The Disability Data Manager database was designed to be intuitive and easy to navigate. Generally, the only table anyone needs to see for every-day use is Client Info. That is because, for daily use, the tables needed to manage a client’s case and information are accessed from the Client Info table. In order to reduce confusion it is advisable to restrict the tabs along the top. To do that click on the ALL TABLES button (upper right) and choose Client Cases. 

The Representative and Medical Providers tables start with no data. If you want to use that information then you will need to enter the necessary data.  We believe that SSA intends to eliminate in-person hearings and allow for assignment of a hearing to any ALJ in the nation. As such ALJVE, and ME tables have some data. If an ALJ, VE, or ME is not already included it will be necessary for you to do so.

The District Offices, Hearing Offices, and City/State/Zip tables have been filled with data provided by the SSA and USPS. It is possible to change that data if needed.

You can import your current client data into compatible fields of the Disability Data Manager database with the use of an Excel spreadsheet. Your subscription gives you 10 hours of support for conversion of data and customization if DDM is allowed to access your database. Your unused hours of support never expire. General support is always free. Visit our youtube channel for demonstrations of most DDM features.

Rather than have a one-size-fits-all database the Disability Data Manager (DDM) database allows for changes to be made (within the capacity of the underlying structure). DDM can make changes for you since you receive 10 free hours from DDM for configuration/conversion changes once you subscribe and DDM is added as a user. You can make changes yourself but be careful. It is not always easy to revert back if the results of the change are not desirable. One way to minimize regret is to use a development branch (setup/database tab/create development branch (under TOOLS). In a development branch any changes made to the structure of the database is not seen by others until it is promoted. It is a way to experiment without affecting the core database. If you do not like the changes you can simply delete the development branch and start over. However, any changes made to a client’s information while in the development branch is reflected in the core database even if the development branch is not promoted. 

 The DDM database consists of several tables, each of which has several fields. The tables are:

Client Info

SSA Cases


Federal Time


Records Request




Medical Providers




District Offices

Hearing Offices


Employee Info/Time

PTO (personal time off)

Employee Time

There are three types of users: 1) Administrator; 2) Manager; and 3) Staff. If you are using the Client Portal then Client would be another type. There are four types of access permissions: 1) Full Access; 2) Manage Data and Users; 3) Manage Data; 4) Manage Users.  Full Access is just that, no restrictions. An Administrator usually has full access. The other types indicate what aspects of the database the user can change. 

To add a user an Administrator has to invite them (Setup/Database Tab/Manage existing users shares/Quickshare). When doing so users are assigned a Role. A group of users with the same Role can be invited at one time.  After you have invited the person the name or email should appear on the list of users. Confirm that the Setup Permission is correct. If not then check the box next to the name, click Edit & Invite, modify the Setup Permission, and save.