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    Program Management & Impact

    📋 CaseWorthy for Nonprofits: Cloud-Based Case Management Platform

    Managing client services across multiple programs with spreadsheets and disconnected systems creates data silos, compliance headaches, and reporting nightmares. CaseWorthy provides a centralized, configurable case management platform that adapts to your workflows, not the other way around. Built for nonprofits serving diverse populations, it offers rules-based eligibility, step-by-step workflows, and compliance reporting in one HIPAA-compliant system. Stop duct-taping generic CRMs together and start with a platform designed for the complexity of human services work.

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    What CaseWorthy Does

    Your team is juggling five programs across three funding streams, each with different reporting requirements. Caseworkers enter the same client information three times. Your Excel-based tracking system breaks when someone sorts a column. Your annual compliance reports require two weeks of manual data extraction. This is exactly the chaos CaseWorthy was built to eliminate.

    CaseWorthy is a cloud-based case management platform that centralizes all your client data, program workflows, and outcome tracking in one secure location. Unlike generic CRMs designed for sales teams or enterprise software that requires six months of consulting to configure, CaseWorthy offers robust self-configuration tools that let your staff build custom forms, create step-by-step workflows, and generate compliance reports without writing code.

    The platform serves as mission-critical infrastructure for nonprofits, government agencies, and community organizations across aging services, behavioral health, housing, veterans programs, and more. Whether you're managing meals-on-wheels routes, tracking behavioral health appointments, coordinating housing referrals, or documenting youth program participation, CaseWorthy provides the structure to capture consistent data, ensure compliance, and demonstrate impact to funders, all while reducing administrative burden on frontline staff.

    Best For

    Organization Size

    Mid-size to large nonprofits and government agencies with complex, multi-program operations. Best suited for organizations with:

    • 10+ staff members managing client data
    • Multiple programs with different workflows
    • Diverse funding sources requiring custom reporting
    • Stringent compliance requirements (HIPAA, HMIS, LIHEAP)

    Key Use Cases

    • Aging services and senior meal programs
    • Behavioral health and substance use services
    • HMIS housing services and homelessness programs
    • Veterans services and military family support
    • Youth and family services programs
    • Career and employment services

    Team Roles

    • Case managers and social workers documenting client interactions
    • Program directors tracking outcomes and compliance
    • Development teams needing donor and grant reporting
    • Executive leadership monitoring organizational performance

    When to Consider

    CaseWorthy is the right fit when:

    • Your organization spans multiple social service sectors
    • You need robust configurability without hiring consultants
    • Compliance and outcome reporting are mission-critical
    • You want a proven platform with a fully built-out feature set

    Key Features for Nonprofits

    Self-Configuration Tools

    Build custom forms, workflows, and data fields without writing code or hiring expensive consultants. Unlike platforms that lock you into rigid structures, CaseWorthy's self-service configuration tools let your team adapt the system as programs evolve, change intake forms when a funder updates requirements, add new data fields for program evaluation, or modify workflows based on staff feedback. The baseline product comes fully built-out with hundreds of features that you can enable, disable, or customize based on your needs.

    Rules-Based Workflows

    Create step-by-step workflows that guide case managers through every task, ensuring consistency and compliance across your entire organization. Rules-based eligibility determination automatically screens clients for program qualification based on income, demographics, geographic location, or any other criteria your funders require. Workflows can trigger notifications, generate documents, schedule follow-ups, and enforce quality checks, reducing errors, improving data quality, and ensuring that no client falls through the cracks.

    Analytics and Reporting

    Generate compliance reports for government funders, demonstrate outcomes for foundations, and analyze program performance, all from the same centralized data. Self-service analytics dashboards provide real-time insights without waiting for IT support. Export data to Excel when you need custom analysis, or use built-in report templates for standard funder reporting. The system tracks client outcomes over time, calculates performance metrics automatically, and visualizes trends so leadership can make data-driven decisions about program strategy.

    Compliance and Security

    HIPAA, LIHEAP, and HMIS compliant out of the box with data stored on private, proprietary servers monitored 24/7. Role-based access controls ensure staff only see the information they need. Audit trails track every data change for accountability. Automated compliance reporting reduces the risk of human error when submitting required reports to government agencies. The platform enforces data quality standards at the point of entry, preventing incomplete or invalid information from entering your system in the first place.

