---
title: Closing cases
category: cases
order: 6
lastUpdated: 2026-06-08
featureAvailability: GA
roles: [facilitator, admin]
navigationPath: Cases → (open a case) → Status → Closed
serverFunctions: [updateCaseStatus]
auditActions: [status_change]
auditRetention: 7 years
relatedArticles: [cases/case-lifecycle, cases/reopening-cases, reporting/intervention-trends]
---

## At a glance

- **Who uses it:** Facilitators owning the case, or administrators.
- **When to use it:** When the coaching plan is complete and the student no longer needs active intervention — or when the case is being administratively closed (transfer, withdrawal, duplicate).
- **Permissions required:** Assigned facilitator or admin.
- **Navigation path:** Cases → open a case → Status menu → Closed.

## Purpose

Closing a case marks the end of active coaching. It clears the follow-up date, locks the case from the active dashboard, and feeds the outcome data that powers intervention-trend reports.

## Before you begin

- Capture the outcome on the case (improvement / no change / withdrawn / referred out).
- Add a final summary note. Mark it **Parent-visible** if your district shares closure summaries with families.
- Confirm any open follow-up is no longer needed — closing will clear it.

## Step-by-step

1. Open the case.
2. Click the **Status** menu and choose **Closed**.
3. Confirm the closure reason.
4. Optional: add a closure note in the prompt.
5. Click **Confirm**. The case moves out of the active queue immediately.

[SCREENSHOT: case-status-close-dialog]
_Cases → open case, Close confirmation dialog with reason picker and optional closure note._

### What happens automatically

- The case status flips to `Closed` and is audit-logged.
- Any **Follow-up date** is cleared.
- The attached teacher receives a "case closed" notification.
- The case stays fully readable for everyone with prior access; it just no longer counts toward open caseload metrics.

## Tips & best practices

- Always write the outcome — empty outcomes degrade the intervention-trends report.
- If a student transfers schools, close as "Transferred / out of scope" rather than deleting the case.

## Common mistakes

- Closing without an outcome — the case disappears from active reports but contributes nothing to learning.
- Closing a case that should be on **On hold** — On hold preserves the follow-up date and keeps the case on the watch list.

## Related articles

- [Case lifecycle](/help/cases/case-lifecycle)
- [Reopening cases](/help/cases/reopening-cases)
- [Intervention trends](/help/reporting/intervention-trends)

## FAQ

**Can I reopen a closed case?**
Yes. Move the status back to any open value (`New`, `Assigned`, `In Progress`, `On Hold`). See [Reopening cases](/help/cases/reopening-cases).

**Does closing a case delete its notes?**
No. The case is read-preserved indefinitely (subject to your retention policy).