Skip to main content

Intake Officer Dashboard

The Intake Officer Dashboard is your central hub for managing the Referral intake process. It provides a comprehensive view of all Referrals at different stages, from new submissions through to service dispatch.

Overview​

Intake Dashboard Overview

The Intake Dashboard displays:

  • Real-time analytics cards showing active pipeline, new Referrals, and items needing attention
  • Tab-based navigation to view Referrals at each stage of the intake process
  • Inline filters for priority and date
  • Quick actions to view and edit Referrals
  • Search functionality to find specific Referrals
  • + New Referral button to create Referrals directly from the dashboard

Analytics Cards​

The top section of the dashboard displays three key metric cards that give you an at-a-glance view of your workload.

Statistics Cards​

CardDescriptionWhat It Shows
Active PipelineAll active Referrals across every stageSum of Referrals in Intake Processing + In Review + Service Review + Awaiting Service Delivery. A secondary label shows the total Referral count in the system.
New ReferralsReferrals not yet dispatched to a serviceSum of Referrals in Intake Processing + In Review + Service Review (8 statuses). Clicking opens an expanded panel listing all of these Referrals.
Needs AttentionHigh-priority Referrals needing immediate actionCount of Referrals with Urgent, Crisis, or Emergency priority, filtered to Intake Processing and In Review stages only. Clicking opens a panel sorted by priority rank (Emergency first).

Numbers update in real-time as Referrals progress through the workflow. Clicking any card opens an expanded panel — for example, clicking New Referrals shows all pre-dispatch Referrals in one list:

New Referrals Detail

Tab Navigation​

Tab Navigation

The dashboard uses tabs to organise Referrals by their current stage. Each tab displays a count badge showing the number of Referrals in that stage.

TabDescriptionBadge
Intake ProcessingNew Referrals requiring initial processingShows count of Referrals in intake
In ReviewReferrals submitted and awaiting reviewShows count pending review
Service ReviewApproved Referrals ready for service allocationShows count pending service review
Awaiting Service DeliveryDispatched Referrals waiting for service to beginShows count awaiting delivery

Click any tab to switch the table view to show Referrals at that stage.

Filters​

Use the inline filters to narrow down your view:

FilterOptionsUse Case
SearchFree text search by client, referrer, or statusFind specific Referrals quickly
PriorityAll Priorities, Emergency, Crisis, Urgent, Priority, RoutineFocus on high-priority Referrals
Referral DateAll dates, Custom date rangeView Referrals from specific time periods

How to Use Filters​

  1. Type in the search bar to filter by client name, referrer, or status
  2. Click the Priority dropdown to select a priority level
  3. Click the date field to open the date picker and select a date range
  4. The table updates automatically to show filtered results

Table Columns​

All tabs share a consistent table layout with the following columns:

ColumnDescription
PriorityPriority level badge (Emergency, Crisis, Urgent, Priority, or Routine)
ClientClient name and reference number (e.g., REF-2026-DEFAULT-00002)
AgeHow long since the Referral was created (e.g., 0d, 1d, 3d)
StatusCurrent status of the Referral
ReferrerThe person or organisation who made the Referral
ActionsView (eye icon) and Edit (pencil icon) buttons

Priority Badges​

BadgeMeaning
EmergencyRequires immediate emergency response
CrisisCrisis situation, handle urgently
UrgentRequires immediate attention
PriorityHigh priority, process promptly
RoutineStandard priority

Action Icons​

IconActionDescription
👁 EyeViewOpen the Referral details in read-only mode
✏ PencilEditOpen the Referral for editing

Intake Processing Tab​

This is the default tab showing all Referrals that are new or in the initial intake processing stage.

