How it works
The platform behind the matching engine.
Most of what makes Runwell Works valuable is invisible to participants and employers. Here’s what’s actually happening underneath the UI they see.
The end-to-end flow
From intake to retention, all in one system.
- 1
Referral & intake
Participants come in through a treatment provider, probation or parole, a walk-in, or self-referral. Intake captures demographics, eligibility, barrier categories, and an initial wellbeing survey. Consent is captured per data category — what a participant shares with their case manager is different from what they authorize the state to see.
- 2
Eligibility & enrollment
The platform determines WIOA eligibility automatically from the intake data. Funding-source matching happens at the same time — which grant, which contract, which allowable service categories. Case manager assignment follows caseload and specialty rules you configure.
- 3
Services & case work
Every service delivered — resume workshop, credential program, interview prep, transportation assistance — is logged in ~30 seconds. Every log line generates the reporting data your funders need. Case notes live alongside structured records, never as separate spreadsheets.
- 4
Matching & application
This is the UI participants and employers see most. The matching engine surfaces jobs by skill fit, barrier compatibility, and recovery/fair-chance certifications. Participants apply. Employers review. Case managers can nudge, support, or prep without being in the middle.
- 5
Placement verification
Employer confirms the hire. Wage, schedule, benefits, start date captured. The placement record becomes the source of truth — no more reconciling what HR says with what the case manager says.
- 6
Retention & outcomes
Automatic check-ins at 30, 90, and 180 days. With the participant, with the employer, with the case manager. Retention is tracked. Wage progression is tracked. If someone falls out, we capture why and start re-engagement.
- 7
Reporting & exports
WIOA common-measures, OneOhio deliverables, opioid-settlement outcome reports, custom grant reports — all generated from the work already captured. Export in the exact format your funder accepts. No re-keying.
The problems we solve
Four headaches this takes off your plate.
Nobody sees another county’s participants
Your Lucas County case managers can’t accidentally pull a Franklin County file. The state can still get the rollup numbers it needs, but nobody’s records leak across county lines. When a participant moves, their case travels with them — only because they said yes.
Your quarterly reports assemble themselves
The week your team spends every quarter stitching together WIOA, OneOhio, and opioid-settlement reports? Gone. The stuff funders want is captured as staff do their normal work. Export day becomes click day.
A participant’s story goes where they said it could
What someone tells their case manager about recovery doesn’t accidentally show up in front of an employer. Consent is per-category — recovery history, barriers, record details — and the platform respects those choices every time. No ambushes.
Audits stop being a week of panic
When the state asks “who saw Mrs. Johnson’s file on March 4th,” you answer in thirty seconds instead of three days. Every view, edit, and export is logged with the who / when / why. Audits become something you schedule, not something you dread.
Who sees what
Nobody sees more than they’re supposed to.
Four types of people use Runwell Works. Each sees a different view of the same system — what they need to do their job, and nothing else.
Participants
Log in and see a job-search tool. They don’t see internal notes about them, don’t see how they’re labeled, don’t see other participants. Just their stuff, shown with dignity.
Case managers & program staff
See their own caseload in detail. If they need to peek at somebody else’s — vacation coverage, warm handoff — a supervisor has to approve it, and the look is logged. No silent over-the-shoulder browsing.
Employers
See their own job posts and the candidates applying. They don’t see recovery history, barrier categories, or records unless a participant chose to share that. They see what helps them hire — and that’s it.
Administrators & funders
Get the dashboards, reports, and exports they need for their county. State-level admins can roll up numbers across counties only for data every county has authorized them to see. No backdoor into individual files.
Security & accessibility posture
Built to the standards your IT and compliance teams already recognize.
NIST 800-53
Moderate baseline
Your IT director recognizes this one. It’s the federal security control framework state and local agencies are increasingly required to meet. When they ask the security questions, we have the answers already documented.
HIPAA-aligned
Architecture
We don’t collect health records, but we built the platform like we did — same encryption, same access controls, same audit rigor. Your compliance officer doesn’t have to wonder whether a workforce platform can be trusted with recovery-adjacent data.
WCAG 2.1 AA
Conformant
A participant on a cracked phone with vision trouble can still use Runwell Works. The 2024 DOJ rule says state and local governments have to provide digital access this way. You’re covered before the compliance deadlines bite.
What those standards mean for the actual people using the product
- Nothing leaks in transit. Everything that moves between a participant’s phone, a case manager’s laptop, and our servers is encrypted. If somebody’s sniffing the coffee-shop Wi-Fi, there’s nothing to sniff.
- No silent peeking. If staff need to see a record outside their normal caseload, a supervisor approves it and the view is logged. No everybody-sees-everything free-for-all.
- Consent actually means something. Not a one-time checkbox buried at intake. Every time somebody tries to see a protected piece of a participant’s record, the platform checks the participant’s standing consent before showing it.
- We don’t hold what we don’t need. No medical records, no diagnoses, no treatment files. Less sensitive data to protect means fewer ways it can go wrong — and clearer boundaries between workforce and healthcare systems.
Want to see any of this in the actual product?
A 30-minute demo is the fastest way to go from “that sounds right” to “that would actually work for us.”