More cases means more noise, not just more work.
Manual checks don't scale
At 1,000 cases, checking each one weekly is a full-time job, and daily is impossible.
Signal gets buried
Most days most cases don't move. The RFE that does gets lost in a wall of "no change".
Nobody owns the change
With many staff, it's unclear who saw an update and who is acting on it.
How CaseTracker handles a large caseload
- 01
Bulk import
Bring in your caseload from Excel or CSV in one upload. Archive closed cases so they stop counting.
- 02
Daily checks at scale
Every active case is checked daily, with automatic retries and a breaker that pauses during USCIS outages instead of creating false changes.
- 03
Route by event
RFEs, notices of intent, appointments, approvals and denials each go to the people who handle them.
Made for firms where volume is the problem
Proven at scale
Runs daily on firms tracking well over a thousand active cases.
Outage protection
When USCIS has problems, checks pause and retry rather than flooding your team with errors.
Event-based routing
Each staff member subscribes to the event types they handle, on WhatsApp, email or both.
Activity log
A 30-day record of every status change and who on the team was alerted.
Analytics
See your caseload by status and form type, and how cases are moving.
Archiving
Archive finished cases so your active count and dashboard stay focused.
Running 1,000+ cases: spreadsheet vs CaseTracker
| Spreadsheet + manual checks | CaseTracker | |
|---|---|---|
| Check frequency | Whenever someone has time | Every case, daily |
| Finding changes | Read every row | Changes highlighted at the top |
| Who knows | Whoever happened to check | Alerts by event type, logged |
| USCIS downtime | Wasted lookups | Paused and retried automatically |
| Adding new cases | Retype rows | Bulk import |
Questions firms ask us
How many cases can CaseTracker handle?+
Firms run it on caseloads of 1,800+ active cases today. Plans cover up to 400 active cases, with custom pricing above that.
Do archived cases count toward our limit?+
No. Only active cases are checked and counted. Archive closed cases and they stop being checked.
What happens when USCIS is down?+
CaseTracker detects outages and pauses checks, retrying later. An error is never reported as a status change.
Can we see who was alerted about a change?+
Yes. The Activity page lists each status change from the last 30 days and the team members who were notified.
Can we try it before paying?+
Yes. Every account starts with a 14-day free trial for up to 20 cases, no credit card needed. Plans after that are $100 a month for up to 120 active cases and $150 a month for up to 400, with custom pricing above that.
Let the check run. Work the changes.
Book a call and we'll import a sample of your caseload so you can see it at your volume.