What You'll See​

Referrals with the following statuses:

  • Draft — Referral has been started but not yet submitted
  • Pending Consent — Awaiting client consent before proceeding
  • Pending Contact — Awaiting associated contact information
  • Pending Assessment — Awaiting assessment completion
  • Pending Cultural — Pending cultural and socioeconomic review

How to Process New Referrals​

  1. Review the list - check priority levels and age
  2. Process Emergency and Crisis items first
  3. Click the eye icon to view a Referral, or the pencil icon to edit
  4. Complete the intake assessment
  5. Submit for review when ready
Reference Numbers

Each Referral has a unique reference number (e.g., REF-2026-DEFAULT-00047) that you can use to track and search for Referrals.

In Review Tab​

This tab shows Referrals that have been submitted and are awaiting review by a supervisor or manager.

What You'll See​

Referrals with status:

  • Pending Review - Submitted Referrals awaiting approval

A supervisor or manager must approve before the Referral can proceed to service dispatch.

Review Delays

Use the Age column to monitor how long Referrals have been pending. If items stay in "Pending Review" for too long, follow up with your supervisor.

Service Review Tab​

This tab displays Referrals that have been approved and are ready to be allocated to services.

What You'll See​

Referrals with the following statuses:

  • Pending Service Dispatch — Approved Referrals ready to be dispatched to a service
  • Pending Service Review — Referrals awaiting service allocation review

How to Dispatch a Referral​

  1. Click the eye icon on a Referral to view details
  2. Review the client's needs and service requirements
  3. Select the appropriate service
  4. Assign to a Case Worker or team
  5. Confirm the dispatch

Awaiting Service Delivery Tab​

This tab shows Referrals that have been dispatched to services and are in various stages of service delivery.

What You'll See​

Referrals with the following statuses:

  • Pending Allocation — Accepted by a service, awaiting worker allocation
  • Awaiting Service — Allocated to a worker, service has not started yet
  • Active — Service delivery is in progress
  • Completed — Service delivery has been completed
  • Cancelled — Referral was cancelled
  • On Hold — Referral is temporarily paused
  • Closed — Referral has been permanently closed

Status Filter Dropdown​

This tab includes an additional status filter dropdown that lets you narrow the list to a specific post-dispatch status (any of the statuses listed above, or "All Statuses").

Monitoring Post-Dispatch Referrals​

  • Track Referrals that are awaiting service start using the Age column
  • Use the status filter dropdown to focus on a specific stage
  • Follow up on delayed service initiations
  • Review completed Referrals for closure

Creating a New Referral​

Click the + New Referral button in the top-right corner of the dashboard. See Creating a Referral for a step-by-step guide.

Expanded Card Panels​

Clicking any analytics card opens an expanded panel below it. Click the X button to close.

  • Active Pipeline — Shows all Referrals across every tab.
  • New Referrals — Combines Referrals from the Intake Processing, In Review, and Service Review tabs into one list.
  • Needs Attention — Shows only Intake Processing and In Review Referrals, filtered to Urgent/Crisis/Emergency priority and sorted with Emergency first.

Common Tasks​

Pagination​

When there are many Referrals, use pagination to navigate:

  • Showing X-Y of Z - Indicates which records are displayed
  • Page X of Y - Current page number
  • < > arrows - Navigate between pages

Refreshing Data​

To refresh the dashboard data:

  1. Click the refresh icon (circular arrow) in the top-right corner
  2. The dashboard reloads with the latest data

Switching Themes​

Click the sun/moon icon in the top-right corner to toggle between light and dark modes.

Workflow and Status Reference​

For the complete Referral lifecycle diagram, all 15 status definitions, and role responsibilities, see the Workflow Overview.

For priority handling guidelines and expected response times, see Priority Handling.

Troubleshooting​

Dashboard Not Loading​

  1. Check your internet connection
  2. Click the refresh button
  3. Try logging out and back in
  4. Clear your browser cache

Missing Referrals​

If you can't find a Referral:

  1. Check all tabs (it may have moved to a different status)
  2. Use the search function with the reference number
  3. Check the filters - you may have a filter active
  4. Go to the full Referrals page for advanced search

Data Not Updating​

  1. Click the refresh button
  2. Check if filters are affecting the view
  3. Wait a few moments and try again
  4. Contact support if the issue persists