Case Management Guide

CharityTracker

by Simon Solutions · Community assistance case management

A ready-to-use, HIPAA-compliant shared case management system for community assistance networks — churches, nonprofits, and United Ways sharing client records, assistance history, and referrals across a local network, with published per-user pricing and no onboarding fees.

Vendor site:
www.charitytracker.com (external link)
Pricing:
publicly available
Last reviewed:
August 20, 2026

Solution model

What kind of system is this?

How to choose a model

Ready-to-Use vendor reported

Implementation approach:
Ready-to-Use
Configuration depth:
Standard settings
Implementation burden:
Low
Typical scope:
Single program, Multi-agency
Specialization:
General human services

Self-service trial, no onboarding fees, and vendor-documented setup in minutes support the ready-to-use model. Network administrators configure custom case fields and categories; deeper customization is vendor-performed on request.

Categories are descriptive, not a ranking — the right model depends on your organization's requirements, resources, and implementation capacity. Verified August 20, 2026.

Overview

CharityTracker is shared case management for community assistance networks: agencies in a local network see shared client records and assistance history, reducing duplication (the vendor cites a 91% average reduction), send referrals and requests to each other, and post area-wide bulletins. Governance runs through a network administrator who approves agencies and configures shared settings; over 3,900 networks exist, and new organizations are encouraged to join an existing local network.

It is deliberately simple to adopt: a 14-day self-service trial with no credit card, no onboarding fees, published per-user pricing across three editions (Basic, Plus, Pro), and vendor claims of getting started in minutes. Configuration is bounded — network administrators customize case fields, assistance categories, outcomes, and units, while deeper customization is performed by the vendor on request.

CharityTracker contrasts with enterprise human services platforms: it optimizes for community collaboration and deployment simplicity rather than deep workflow configuration.

Editorial analysis

Best suited for

Case Management Guide analysis

Community networks and small organizations replacing spreadsheets that want shared records, duplication reduction, and referrals with minimal implementation effort and predictable published pricing.

Considerations

Case Management Guide analysis

Configuration is intentionally bounded: custom fields and categories are self-service, but deeper changes go through vendor support. There is no native mobile app (browser-based on any device), and workflow automation is limited to criteria-based alerts.

Capabilities

Assessed against our 48-capability taxonomy. Supported and Partial reflect cited evidence; Unclear means the evidence is ambiguous; and Not yet verified means we haven't completed research on that capability — it does not mean the product lacks it.

Administration & Technology 4 supported · 3 partial · 1 not yet verified
  • Role-based permissions Supported vendor reported

    Three-tier roles (Network Administrator, Agency Administrator, Agent); custom roles available on request (help center).

  • Audit trails Partial vendor reported

    History of Modification shown on case personal-info section; full audit-log documentation not found (help center).

  • Security controls Supported vendor reported

    HIPAA-compliant; 256-bit SSL; AWS hosting; daily redundant backups; network-admin approval of agencies (security page).

  • API Supported vendor reported

    API included in the Pro edition; API beta program issues tokens to network administrators (pricing page, help center).

  • Integrations Partial vendor reported

    API supports building integrations; no packaged integration marketplace documented (help center).

  • Mobile access Partial vendor reported

    No mobile app; works on any device via web browser, including tablet barcode-scan mode (help center).

  • Configuration Supported vendor reported

    Network administrators customize case fields, assistance categories, outcomes, and units; deeper customization vendor-performed, custom development at $150/hour (help center).

  • AI capabilities Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

Case Management 1 supported · 1 partial · 3 not yet verified
  • Case notes Supported vendor reported

    Notes on each case, printable via the case report (help center).

  • Contacts Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Case assignments Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Case status Partial vendor reported

    Assistance requests carry statuses (Pending, Approved/Completed, Denied) — request-level rather than whole-case status (help center).

  • Service and care plans Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

Client Management 5 supported
  • Client profiles Supported vendor reported

    Client case files with personal information, demographics, and assistance history, searchable across the network (homepage, help center).

  • Household and family relationships Supported vendor reported

    Relationships tab records living-with and related-to connections; household membership managed (help center).

  • Demographics Supported vendor reported

    Custom case fields are the demographics mechanism, administered by the network admin (help center).

  • Documents Supported vendor reported

    File uploads (Plus edition), digital document storage, and signature capture (pricing and features pages).

  • Client history Supported vendor reported

    Network-wide search shows client assistance history including help received from other agencies (homepage).

