Refer a student to an outside service and track the outcome
The Referrals tab records who the student was referred to, the reason and status (Sent, Accepted, Completed, Declined) with an outcome.
For School administrators, Teachers, Staff, HR managers. Updated 2026-10-09.
Overview
In the case file open the Referrals tab and select Refer to someone (needs the “edit welfare” permission, case not Closed). Fields: Referred to (required, 2-200 characters, for example Dr Mensah), Organisation (optional, for example Child guidance clinic), Reason (required, at least 3 characters) and Check back on (optional date).
Record referral saves it with status Sent and, for Open or Monitoring cases, moves the case to Referred. Each referral card shows the person, organisation, status badge, reason, sent date, check-back date and the staff member who created it.
Use Update progress to set the status to Sent, Accepted, Completed or Declined and write the Outcome (what the service found or agreed). If the case is Closed you are told "Reopen this case before adding a referral." Referral changes are audited. A check-back date is informational; to be reminded create a follow-up as well.
Before you start
- The “edit welfare” permission permission
- An open case
Steps
- Open the case file and select the Referrals tab
- Select Refer to someone
- Enter Referred to, Organisation and the Reason
- Optionally set Check back on
- Select Record referral
- Later select Update progress, choose the status and record the Outcome, then Save
Common problems
Refer to someone is missing
The case is Closed or you lack the “edit welfare” permission. Reopen the case or get the permission.
Record referral is disabled
Referred to needs 2+ characters and Reason 3+ characters.
The case status changed
A new referral automatically moves Open or Monitoring cases to Referred.
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
- Open a new welfare case for a student
- Record counselling sessions, calls and meetings on a case timeline