Freedom251 › Case Management Software
Need Navigator
What Need Navigator is
Need Navigator is cloud case-management software for human-services organizations, including community action agencies, shelters, food banks, and parent education providers. Agencies configure programs, forms, roles, and terminology, while a searchable Settings hub maintains option lists. People can apply online in English or Spanish without an account; a matching engine classifies submissions as exact, probable, or new people. Staff manage visits, notes, goals, tasks, referrals, reservations, needs, and events through casework tools and a shared calendar. Reporting covers eleven record types, with PII redaction, Excel exports, and scheduled weekly or monthly delivery by email, in-app message, or both. Security controls include SAML single sign-on, passkeys, per-user two-factor authentication, IP access modes, HTTPS, audit logs, monitoring rules, and nightly encrypted backups. Each agency has its own application instance and private AWS database. Claim batches can be prepared for Excel export, but electronic submission and clearinghouse connections are not provided.
Who it suits
It is designed for human-services agencies managing applications, cases, scheduling, reporting, and referrals. Organizations needing agency-specific configuration and private instances may suit its deployment model.
What it does well
- Online English and Spanish intake without accounts
- Configurable programs, forms, roles, and fields
- Reporting with PII redaction and Excel exports
- Private agency instance and database
- Scheduled report delivery
What to know first
- No electronic claims submission
- No clearinghouse connection
- No bulk client-data importer
- Five-user minimum
Plans
| Plan | Billed and limits | Price |
|---|---|---|
| Need Navigator subscription | 5 users minimum | On request |
| One-time setup | $2,000 baseline, one time; quoted separately if setup exceeds standard scope · Implementation and training · up to 12 hours of virtual training | $2,000, paid once |
| Need Navigator | $25 per user per month; five-user minimum ($125 per month floor); twelve-month term; seats can change monthly · All modules included · 5-user minimum · private agency instance · setup fee from $2,000 one time | $25 a month |
As neednavigator.com lists them, read 24 Sept 2026. The maker's own page has the final word.
Verdict
Need Navigator combines configurable intake, casework, scheduling, reporting, and security controls for human-services agencies. Agencies should account for separately quoted migrations and the absence of electronic claims submission.
Facts from Need Navigator's own pages
- Agency connections
- Two agencies that both use Need Navigator can opt in to connect through token-secured server-to-server connections with per-connection permissions. · neednavigator.com, 11 Oct 2026
- Audit and monitoring
- The system logs creates, updates, deletes, and staff views of client records; eight toggleable monitoring rules screen view activity for suspicious patterns. · neednavigator.com, 11 Oct 2026
- Audit trail
- Yes · neednavigator.com, 24 Sept 2026
- Backups
- Client databases are backed up nightly to redundant encrypted cloud storage, with integrity verification on every run. · neednavigator.com, 11 Oct 2026
- Billing limit
- Need Navigator prepares claim batches for Excel export but does not submit claims electronically or connect to a clearinghouse. · neednavigator.com, 11 Oct 2026
- Casework
- The casework tools include visits, notes, goals, tasks, and a shared calendar for visits, tasks, needs, referrals, goals, reservations, and events. · neednavigator.com, 11 Oct 2026
- Configuration
- The product is configured to each agency’s programs, forms, roles, and vocabulary, and staff can maintain option lists through a searchable Settings hub. · neednavigator.com, 11 Oct 2026
- Custom case fields
- Yes · neednavigator.com, 24 Sept 2026
- Data isolation
- Each agency runs its own application instance and private database hosted on AWS, with no shared multi-tenant database. · neednavigator.com, 11 Oct 2026
- Deployment
- cloud · neednavigator.com, 24 Sept 2026
- Free plan
- No · neednavigator.com, 24 Sept 2026
- Headquarters
- Salem, Oregon, United States · neednavigator.com, 19 Oct 2026
- Intake
- People can apply for help online in English or Spanish without an account, and a matching engine classifies submissions as exact matches, probable matches, or new people. · neednavigator.com, 11 Oct 2026
- Case intake forms
- Yes · neednavigator.com, 24 Sept 2026
- Integrations
- The shared calendar can generate scheduling links for Microsoft Teams or Google Calendar, but this is link generation rather than calendar synchronization. · neednavigator.com, 11 Oct 2026
- Maker
- Webriculture says it is a Salem, Oregon web development firm, about twenty-five years in and part of the Compass Visual family. · neednavigator.com, 11 Oct 2026
- Migration limit
- The product has no bulk client-data importer, so migrations from previous systems are handled as a separately quoted service. · neednavigator.com, 11 Oct 2026
- Purpose
- Need Navigator is case-management software for human-services organizations, including community action agencies, shelters, food banks, and parent education providers. · neednavigator.com, 11 Oct 2026
- Reporting
- The report builder covers eleven record types, supports PII redaction and Excel exports, and can deliver saved reports weekly or monthly by email, in-app message, or both. · neednavigator.com, 11 Oct 2026
- Reporting dashboards
- Yes · neednavigator.com, 24 Sept 2026
- Security controls
- The security overview states that the product supports SAML single sign-on, passkeys, per-user two-factor authentication, IP access modes, and HTTPS. · neednavigator.com, 11 Oct 2026
- Support
- After onboarding, support is available from the product builders by phone, email, or Google Spaces during published business hours. · neednavigator.com, 11 Oct 2026
- Workflow automation
- Yes · neednavigator.com, 24 Sept 2026
Where Need Navigator stands on Freedom251
- Case Management Software#116 of 177
- Social Work Case Management#13 of 17