Follow-ups & Workflow 1 supported · 2 partial · 2 not yet verified
  • Tasks Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Reminders Partial vendor reported

    Appointment scheduling (Pro) sends email/SMS reminders (help center).

  • Alerts Supported vendor reported

    Flagged-case alerts surface first when a case opens; criteria-based assistance alerts configurable (help center).

  • Follow-ups Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Workflow automation Partial vendor reported

    Limited to criteria-based alert/banner triggers configured through vendor support; no general workflow engine documented (help center).

Intake & Assessment 2 supported · 1 partial · 2 not yet verified
  • Intake Supported vendor reported

    Case intake with demographics; kiosk mode / remote intake in Pro lets clients complete digital intake forms (features page, help center).

  • Eligibility Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Assessments Supported vendor reported

    Customizable assessments in the Pro edition (pricing and features pages).

  • Consent management Partial vendor reported

    Release-of-information forms (own ROI uploads supported) and digital signature capture (help center, pricing page).

  • Enrollment Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

Needs & Goals 1 supported · 1 partial · 1 not yet verified
  • Needs identification Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Goals Partial vendor reported

    Client goal tracking supported through the Changes Over Time report (features page).

  • Progress tracking Supported vendor reported

    Outcome creation and tracking (Plus) plus Changes Over Time reports (Pro) (pricing page).

Outcomes 2 supported · 1 partial · 1 not yet verified
  • Outcome measures Supported vendor reported

    Create and track outcomes — a Plus-edition feature (pricing page).

  • Progress over time Supported vendor reported

    Changes Over Time reports analyze program performance and client goals across periods (pricing page, help center).

  • Case closure and discharge Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Longitudinal outcomes Partial vendor reported

    Changes Over Time measures change across periods; no multi-year cohort tooling documented (help center).

Referrals 1 supported · 2 partial · 1 not yet verified
  • Internal referrals Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • External referrals Supported vendor reported

    Requests and referrals between network agencies (Plus edition) (pricing page, help center).

  • Closed-loop referrals Partial vendor reported

    Referral statuses update to Approved/Completed or Denied — a status loop without the closed-loop terminology (help center).

  • Referral outcomes Partial vendor reported

    Request/referral status tracking (Pending/Approved/Completed/Denied) (help center).

Reporting & Analytics 3 supported · 1 partial · 1 not yet verified
  • Operational reports Supported vendor reported

    Comprehensive reports in all editions; 30+ prebuilt options plus custom report builds (pricing page, help center).

  • Dashboards Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Funder reporting Partial vendor reported

    Reporting marketed for stakeholders and funders with CSV/Excel export; no dedicated funder templates documented (features page).

  • Data exports Supported vendor reported

    CSV exports of cases and assistance; weekly full database file downloadable by administrators; full export on departure (help center).

  • Outcome reporting Supported vendor reported

    Outcome tracking with reporting on outcomes (pricing page, human-services page).

Services 2 supported · 1 partial · 1 not yet verified
  • Services delivered Supported vendor reported

    Assistance records are the core object; assistance categories configurable per agency (homepage, help center).

  • Programs Not yet verified

    No affirmative evidence located in current official documentation. Absence from marketing materials is not treated as absence of the capability.

  • Attendance Partial vendor reported

    Attendance available as a configurable assistance unit type (help center).

  • Units of service Supported vendor reported

    Configurable assistance units: dollars, boxes, hours, meals, gift cards, items, attendance (help center).

Plans & pricing

Basic

USD 20 / user / month

Case management, comprehensive reports, area-wide bulletins, daily backup.

Verified: August 20, 2026

Plus

USD 40 / user / month

Adds barcode scanning, client IDs, digital signatures, file uploads, requests & referrals, and outcome tracking.

Verified: August 20, 2026

Pro

USD 60 / user / month

Adds kiosk/remote intake, SMS broadcasts (usage-billed), scheduling, customizable assessments, Changes Over Time reports, and API access.

Verified: August 20, 2026

Implementation

Self-service adoption: 14-day free trial without a credit card, no onboarding fees, help-center training videos and guides, and live weekday support. Optional custom development is billed at $150/hour. There is no mandatory implementation project.

Sources

Facts on this page trace to the citations below, per our methodology.

Verification

Last reviewed: August 20, 2026. Product capabilities, plans, and pricing change; individual facts above carry their own verification dates. If something looks out of date, tell us and confirm current details with the vendor before purchasing.