Navigating your Case Portal

Navigating your Case Portal

Sumac’s Case Management Portal includes 5 main areas:
  1. The Login Screen
  2. Your Dashboard
  3. Contacts
  4. Case Notes
  5. Meetings & Reminders
The Login Screen is where you can login with your credentials, as described in this article.
The Dashboard gives you access to Case Contacts (Clients), Meetings, and Reminders, and shows you a summary of the number of contacts in your database, and any Meetings or Reminders that are due for you.

You can add a new client record by clicking the "Add Client" button.


You can also add new meetings or reminders by clicking their corresponding buttons.

                
To see a list of all your contacts, click the Dashboard Contacts tile, or click "Contacts" in the left side panel.


If you wan to see only the clients you are working with, change the toggle switch from “All” to “Mine only." 

Any client contact record you create in either the Sumac Desktop application or your Case Portal will is included when you view the “Mine only” list. Clients for whom you've added Case Plans or Case Notes, but whose contact records were created by other case managers at your organization will also show up in  the “Mine only“ list.

You can use the search bar to find a specific client's contact record.


You can also add a new client contact record by clicking/tapping on the “New Contact” button.


To see a client's record and their intake information, click their name. That will provide you with access to their contact record and additional details.


To see the Case Notes that you have with a client, click the Case Notes tab. 

Clicking on a Case Note allows you to review or edit that Case Note. 

If you want to add a new case note for the client, click "New Case."

To view the Meetings and Reminders you have with this client, click the Meetings & Reminders tab in their record.

You can filter what you see to “All” or “Active only,” and you can filter to see just “Reminders” or just “Meetings”.



To see a list of your Meetings and Reminders, click the Reminders/Meeting tile in your Dashboard, or click the Reminders button on the left side panel.

Just as you can filter Reminders and Meetings when viewing a client's contact record, you can show “All” or “Active only" in the Meeting and Reminders area. There is also a check box to show the corresponding contact for your Reminders or Meetings.


To save a meeting or reminder to your personal calendar tool (e.g. Google or Microsoft Office calendar, or iCal), click “Add to Calendar”.

If your meeting has a location associated with it, you can open the address in Google Maps by clicking on the “Directions” button.

Logging Out

To logout of the portal, click the Log Out icon in the bottom left. 

The Societ team takes data security very seriously and has put several measures in place to ensure that your client data remains secure and confidential, including:

  1. Secured servers: Your database is hosted on Amazon Web Services (AWS), and your connection to our servers is encrypted. Our AWS servers are located in Canada.
  2. Data Encryption: Your database on the servers is encrypted, to provide an additional layer of security.
  3. Secured connections: Connections between your case manager's device and our portal are encrypted, both in transit and at rest, to prevent unauthorized access to the data being transmitted.
  4. Login credentials: Accessing the Case Portal requires login credentials, including a Sumac username and password. Before a case manager can access information using the portal, their credentials will need the appropriate permissions in place.
  5. Multi-Factor Authentication can be enabled by a Sumac User. This article goes over how this can be set up.


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