notes by type and author
Your programs, configured, not custom-coded.
Community integration, housing support, abuse counselling, group programs: set them up as programs with their own forms, statuses and staff, then track enrolments and outcomes.
- Program templates with custom fields and forms
- Applications, appeals, sessions and attendance
- Shared community partner directory
Safety information where it matters, and only there.
Incidents, persons of concern and crisis calls are recorded consistently and shared only with the roles that need them.
- Structured incident reports with review status
- Restricted-access watchlist for persons of concern
- Crisis call log linked to client records
Answer every funder question in minutes.
A library of ready-made reports across clients, operations, shelter and programs, with period comparisons, chart or table views, and CSV exports.
- Reports for boards, funders, occupancy and outcomes
- HIFIS export built in
- Funder and award tracking for leadership
Built for your team
Built for the people doing the work
ShelterCaseLink was shaped by intake workers, residential staff and case managers, not by a sales team.
Less admin, more care
Fewer duplicate forms and re-typed notes means more time with the people you serve.
Everyone on the same page
Shift handovers, staff boards and shared records keep day and night teams aligned.
Measure what funders ask for
Outcomes are captured as part of daily work, so reporting season isn't a scramble.
Configured, not custom-coded
Set up your own programs, forms, statuses and permissions without waiting on developers.
Who we serve
Made for organizations that shelter and support people
Women’s & VAW shelters
Confidential records, safety planning and restricted watchlists.
Emergency shelters
Fast admissions, live bed availability and nightly door logs.
Family shelters
Parents and children linked, with family rooms on the bed board.
Youth shelters
Age-appropriate intake, consents and goal tracking.
Transitional & supportive housing
Housing applications, move-ins and retention follow-ups.
Outreach programs
Mobile visits, appointments and partner referrals in the field.
Privacy & security
Read about security
Confidential by design
Shelter records are some of the most sensitive data there is. ShelterCaseLink treats privacy as the foundation, not a feature.
Granular permissions
Decide which roles see medical details, incidents and persons of concern.
Audit logging
Access to and edits of sensitive records are traceable.
Hosted in Canada
Your data is stored in Canadian data centres by default.
Archive-first retention
Records are archived, not lost, with support for 7-year retention.
6 modulesone login for the whole team
0 codeto add your own programs and forms
1 clickto export HIFIS-ready data
Weeksnot months, from kickoff to go-live
“Our overnight team finally sees the same picture as our day team. Handover takes minutes, and nobody is chasing paper to find out which beds are open.”
Everything included
All the tools a shelter runs on
Turn on the modules you need today and add more as you grow.
FAQ
Questions shelters ask us
How is ShelterCaseLink different from a generic CRM?
Generic CRMs are built around donors and sales pipelines. ShelterCaseLink is built around residents, beds, safety and programs, with the confidentiality controls shelters need from day one.
Where is our data stored?
In Canada, by default. Each organization's data is logically separated, and access to sensitive records is permission-controlled and logged.
Can we move over from spreadsheets or another system?
Yes. We help you import clients, staff, programs and historical records during onboarding. Data migration is available as a service on any plan.
Is training included?
Every plan includes onboarding help and staff training. Larger organizations get dedicated onboarding with a named contact.
Can we set up our own programs and forms?
Yes. Programs, custom fields, forms, statuses and role permissions are configured per organization, with no custom development needed.
What does the free trial include?
A 30-day sandbox with every Professional feature, pre-loaded with sample data so your team can explore safely. Please don't enter real client information until your agreement is in place.
Do you support more than one location?
Yes. Multi-site support lets one organization run several residences with shared reporting, available on the Enterprise plan or as an add-on.
See ShelterCaseLink with your own workflows
Book a 30-minute walkthrough, or start exploring in a free sandbox today.
No credit cardCanadian hosting