CareNote for Nonprofits
Care Coordination for the People You Serve.
Your mission is people. CareNote gives your staff and volunteers one place to track every person, log every touchpoint, and make sure no one falls through the cracks between programs.
Flat monthly pricing with seats included — built for organizations that measure success in follow-through, not in features.
Program Caseload
This Week
Move-in complete. Utilities transferred. 30-day check scheduled.
Needs interpreter for benefits appointment. Volunteer requested.
No contact since intake. Flagged before he drops off the roster.
Purpose-built for care coordination — not a CRM or donor database bent into the shape of one
Volunteers accept assignments by text or email — no logins to provision or train
Built by a working pastor with 25 years of caring for people
Your team is doing the work. Your tools aren't keeping the record.
Nonprofits carry a hard combination: lean staff, high turnover, real confidentiality obligations, and funders who want evidence that the work happened.
Case notes in a shared spreadsheet. Handoffs over text. No visibility into who hasn't been contacted in a month. A program coordinator leaves and takes the history of forty relationships with them. Spreadsheets weren't built for confidential care at scale. CareNote was.
How It Works
A workflow your staff will actually keep up with.
CareNote is built around the loop every care program runs: someone needs help, someone is assigned, the visit happens, the follow-up is logged, and the outcome is reported back.
Bring In the People You Serve
Import your participant list or add people as they come in. Organize by program, site, or cohort. Tag the context that matters: new intake, housing unstable, recent loss.
Assign Staff and Volunteers
Match each person to the staff member or volunteer who owns their care. Everyone gets their own caseload and their own queue — without seeing what isn't theirs to see.
Log Every Touchpoint
After a home visit, a phone call, or a hallway conversation — log it in seconds from a phone. Notes stay confidential. The follow-up date sets itself.
Never Miss a Follow-Up
CareNote surfaces who needs attention: who has an open request, who hasn't had contact in 30 days, what got assigned and never accepted. Your program doesn't drop people, because your software doesn't let it.
Report the Whole Picture
Directors and boards get aggregate visibility — touchpoints by program, coverage gaps, response times — without ever reading a confidential case note.
Built for Confidentiality
Coordination without compromising trust.
The people you serve told your staff something hard. The moment they believe that conversation travels further than it should, the relationship is over — and so is the work.
Role-Based Access
Case workers see only their assigned caseload. Program directors see their program. Executive leadership sees aggregate data — and nothing more unless you say so.
No Participant-Facing Portal
The people you serve aren't users of the system. Their record is. There's no login, no notification, no way for someone to discover what was written about them.
Private Case Notes
Confidential notes are visible only to the person who wrote them and the supervisors you designate. Not the whole staff. Not volunteers. Not the board.
Audit Trail
Every touchpoint, assignment, and follow-up is timestamped and attributed. When a coordinator moves on, the history stays with the organization.
Designed for Scale
Three staff or thirty. One program or a network of sites.
Most nonprofits start with one program and one overloaded coordinator, then grow. CareNote is priced and structured for that journey.
Small Nonprofits
Up to 5 staff · single program
Bring structure to what was previously informal. Replace the shared spreadsheet and the text thread with a real care coordination workflow — for less than a part-time afternoon per month.
Growing Teams
5–15 staff · multiple programs
Coordinate across case workers, program handoffs, and volunteer capacity. See where coverage is thin before the gap becomes a person nobody called back.
Established & Multi-Site
15+ staff · networks and affiliates
The operating layer for every program you run, with volunteer management add-ons, custom onboarding, and integrations available for the systems you already use.
Funders and Boards
Grant reports are easier when the record already exists.
Every renewal cycle asks the same question: what did you actually do with the money? If the answer lives in six spreadsheets and one person's memory, that's a week of work every quarter. CareNote gives you the record as a byproduct of doing the work:
How many people were served, and how many touchpoints each received
Program-level activity you can pull straight into a grant report
Response time from intake to first contact
Engagement trends over time, by program and by site
When the funder asks, you'll have more than anecdotes. You'll have a record.
Who It's For
Built for every seat at the table.
CareNote serves the whole organization — from the case worker in the field to the executive director presenting to the board.
For Case Workers & Coordinators
A tool that works the way you work. Log a visit from your phone in the parking lot. See your follow-up queue at a glance. Know who you haven't reached in a while — before your director asks.
For Program Directors
See caseload distribution, coverage gaps, and open requests across your program without reading a single confidential note. Reassign before someone burns out or someone gets missed.
For Executive Directors & Boards
A care program without infrastructure is a liability as much as an asset. CareNote gives you the accountability record that makes your programs auditable, fundable, and sustainable — without bureaucratizing the care itself.
Pricing
Flat monthly pricing. Seats included.
Each plan includes a set number of user seats and the full CareNote feature set. Need more people in the system? Add seats anytime at $25 per seat per month — no renegotiation, no upgrade required.
Essentials
For small nonprofits
5 user seats, then $25/seat
- ✓All core care coordination
- ✓Email support
- ✓Video onboarding
Most Popular
Growth
For growing teams
10 user seats, then $25/seat
- ✓All core care coordination
- ✓Email & phone support
- ✓Video onboarding
Professional
For established organizations
15 user seats, then $25/seat
- ✓All core care coordination
- ✓Email, phone & text support (priority)
- ✓Onboarding call included
Enterprise
For large nonprofits & networks
Unlimited user seats
- ✓Custom onboarding
- ✓Volunteer management add-ons
- ✓Dedicated account support
- ✓Custom integrations available
Every plan includes the full CareNote feature set and a 14-day free trial — no credit card required. Enterprise adds custom onboarding, volunteer management add-ons, dedicated account support, and custom integrations. Not sure which tier fits? Book a 30-minute demo and we'll size it with you.
The Builder
Built by a pastor. Designed for people who care for people.
CareNote was built by Donnell Wyche — a working pastor with 25 years of ministry experience and a congregation of 300. He built the software he wished existed for his own care team.
What he didn't expect was how many other organizations do this same work under a different name: caseload, participant, client, member. The vocabulary changes. The work doesn't.
Caring for people follows the same rhythms whether they're parishioners, employees, or the families your programs serve. The intake. The first visit. The follow-up nobody remembered to make. The grief that doesn't resolve in a quarter. CareNote is built for that kind of care.
Donnell is personally involved in onboarding nonprofit teams. When you schedule a demo, you're talking to the person who built it.
Ready to transform your pastoral care?
Start your 14-day free trial or schedule a demo to see CareNote in action.