    Document Management

    Store intake forms, consent documents, program agreements, and case notes directly in client records for easy retrieval during audits or service delivery. E-signature capabilities let clients sign documents electronically, reducing paperwork delays and improving the client experience. Automated document generation creates standardized letters, reports, and forms from templates populated with client data, eliminating repetitive data entry and reducing errors. Search across all documents to find specific information quickly during regulatory reviews or quality assurance audits.

    Communication Tools

    Built-in notifications, text messaging, and email capabilities keep clients informed about appointments, deadlines, and program updates without leaving the platform. Automated reminders reduce no-show rates for appointments and increase program completion. Staff can document all client communications in one place, phone calls, emails, text messages, and in-person meetings, creating a complete record of engagement that informs service planning and demonstrates participant contact for funders who measure outreach intensity.

    Real-World Nonprofit Use Case

    A regional Area Agency on Aging operates seven programs across 12 counties: Meals on Wheels, senior center activities, caregiver support groups, Medicare counseling, home repair services, elder abuse prevention, and long-term care ombudsman services. Before CaseWorthy, each program used its own spreadsheets and filing systems. Case managers entered the same senior's information repeatedly when they participated in multiple programs. Quarterly state reports required two weeks of manual data compilation, with frequent errors causing submission delays.

    After implementing CaseWorthy, the agency created a unified client record system. Now when a senior first contacts any program, their intake information automatically populates across all programs they're eligible for. Case managers use custom workflows for each program, Meals on Wheels tracks dietary restrictions and delivery routes, while caregiver support documents respite hours and stress assessments, but all data flows into the same centralized system.

    The biggest impact came from automated eligibility screening. When a senior calls about meals, the system instantly checks whether they qualify for home repair, counseling, or other services based on age, income, and location. Case managers can now offer warm referrals: "I see you're also eligible for our caregiver support program, would you like me to tell you about that?"

    Quarterly state reporting dropped from two weeks to two hours. The program director now runs real-time dashboards showing service gaps by county, identifies seniors who haven't been contacted recently, and analyzes which combinations of services produce the best outcomes. The agency expanded services to 1,200 additional seniors without adding administrative staff, the efficiency gains from CaseWorthy freed up capacity that had been consumed by paperwork.

    Pricing

    Custom Pricing Model

    CaseWorthy uses user-based licensing with pricing customized based on your organization's size, number of users, and specific configuration needs. The platform offers flexible payment options:

    • Monthly subscriptions for organizations wanting predictable costs
    • Annual contracts typically offering better rates
    • Perpetual licenses for organizations preferring one-time investments

    While exact pricing isn't publicly disclosed, organizations consistently report that CaseWorthy offers better value than enterprise alternatives like Netsmart or Social Solutions, particularly when factoring in the fully built-out baseline product with hundreds of features already included. To get pricing for your organization, schedule a demo through their website.

    Budget Planning Tip

    When evaluating CaseWorthy's cost, calculate the total cost of ownership for your current system: staff time spent on manual reporting, consultant fees for system configuration, subscription costs for multiple disconnected tools, and the opportunity cost of delayed reports or missed compliance deadlines. Organizations often find that CaseWorthy costs less than the status quo once these hidden expenses are accounted for, while dramatically improving data quality and staff efficiency.

    Nonprofit Pricing

    While CaseWorthy does not advertise a specific nonprofit discount program, the company positions itself as an affordable solution built for the nonprofit sector. Organizations consistently select CaseWorthy for its competitive pricing compared to enterprise platforms like Salesforce, Blackbaud, or Raiser's Edge, often saving 30-50% while gaining features specifically designed for human services work rather than adapting sales CRM to social work.

    The value proposition extends beyond list price. Because CaseWorthy includes robust self-configuration tools and comes with hundreds of features already built, organizations save thousands on implementation consulting that other platforms require. The baseline product is production-ready out of the box, you're not paying extra for essential features or hiring expensive consultants to make the system usable.

    When requesting pricing, emphasize your nonprofit status, annual budget constraints, and number of programs you'll be managing. Some organizations have successfully negotiated better rates by committing to longer contracts or participating in case studies. Government agencies and faith-based nonprofits should specifically ask about special pricing for their sector.

    Note: Prices may be outdated or inaccurate.

    Learning Curve

    Intermediate

    Expect 2-4 weeks for staff to become proficient with core features; 1-3 months for administrators to master configuration

    For Frontline Staff (Case Managers, Social Workers)

    Staff using CaseWorthy for daily case management typically become comfortable within 2-4 weeks. The step-by-step workflows guide users through processes, reducing training burden. However, staff accustomed to paper-based systems or simple spreadsheets may initially resist the structure, they'll need to understand why data standardization matters and how it ultimately reduces their administrative burden rather than increasing it.

