Staff workload and caseload reporting

Purpose

1.1. Enable automated, real-time reporting of staff workload and caseload for adoption agencies.
1.2. Aggregate data on staff activity, cases assigned, case progress, time spent, and resource usage.
1.3. Ensure compliance, identify resourcing gaps, inform management decisions, and optimize case assignments.
1.4. Auto-generate reports for internal review, external partners, and regulatory submission.
1.5. Provide visibility through dashboards, scheduled emails, and alerts when thresholds are exceeded.

Trigger Conditions

2.1. New case assignment, transfer, or closure in the case management system.
2.2. Manual data entry or update of workload parameters by staff/management.
2.3. Scheduled time (daily, weekly, month-end reporting).
2.4. API or webhook notification of changes in staffing roster or caseload.
2.5. Data import from HR or time tracking platforms upon sync or export event.

Platform variants

3.1. Salesforce
• Report Builder API: Configure scheduled export of staff workload/caseload reports in JSON.
3.2. Microsoft Dynamics 365
• Power Automate: Triggered flow to query assigned cases and staff utilization metrics.
3.3. ServiceNow
• Table API: Automated GET of personnel and case tables to build caseload metrics.
3.4. BambooHR
• Reports API: Fetch staff assignments and build workload data snapshots.
3.5. Workday
• Staff Analytics API: Retrieve role, allocation, and hours for workload aggregation.
3.6. Google Sheets
• Sheets API: Auto-update workload dashboards and trigger scheduled alert emails.
3.7. Slack
• Incoming Webhooks: Push caseload summary alerts to dedicated channels.
3.8. Trello
• Board Export API: Pull card assignments to represent case loads per worker.
3.9. Asana
• Asana API: Query task assignments and status for caseload calculation.
3.10. Monday.com
• Boards API: Extract assignee data for workflow reporting automation.
3.11. Jira
• Jira Query Language (JQL): Automate caseload queries per staff and post updates.
3.12. Microsoft Teams
• Teams Bot API: Send automated caseload digests and alerts.
3.13. Zendesk
• Reports API: Get open/closed ticket workload per agent for managed teams.
3.14. Power BI
• REST API: Refresh caseload dashboards and schedule PDF/email delivery.
3.15. Tableau
• Tableau REST API: Publish, refresh, and notify re: workload visualizations.
3.16. Quickbooks Time
• Time Activities API: Pull logged hours for caseload/staff time metrics.
3.17. Gusto
• Reports API: Automate retrieval of staff allocation and work patterns.
3.18. Zoho People
• Attendance/Project API: Obtain task assignments and utilization rate.
3.19. HubSpot
• Workflows API: Automate case assignment logging and status updates.
3.20. Smartsheet
• Smartsheet API: Schedule caseload reporting based on shared sheets.
3.21. Dropbox
• File Events API: Monitor and trigger on new caseload report file creation.
3.22. Airtable
• Airtable API: Pull case table, aggregate by assigned staff, schedule reports.
3.23. SAP SuccessFactors
• Employee Central API: Retrieve up-to-date allocation and workload data.

Benefits

4.1. Full visibility into real-time and historical staff workload and caseloads.
4.2. Improved compliance and audit-readiness.
4.3. Proactive alerts for workload balancing, overtime, or case overload.
4.4. Reduced administrative burden—automated, recurring, and accurate reporting.
4.5. Informed, data-driven management of adoption agency staff resources.