What is a document portal?
A document portal is a secure online space where authorized users can upload, store, access, and share files. In a client-services setting, it keeps documents such as identification, intake forms, case notes, and eligibility records connected to the correct client profile. This reduces reliance on paper files and helps staff retrieve needed information quickly while maintaining controlled access.
How does CharityTracker support secure document sharing?
CharityTracker lets organizations upload documents directly to individual client profiles, creating a centralized digital filing cabinet for case-related records. Authorized staff can access the information they need without relying on disconnected folders or physical archives. The platform is designed around confidentiality and data-security requirements, with HIPAA-aligned practices for organizations managing sensitive client information.
What types of documents can be stored in client profiles?
Organizations can store documents relevant to service delivery and case management, including DD-214s, identity verification, intake forms, case notes, and other supporting records. Keeping these files alongside assistance history, goals, and requests gives authorized staff a more complete view of each client and reduces time spent searching across separate systems.
Can clients submit documents or intake information remotely?
Yes. CharityTracker’s Kiosk/Remote Intake feature enables clients to complete their own intake and request assistance digitally from anywhere. This can reduce barriers for clients, shorten in-person lines, and limit manual data entry for staff. Remote Intake is available with the Pro Plan, while standard Case Intake is included in the Basic Plan.
Can multiple agencies view information for the same client?
Authorized member agencies can share information on common clients through the CharityTracker Assistance Network. This helps participating organizations improve referral accuracy, understand prior assistance, and reduce duplicate services. Agencies must maintain appropriate Release of Information documentation, follow network data-entry guidelines, and comply with applicable federal and state confidentiality requirements.
Is CharityTracker available outside regular business hours?
Yes. CharityTracker is available 24 hours a day, 365 days a year, supporting organizations that respond to urgent needs, disasters, and client crises outside standard office hours. Technical support is available through CharityTracker.net or the in-system help button, helping users access assistance while working within the platform.
Which plan includes document uploads?
Document upload capabilities are available in CharityTracker’s Plus Plan and higher. The Plus Plan also includes outcome measurement, referrals and client IDs, goal setting, and follow-up dates. The Pro Plan adds features such as customizable assessments, Kiosk/Remote Intake, SMS broadcasts, scheduling, API access, and Changes Over Time Reports.
How quickly can an organization begin using CharityTracker?
CharityTracker is designed for approachable, quick implementation, helping organizations start tracking, measuring, and reporting in minutes. The Sales & Implementation and Customer Success teams support onboarding so users understand relevant workflows, from digital intake and document storage to referrals, outcome tracking, and reports. A free demo and free Pro trial are available.