Move cases across the board: Open, Monitoring, Referred and Closed
Statuses are Open, Monitoring, Referred and Closed; closing needs a closing note and reopening clears it.
For School administrators, Teachers, Staff, HR managers. Updated 2026-10-09.
Overview
The Board view has four columns: Open (new and being worked on), Monitoring (settled, being watched), Referred (with an outside service) and Closed (resolved). With the “edit welfare” permission you can drag a card between columns or change Status inside the case file.
Moving a case to Closed opens a Close case dialog that requires a Closing note of at least 5 characters saying how the case was resolved; the note is saved on the file and open follow-ups no longer appear in the due list. Moving a closed case to another status asks you to confirm Reopen, clears the closing note and returns it to the chosen status.
Every status change is added automatically to the timeline ("Status changed from Open to Monitoring", "Case closed. ..."). Choosing the status the case already has gives "This case is already ...". Adding a referral to an Open or Monitoring case automatically moves it to Referred.
The Closed column shows the latest 30 cases and a See all link opens the List filtered to Closed. Without the “edit welfare” permission the board is read-only.
Before you start
- The “edit welfare” permission permission
Steps
- Open the Board view on the Welfare desk
- Drag the case card to the new column, or open the case and change Status
- For Closed, write the Closing note and select Close case
- To reopen, drag the closed card or change its status and confirm Reopen
- Check the timeline for the automatic status entry
Common problems
Close case is disabled
The closing note needs at least 5 characters.
I cannot drag cards
Dragging needs the “edit welfare” permission; otherwise the board is view only.
A case moved to Referred by itself
Recording a referral on an Open or Monitoring case sets it to Referred automatically.
Keep reading
- Counselling and Welfare: confidential case files and who can see them
- Find welfare cases: List view, filters and a student's case history
- Open a new welfare case for a student
- Record counselling sessions, calls and meetings on a case timeline
- Refer a student to an outside service and track the outcome