    • First week: Basic navigation, client search, and data entry
    • Weeks 2-3: Program-specific workflows, document management, and reporting
    • Week 4+: Advanced features like cross-program referrals and outcome tracking

    For Administrators (Program Directors, IT Staff)

    System administrators who will configure forms, build workflows, and manage reporting need 1-3 months to fully leverage CaseWorthy's capabilities. While the self-configuration tools don't require programming, they do require understanding your organization's data requirements, workflow logic, and compliance needs. Organizations benefit from designating a "CaseWorthy champion", someone who becomes the internal expert and trains others.

    • Month 1: System architecture, user management, and basic configuration
    • Month 2: Custom form building, workflow automation, and report creation
    • Month 3: Advanced integrations, complex eligibility rules, and performance optimization

    Implementation Success Factors

    Organizations that successfully implement CaseWorthy typically invest in proper change management: involving frontline staff in workflow design, providing hands-on training rather than just webinars, starting with one program before rolling out organization-wide, and celebrating quick wins to build momentum. The technology works, but only if your culture adapts to embrace data-driven practice and standardized workflows instead of ad-hoc paper systems.

    Integration & Compatibility

    Integration Approach

    CaseWorthy is designed as a comprehensive, all-in-one platform that minimizes the need for external integrations. The platform includes case management, client tracking, document management, reporting, and communication tools in a unified system, reducing the complexity and cost of maintaining multiple disconnected tools.

    Integration capabilities are not prominently documented on CaseWorthy's public website. Organizations requiring specific integrations with accounting software, donor management systems, or other tools should discuss technical requirements directly with CaseWorthy during the sales process. Custom integration work may require professional services fees.

    Data Portability

    CaseWorthy allows data export to Excel and CSV formats for custom analysis or migration purposes. Organizations own their data and can extract it if they change systems, though the process may require technical support.

    Before committing to CaseWorthy, verify data import capabilities for your existing client records. Migrating historical data from spreadsheets or legacy systems typically requires data cleanup and mapping, which may involve professional services fees or dedicated migration time from your staff.

    Product Suite

    CaseWorthy offers multiple specialized products within its ecosystem:

    • CORE Platform: Centralized data management foundation
    • ClientTrack: Case management and operations
    • Connect: Service billing and outcome optimization
    • ServTracker: Specialized for aging services and meal programs

    Security & Access

    Cloud-based platform accessible via web browser from any internet-connected device. No software installation required, reducing IT support burden and enabling remote work.

    • Role-based permissions control data access by job function
    • 24/7 server monitoring on proprietary infrastructure
    • HIPAA, LIHEAP, and HMIS compliance built-in

    Pros & Cons

    Pros

    • Purpose-built for human services -Unlike generic CRMs adapted for nonprofit use, CaseWorthy was designed from the ground up for social service organizations with workflows, terminology, and features that match your work.
    • Scalable across multiple sectors -Rare ability to handle diverse programs (housing, aging, behavioral health, youth services) in one platform rather than needing separate systems for each vertical.
    • Robust self-configuration -Build custom forms and workflows without consultants, saving thousands in implementation costs and enabling faster adaptation to changing requirements.
    • Compliance-ready -HIPAA, HMIS, and LIHEAP compliance built-in with automated reporting that reduces audit risk and administrative burden.
    • Fully-featured baseline -Hundreds of capabilities included in the baseline product rather than charging extra for essential features like other vendors.
    • Cost-effective for mid-large orgs -Better value than enterprise alternatives (Salesforce, Blackbaud, Netsmart) when factoring in included features and reduced consulting needs.

    Cons

    • Not ideal for small organizations -The complexity and cost make CaseWorthy overkill for grassroots nonprofits with 1-2 programs and limited budgets. Simpler tools like Sumac or spreadsheets may be more appropriate.
    • Limited AI capabilities -While CaseWorthy mentions "AI-driven insights," the platform's AI features are nascent compared to newer competitors with generative AI, predictive analytics, and intelligent automation.
    • Integration ecosystem not well-documented -No public API documentation or integration marketplace. Organizations needing connections to QuickBooks, Salesforce, or other tools may face custom development costs.
    • Intermediate learning curve -While simpler than Salesforce, CaseWorthy still requires significant training for administrators and change management for staff accustomed to paper-based workflows.
    • Opaque pricing -No public pricing makes budget planning difficult and creates friction during evaluation. Organizations must invest time in demos before knowing if it fits their budget.
    • Implementation investment required -Successful deployment requires data migration planning, workflow mapping, staff training, and change management, not just purchasing the software.

