Open a new welfare case for a student
Use New case on the Welfare desk, choose the student, category, priority, counsellor and summary of at least 5 characters.
For School administrators, Teachers, Staff, HR managers. Updated 2026-10-09.
Overview
Select New case (needs the “add welfare” permission) in the page header to open the Open a welfare case dialog.
Fields: Student (search by name or student ID, required), Category (required: Academic, Behaviour, Family, Health, Safeguarding, Emotional wellbeing or Other), Priority (Urgent, High, Medium or Low; default Medium), Counsellor (defaults to you; any active staff member can be chosen) and Summary (required, 5-2000 characters, what prompted the case and what support is needed).
Open case stays disabled until the student, category and summary are filled. The case is created with status Open and the next number WC-xxxx. If a different counsellor is chosen they receive a notification "Welfare case assigned to you"; you are not notified for cases you assign to yourself. The new file then opens automatically.
The student must exist in your school, and the counsellor must be a staff member, otherwise the system answers "Student not found" or "That staff member was not found."
Before you start
- The “add welfare” permission permission
- The student is registered at the school
Steps
- Open Students > Counselling & Welfare
- Select New case
- Search and choose the Student
- Select the Category and Priority
- Choose the Counsellor if it should not be you
- Write the Summary and select Open case
Common problems
There is no New case button
It needs the “add welfare” permission. Ask an administrator.
Open case is disabled
Choose a student and category and write a summary of at least 5 characters.
The student cannot be found in the search
Search by name or student ID; students that have been deleted cannot receive cases.
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
- Move cases across the board: Open, Monitoring, Referred and Closed
- Record counselling sessions, calls and meetings on a case timeline
- Refer a student to an outside service and track the outcome