Caseload Dashboard

The caseload dashboard provides a comprehensive view of how work is distributed across your organization. This guide walks through each section and explains how to use it effectively.

Accessing the Dashboard

Navigate to Monitoring in the sidebar to access the caseload dashboard.

The dashboard loads with your current caseload data. If you see a message about no data, check that your data source is connected and synced.

Dashboard Layout

The dashboard is organized into several sections:

Summary Cards

At the top, you'll see quick metrics:

Total Clients The total number of clients across all team caseloads.

• Watch for unexpected changes
• Compare to your expected count

Total Teams The number of team caseloads included in the view.

• Should match your current team structure
• Excludes inactive teams

Average Caseload Mean number of clients per team.

• Quick indicator of typical team workload
• Compare to your target caseload size

Balance Score A measure of how evenly work is distributed across teams.

• Lower is better (more balanced)
• Watch for trends over time

Interactive Map

The main map shows aggregate metrics by geographic area:

Geographic Areas Each area represents a postal code or service zone.

• Color indicates assigned team caseload
• Click to see aggregate metrics for the area
• Hover for quick summary (client count, visit hours, etc.)

Territory Visualization Optional overlays show:

• Region boundaries
• Team caseload territories
• Coverage areas

Team Caseload Table

A sortable table with details for each team caseload:

Sort by any column to identify:

• Overloaded teams (high utilization)
• Underutilized teams (low utilization)
• Imbalanced distribution

Distribution Chart

A visual representation of caseload distribution:

Histogram View Shows how caseloads are distributed across the team.

• Tall bars at extremes indicate imbalance
• Even distribution creates a bell curve

Box Plot View Alternative visualization showing:

• Median caseload
• Quartile ranges
• Outliers

Using the Map

Navigation

Zoom Use scroll wheel or zoom buttons to adjust view level.

• Zoom in for detail in dense areas
• Zoom out for overall picture

Pan Click and drag to move the map view.

• Center on specific areas of interest
• Explore different regions

Viewing Modes

By Team Caseload Default view showing assignments by team color.

• Quickly see each team's territory
• Identify overlap and gaps

By Region View organized by geographic regions.

• Useful for regional analysis
• Compare regions side by side

Heat Map Density visualization showing concentration.

• Bright areas = high client density
• Helps identify coverage patterns

Interacting with the Map

Click on a geographic area Opens a panel with:

• Area identifier (postal code/FSA)
• Current assigned team
• Aggregate metrics (client count, visit hours, worker count)

Click on a team territory Opens a panel with:

• Team name
• Total territory metrics
• Geographic coverage summary

Drawing Tools

Select areas for focused analysis:

Rectangle Select Draw a box to select clients in that area.

• View statistics for selected clients
• Export selected data

Polygon Select Draw a custom shape for irregular areas.

• Define regions of interest
• Analyze specific neighborhoods

Filtering Data

Narrow your view using filters:

Team Caseload Filters

By Team Name Search for specific team caseloads.

• Type to search
• Select one or multiple

By Region Limit to specific regions.

• Select from dropdown
• Multi-select supported

By Capacity Status Filter by workload level:

• Over capacity
• At capacity
• Under capacity

Time Filters

Current State Show the latest data (default).

Point in Time View data as of a specific date.

• Compare to past states
• Track changes over time

Common Tasks

Checking Workload Balance

1. Look at the summary cards for overall balance
2. Review the distribution chart for patterns
3. Sort the employee table by utilization
4. Identify anyone significantly over or under capacity

Finding Geographic Issues

1. View the map in "By Team Caseload" mode
2. Look for teams with scattered geographic areas
3. Identify overlapping territories
4. Note gaps in coverage

Preparing for Optimization

1. Verify data freshness (check last sync time)
2. Review current balance metrics
3. Identify specific problem areas
4. Note any constraints or special cases

Monitoring After Changes

1. Compare current state to previous
2. Verify expected improvements materialized
3. Check for any unintended consequences
4. Document the before/after metrics

Exporting Dashboard Data

Export data for offline analysis or reporting:

Export Options

CSV Export Spreadsheet with all visible data.

• Complete client and employee information
• Current assignments and metrics
• Suitable for detailed analysis

PDF Report Summary document with visuals.

• Map snapshot
• Key metrics
• Suitable for presentations

Image Export Screenshot of current map view.

• PNG format
• Includes visible markers and boundaries

How to Export

1. Click the Export button in the toolbar
2. Select your preferred format
3. Choose what to include
4. Download the file

Tips for Effective Use

Establish a Routine

Check the dashboard regularly:

• Quick daily glance for urgent issues
• Weekly detailed review
• Monthly trend analysis

Learn Your Patterns

Understand what's normal for your organization:

• Typical caseload ranges
• Expected geographic patterns
• Acceptable balance thresholds

Use Filters Strategically

Focus on what matters:

• Filter to problem areas
• Exclude irrelevant data
• Compare specific segments

Document What You Find

Keep notes on your observations:

• Issues identified
• Actions taken
• Metrics before and after

Troubleshooting

Dashboard Shows No Data

Check that:

• Your data source is connected
• At least one region is selected
• You have permission to view the data

Map Markers Not Loading

Try:

• Refreshing the page
• Checking your internet connection
• Reducing the scope (fewer clients)

Metrics Seem Wrong

Verify:

• Data source is recently synced
• Filters aren't hiding data
• Employee capacity is set correctly