    Alternatives to Consider

    Bonterra Impact Management (formerly Apricot 360)

    Market leader with strong brand recognition

    Bonterra Impact Management (formerly Apricot 360 and ETO by Social Solutions, merged after Bonterra's 2022 acquisition) is the most recognized name in nonprofit case management. It offers a polished, user-friendly interface and extensive templates for common program types. However, users consistently report that it's "very standardized with limitations to the extent it can be customized", the opposite of CaseWorthy's flexibility.

    Choose Bonterra Impact Management if: You want a proven platform with strong brand reputation, prefer standardized templates over custom configuration, and value a large user community. Particularly strong for single-sector organizations (pure health, pure housing, etc.) that fit their templates well.

    Choose CaseWorthy if: You need a flexible platform that adapts to unique workflows, serve multiple social service sectors simultaneously, or want robust self-configuration without consultant dependencies.

    Untapped Solutions

    Specialized for justice-impacted and marginalized populations

    Untapped Solutions offers an AI-powered CRM specifically designed for nonprofits serving justice-impacted, homeless, veteran, and other marginalized communities. Unlike CaseWorthy's broad approach, Untapped includes purpose-built features like integrated second-chance hiring job boards, client-facing LifePath Navigator portals, and AI agents trained on reentry and workforce development workflows.

    Choose Untapped Solutions if: You primarily serve justice-impacted populations, need integrated workforce development and job placement tools, or want AI features that understand reentry challenges. The Grow Your Roots program makes it accessible for smaller organizations.

    Choose CaseWorthy if: You serve diverse populations beyond justice-involved individuals, need deep configurability for varied funding requirements, or require a more mature platform with established compliance certifications across multiple sectors (aging, behavioral health, etc.).

    Sumac Case Management

    Affordable option for smaller nonprofits

    Sumac offers customizable case management starting at $109/month with HIPAA/PIPEDA compliance and donor management integration. It's significantly more affordable than CaseWorthy with a simpler interface that requires less training. However, it lacks the enterprise-grade configurability and multi-sector scalability that define CaseWorthy.

    Choose Sumac if: You're a small to mid-size nonprofit (under 20 staff) with straightforward program workflows, need integrated donor management, or have budget constraints that make CaseWorthy's pricing prohibitive.

    Choose CaseWorthy if: You're a larger organization with complex, multi-sector programs requiring sophisticated workflow automation, rules-based eligibility, and comprehensive compliance reporting that justify higher costs.

    Getting Started with CaseWorthy

    1. Document Your Requirements

    Before scheduling a demo, map your current workflows, data requirements, and pain points. Create a document that answers:

    • How many programs do you manage? What are their funding sources and reporting requirements?
    • How many staff will use the system? What are their technical skill levels?
    • What data do you currently track? In what systems (spreadsheets, databases, paper)?
    • What compliance requirements must you meet (HIPAA, HMIS, state reporting, funder specifications)?
    • What integrations do you need (accounting software, donor database, email systems)?

    This preparation ensures the demo addresses your specific needs rather than generic features, and helps you get accurate pricing.

    2. Schedule Demo and Request Pricing

    Visit caseworthy.com and request a demo. During the demo:

    • Ask to see workflows specific to your sector (aging, housing, behavioral health, etc.)
    • Request a demonstration of self-configuration tools, can you make changes yourself or need support?
    • See examples of the reports you'll need to generate for funders
    • Discuss integration requirements and any additional costs
    • Request a formal quote with implementation timeline and training plan

    Involve frontline staff and program directors in the demo, they'll be using the system daily and will spot workflow issues that executives might miss.

    3. Plan Implementation and Change Management

    Once you commit to CaseWorthy, create an implementation plan that addresses both technology and culture:

    • Designate a CaseWorthy champion on your staff to become the internal expert
    • Plan data migration: clean existing data, map fields, test import procedures
    • Start with one program as a pilot before rolling out organization-wide
    • Schedule hands-on training sessions (not just webinars) where staff practice real workflows
    • Address resistance early: explain why standardized data improves service delivery and reduces busywork

    Expect 3-6 months from contract signing to full adoption. Organizations that rush implementation or skip change management typically see poor user adoption and data quality issues.

