For Social Services Case Workers ·
What you'll accomplish
By the end of this guide, you'll have a personal caseload dashboard in Notion — separate from the state system — where you can track required visit dates, upcoming court deadlines, and case status at a glance. Notion AI will help you maintain it and generate weekly case summaries for supervisory conferences.
What you'll need
Go to notion.so. Click Get Notion free and sign up with your personal email. Choose "For personal use" when asked.
What you should see: The Notion workspace — a sidebar on the left and a blank page in the center.
In the left sidebar, click + New page. Give it the title "My Caseload Tracker." Press Enter.
In the page body, type /database and select Database - Full Page from the menu that appears.
What you should see: A blank table with a few default columns.
Click on each column header to rename it. Set up these columns:
To add a new column, scroll right in the table and click +. Select the property type from the list.
Troubleshooting: If you can't find the column type options, click on the column name and look for "Property type" in the panel that opens.
Add one row per open case. Click New at the bottom of the table or the + button in the table. Fill in:
This takes 2–3 minutes per case to enter initially.
Click + Add a view at the top of the database. Select Table. Name it "Urgent This Week."
Click Filter → Add a filter → Select Next Required Visit → Choose is within → Select the next 7 days.
Now this view shows only cases with visits or actions due in the next week.
Each week before your supervisory conference, click on a case record, then click the Ask AI button (appears as a small star icon). Type:
"Summarize this case record as a 3-sentence supervisory update, focusing on status, any concerns, and upcoming deadlines."
Or, open a blank Notion page and type /ai to start an AI prompt. Ask:
"Based on these case updates: [paste your brief case summaries], generate a supervisory conference agenda organized by risk level, with urgent items first."
What you should see: A formatted case summary or agenda ready to use in your conference.
Weekly status update: "Summarize my active caseload status in 5 bullet points — focus on cases with upcoming deadlines and any concerns."
Court prep: "I have court on [date] for [case type]. Based on the case notes in this record, what topics should I be prepared to address?"
Case handoff: "Generate a handoff summary for this case using the information in the record. Include background, current status, open items, and upcoming deadlines."