Features

Everything your shelter runs on, in one place

One secure platform for the whole resident journey, from the first call and intake to housing, follow-up and the report your funder asks for.

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app.sheltercaselink.com/dashboard
ShelterCaseLink dashboard with residents, open cases, available beds, urgent actions and today's appointments
Role-basedevery view, every record
Intake & Client Records

One complete record, from the first conversation

A calm, guided intake that captures what matters without asking painful questions twice, then builds a single profile everyone can trust.

Guided multi-step intakeIdentity, family, health, consents and admission in five clear steps.
Intake reviewSupervisors review and approve before the record is final.
Unified client profileStatus, risk, needs, notes, programs and documents on one screen.
Children & family linkingChildren get their own records, linked to their parent.
Consent lifecycleTrack what was consented to, when, and when it expires.
Confidentiality flagsMark records restricted so only the right roles can open them.
Language & accessibilityInterpreter, language and accessibility needs visible up front.
Document uploadsIDs, letters and forms attached to the right client.
Five-step client intake form
Beds, Rooms & Daily Operations

A live picture of your building, every shift

See every room and bed at a glance, admit from the waitlist in a few clicks, and hand over between shifts without a single sticky note.

Live occupancy boardOccupied, available, temporary and maintenance, room by room.
Room map & detailsPrivate, dorm, family and medical rooms configured to your layout.
WaitlistPrioritize emergency referrals and admit straight to a bed.
Door logSign-ins, sign-outs and curfew checks recorded as they happen.
Shift handoverStructured handover notes that the next shift acknowledges.
Shelter scheduleAppointments, sessions and events in one calendar.
Occupancy board showing rooms and beds
Case Management

Every goal, note and follow-up, tied to the right person

Case managers get a clear caseload, and supervisors see what's due, overdue and moving, without chasing anyone for updates.

CaseloadsOpen cases by worker, priority and status.
Case notes & interactionsTyped notes, filterable by case, program, incident or general.
Goals & service plansMilestones toward housing, stability and independence.
Follow-up queueDue and overdue follow-ups assigned and tracked.
AssessmentsYour own assessment templates with full history.
RemindersNudges for court dates, renewals and check-ins.
Case detail with notes, goals and follow-ups
Programs & Partners

Run any program your way, without custom code

Community integration, housing support, abuse counselling, group programs, or something only your shelter does: set it up as a program with its own forms, statuses and staff.

Configurable programsCommunity Integration, Housing Support, Abuse Counselling and any program you define.
Form builderCustom fields and forms per program, no developers needed.
Applications & appealsTrack housing applications from submission to move-in.
Sessions & attendanceGroup sessions, enrolments and attendance in one place.
Community partner directoryLandlords, agencies and referral partners shared across programs.
Community visitsAppointments and visit logs for community integration work.
Program form builder with custom fields
Safety & Risk

Record, review and respond, with care

Consistent incident reporting and tightly controlled safety information, visible to the people who need it and nobody else.

Incident reportingStructured reports with severity, location and review status.
Persons-of-concern watchlistRestricted-access records staff can check at the door.
Crisis call logCalls captured and linked to the client when appropriate.
Risk indicatorsCalm, consistent risk flags across profiles and boards.
Incident list with severity and status
Staff & Volunteers

Keep your whole team informed and coordinated

Announcements people actually read, schedules everyone can see, and a volunteer program that doesn't live in a separate spreadsheet.

Staff information boardPosts with read receipts and required acknowledgements.
Staff scheduleShifts and coverage across your residences.
Facilities requestsMaintenance issues logged and tracked to done.
EventsPlan staff and community events with budgets and approvals.
Volunteer portalVolunteer profiles, hours and communications.
Volunteer trainingOnboarding and training tracked per volunteer.
Staff information board with posts
Reporting & Funding

The numbers your board and funders ask for, ready when they are

Because outcomes are captured as part of daily work, reporting becomes a filter and an export, not a week of spreadsheets.

Report libraryGeneral, operations, shelter and program reports with period comparisons.
HIFIS exportExport the data you submit to HIFIS without re-keying.
Funder & award trackingFunders, awards and criteria in one place for leadership.
Print & PDFClean, printable records and reports when paper is required.
Reports and analytics dashboard
Platform & Security

Built for sensitive work from the ground up

Every organization's data is kept separate, every sensitive view is permission-controlled, and access is logged.

Roles & granular permissionsControl access to medical details, incidents and persons of concern.
Audit loggingAccess to and edits of sensitive records are traceable.
Multi-site supportRun several residences under one organization.
Module enablementTurn on only the modules you need.
Canadian hostingData stored in Canada by default, with archive-first retention.
Guided onboardingSet up rooms, programs, roles and users with our team.

ShelterCaseLink is designed to support PIPEDA and provincial privacy requirements. Ask us for our current security documentation.

Administration settings with roles and permissions
Connections

Works with the tools you already use

Calendar, email and SMS support are part of the platform, with more connections on the roadmap.

Microsoft 365 & OutlookCalendar
Google CalendarCalendar
EmailNotifications
SMSReminders
More comingTell us what you need

See how it fits your shelter

We'll walk through your intake, your rooms and your reports, using your real workflows.

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