Case Status

The “Case Status” feature in the Cases module of Retention CRM allows member-based organizations to track the progress of interactions with their members or constituents. It reflects the current stage a particular case is in, like “Open,” “Pending,” “Resolved,” or “Closed.” This provides a clear overview of each case’s lifecycle and helps prioritize workload.

Associations, Chambers of Commerce, and Nonprofits can significantly benefit from Case Status. It streamlines communication, ensures timely follow-up, and facilitates efficient case management. Staff can easily identify cases requiring immediate attention and track overall case resolution rates. This fosters better member service and improves internal workflows.

How to Use “Case Status” Feature in Association Management

Let’s explore the specific fields and settings in this feature using a nursing association scenario.

Label	Status Class	Value	Description	Order	Default	Reserved	Enabled?
Intake Received	Open	Intake Received	A case is initiated when a member contacts the association	1	No	No	Yes
Assigned	Open	Assigned to Staff	A staff member is assigned to handle the case	2	No	No	Yes
Under Review	Open	Under Review	Staff is actively investigating or researching the case	3	No	No	Yes
Resolved	Closed	Resolved	The case has been addressed to the member’s satisfaction	4	No	No	Yes

 

This example demonstrates how a nursing association can leverage Case Status. Each stage reflects a step in the member inquiry process, providing transparency and accountability.

Add a New Case Status

The Cases Module in Retention CRM allows you to define additional statuses specific to your membership organization’s needs. Here’s how to add a new status for the nursing association.

• Label: “Information Provided”
• Value: “information_provided” (use lowercase letters and underscores)
• Description: “Member has been provided with requested information”
• Status Class: Choose “Open” if the case requires further action.
• Order: Ideally, position it between “Assigned” and “Under Review” (e.g., order 3.5).
• Color: (Optional) Assign a color for visual identification.
• Enabled? Set to “Yes” to make the status available for use.
• Default Option? Leave as “No” unless this is the most common outcome for cases.

By customizing Case Statuses, your nursing association can effectively manage member inquiries and streamline case resolution.

More Use Cases for Chambers of Commerce, Associations and Nonprofits

Event Sponsorship Management for Associations

• Association: Professional Photographers Association (PPA)
• Case Status Label: Sponsorship Inquiry
• Value: sponsorship_inquiry (lowercase letters and underscores)
• Description: A potential sponsor has expressed interest in a PPA event.
• Status Class: Open (requires further action)
• Order: 2 (after “New Inquiry”)
• Color: Light Blue
• Enabled?: Yes
• Default Option?: No
• Example: A photographer contacts the PPA about sponsoring their upcoming annual conference. A new case is created with the “Sponsorship Inquiry” status. The PPA staff can then use The Cases Module in Retention CRM to track communication with the potential sponsor, record their sponsorship tier preference, and move the case through additional statuses like “Proposal Sent,” “Contract Negotiation,” and “Sponsorship Confirmed.”

Membership Application Review for Chambers of Commerce

• Chamber of Commerce: Metropolis Chamber of Commerce (MCC)
• Case Status Label: Application Review
• Value: application_review (lowercase letters and underscores)
• Description: A new membership application has been submitted for review.
• Status Class: Open (requires further action)
• Order: 3 (after “Payment Received” and “Information Verified”)
• Color: Yellow
• Enabled?: Yes
• Default Option?: No
• Example: A local business submits an application to join the MCC. A new case is created with the “Application Review” status. The MCC staff can use The Cases Module in Retention CRM to assign reviewers, track the review process, record feedback, and move the case through statuses like “Approved,” “Additional Information Required,” or “Denied.”

Volunteer Opportunity Management for Nonprofits

• Nonprofit: Habitat for Humanity (HFH)
• Case Status Label: Volunteer Assignment
• Value: volunteer_assignment (lowercase letters and underscores)
• Description: A volunteer has been assigned to a specific opportunity.
• Status Class: Open (requires further action)
• Order: 4 (after “Volunteer Signed Up” and “Training Completed”)
• Color: Green
• Enabled?: Yes
• Default Option?: No
• Example: A volunteer signs up to help build a house with HFH. A new case is created with the “Volunteer Assignment” status. HFH staff can use The Cases Module in Retention CRM to assign the volunteer to a specific build project, track their shift schedule, and update the case status to “Project Completed” once the volunteer has participated.

These are just a few creative examples, and Retention CRM’s Case Statuses can be adapted to fit the specific needs of any association, chamber, or nonprofit.