    4. Monitor Adoption and Iterate

    After launch, actively monitor how staff are using the system and address issues quickly:

    • Track login frequency, are staff actually using CaseWorthy or maintaining shadow systems?
    • Review data quality: incomplete records indicate training gaps or workflow problems
    • Hold regular "power user" sessions where your champion shares tips and gathers feedback
    • Celebrate wins: showcase reports that took hours before and now take minutes
    • Iterate on workflows based on user feedback, CaseWorthy's configurability lets you adapt continuously

    The goal isn't perfect adoption on day one, it's steady improvement over time as staff learn the system and workflows are refined based on real-world use.

    Need Help Implementing CaseWorthy?

    Choosing case management software is just the first step, successful implementation requires workflow mapping, data migration planning, staff training, and change management.

    One Hundred Nights helps nonprofits evaluate, implement, and optimize case management systems like CaseWorthy. We can assist with requirements documentation, vendor evaluation, data migration strategies, workflow configuration, training development, and measuring adoption success. Whether you're transitioning from spreadsheets or switching from another platform, we'll help ensure your investment delivers measurable improvements in service delivery and reporting efficiency.

    Schedule a ConsultationView Our Services

    Frequently Asked Questions

    What is CaseWorthy and who should use it?

    CaseWorthy is a cloud-based case management platform designed for mid-size to large nonprofits and government agencies serving multiple social service sectors. It's ideal for organizations that need a single, configurable platform to manage client data, track program outcomes, ensure compliance, and generate reports across diverse programs like aging services, behavioral health, housing, veterans services, and youth programs. Organizations typically choose CaseWorthy when they outgrow spreadsheets or basic CRMs and need more sophisticated workflow automation and reporting.

    How much does CaseWorthy cost?

    CaseWorthy uses custom pricing based on your organization's size, number of users, and specific needs. The platform offers user-based licenses with monthly, yearly, and perpetual license options. While CaseWorthy is described as affordable for nonprofits compared to enterprise solutions like Salesforce or Raiser's Edge, exact pricing is not publicly disclosed. Organizations need to schedule a demo and request a personalized quote based on their requirements.

    Is CaseWorthy HIPAA compliant?

    Yes. CaseWorthy is HIPAA, LIHEAP, and HMIS compliant. All sensitive client information is stored on private, proprietary servers with 24/7 surveillance and maintenance. The platform is designed to meet the highest standards of data management, reporting, and collection for organizations handling protected health information and other sensitive client data. Organizations handling PHI should verify specific compliance requirements during implementation.

    What makes CaseWorthy different from competitors like Bonterra or Social Solutions?

    CaseWorthy stands out as a "one-size-fits-all solution" for large nonprofits serving multiple social service sectors simultaneously (housing, aging, immigration, youth development, etc.). Unlike competitors that may excel in one vertical, CaseWorthy offers robust self-configuration tools and rules-based workflows that allow organizations to customize the platform without extensive technical expertise. Users particularly value its scalability, the ability to adapt one platform across diverse programs rather than managing multiple specialized systems.

    Does CaseWorthy offer nonprofit discounts?

    While CaseWorthy is positioned as an affordable solution selected by nonprofits for its user-friendly interface and cost-effectiveness, the company does not advertise a specific nonprofit discount program. Organizations report choosing CaseWorthy for its competitive pricing compared to enterprise alternatives like Netsmart, Blackbaud, or Salesforce. Contact CaseWorthy directly to discuss pricing options for your nonprofit.

    What kind of organizations use CaseWorthy?

    CaseWorthy serves nonprofits, government agencies, and community-based organizations across nine major sectors: Aging Services, Behavioral Health, Career & Employment Services, Education & Student Case Management, Government & Public Sector, HMIS/Housing Services, Intellectual & Developmental Disabilities, Survivor Services, Veterans Services, and Youth & Family Services. The platform is particularly well-suited for multi-program organizations that need a unified system rather than separate tools for each program area.

    What AI features does CaseWorthy include?

    CaseWorthy includes foundational AI-driven insights capabilities through its CORE platform, which centralizes data and provides analytics dashboards. However, the platform's AI features are less prominent compared to newer competitors. CaseWorthy's strength lies more in robust workflow automation, rules-based eligibility determination, and compliance reporting rather than generative AI or predictive analytics. Organizations seeking advanced AI features may want to evaluate how CaseWorthy's roadmap aligns with their needs.