HMIS Newsletter: July 2025

Alerts and Warning Banners

With this update, additional Alerts and Warning Banners have been added to the new Clarity interface. The following warnings have been added:

Client Profile Warnings

No Contact Information Warning

For clients with missing contact information in their record, a warning will now be visible on the top right of their Client Profile. When a user with appropriate permissions clicks on this warning, they will be directed to the Contacts tab to make the necessary updates.

Program Enrollment Warnings

Housing Move-In Date Warning
When  working in a program enrollment screen, a warning message will appear if the move-in date for the Head of Household is prior to the enrollment start date. 

Aging into Adulthood and Aging into Adulthood Soon Warning
When  the "Aging into Adulthood" notification setting is turned on, a warning will now appear on the program enrollment screen if the client is close to turning 18 or has turned 18 after the Program Start Date.

For clients who have already turned 18, an "Aging into Adulthood" warning will now populate on the program enrollment screen. This warning will appear based on the "Aging into Adulthood" notification setting configured by the System Administrator.

Program Warnings

Head of Household Warning
For an enrollment missing an active Head of Household, a warning message will appear on all program screens. 

Location

We're excited to announce that the Location functionality is now available. The Location Tab allows you to record and view client geographic location information with a location type of "Field Interaction" or "Address". You can also view, edit or add client information directly within the Location Tab.

You can now add  and view client geographic location information with a Location Type of “Field Interaction” or “Address.”  

The system will display previously recorded location information in the location results and on the map. These results include the Address, the Date,  the Type, and additional icons. Location records are sorted by Date.

The system will display an icon for any record that has a note associated with it. Hovering over this icon will display the text of the note.

A star icon indicates the client’s current location.

Search and Filter Options

Search Options
The client Location tab has advanced search and filter options. You can search the location records by “Address,” “Name,” and “Type.”

Filter Options
You can filter location records by Type:

• Address
• Field Interactions
• Field Geolocation
• Status: Active, Inactive or All

If there is a location related to an encampment for the client, “Encampment” will also be available as a filter for Status.

⚠️Please Note the types of locations that appear in the Location tab depend on whether Outreach is enabled in the system. If Outreach is not enabled, only locations with a Type of "Address" or "Field Interaction" will be listed.

⚠️Please note Geolocation fields will only appear in the client Location Tab if Outreach is enabled

Outreach in the Location Tab

In the Location Tab, a location will display "Individual" if the client location is in Outreach as an individual location. Alternatively, it will show the encampment name if the location is within an encampment. Hovering over "Individual" or the encampment name will provide additional information.

Clicking "Individual" or an encampment name will navigate you to the Outreach module, where you can view the client’s profile information and, if applicable, encampment details. If a client is enrolled in overlapping Encampments, all of the overlapping Encampments will be listed.

Housed and Sheltered Icons in the Location Tab

Icons with  tooltips associated with the Housed and Sheltered functionality are also used within the Location tab. Hovering over the icons will provide more information. A Sheltered icon indicates the client is currently marked sheltered on the Outreach map.

A Housed icon indicates the client is currently marked housed on the Outreach map.

Adding Client Locations from the Location Tab

You can add Address and Field Interaction location records directly from the  Location tab. For more information on adding location data through services or fields, please refer to Entering Client Location Data for Geolocation Fields and Entering Data for Geolocation-Enabled Service Item.

Field Interactions
Field Interactions offer a quick way to record location data based on your device's location. To record this type of location, click the "Add" icon and then select "Add Field Interaction."

⚠️Please note mobile devices using GPS technology provide the most accurate location information

After you click "Add Field Interaction," the system will navigate you to the "Add Client Location" pop-up, where you can enter the client’s location information.

Add Address
To add an Address location, click the Add icon and then select Add Address. The


The Add Client Location pop-up will display and you will enter in the details for each of the following fields:

1. Select the most appropriate address type.

2. Enter a Name for the address type (e.g., "Seaview Home" if you select "Home").

3. In the Address Field, you can manually enter the address or use the map feature to select an area, and it will automatically find the address for you. 

4. Indicate the date of this location, along with whether it is an active location.

5. Lastly, enter any additional notes for this location if needed.

Editing Locations from the Location Tab 

To edit existing location records from the Location Tab, simply click on the desired location and then click the edit pencil icon. This will allow you to manage the address and field interaction details.

Referrals

Referrals Tab on Right Sidebar

The client profile now includes "Program Referral" and "Community Queue Referral" information in the sidebar. Please note that these sections will only appear if the client has an active referral to a Program or a Community Queue and will be visible based on the user's access role. Each of these sections has a number indicating how many referrals the client has, along with a dropdown arrow. This arrow can be clicked to expand the section and view more detailed information.

Program Referrals

The Program Referrals section now displays the number of active and pending program referrals for the client. When you click the drop-down arrow to expand this section, you will see the name of the program and the agency. Additionally, if you click the arrow to the right of the agency name, you will be redirected to the "Referrals → Pending" page in the current Clarity interface.

Community Queues

The Community Queues section shows any community queues where the client has a pending referral to a community queue. When you click the drop-down arrow to expand the section, you will see the name of the community queue. Additionally, if you click on the arrow to the right of the community queue name, you will jump to the Referrals → Community Queue Page in the current Clarity interface. 

Referrals on Left Sidebar

The new Clarity interface now includes a "Referrals Tab" on the left sidebar. End users can click on this tab to view all referrals for the client. Referral details, along with any relevant icons and tooltips, will be displayed in the default view.

You can click on the column selector to customize the view. The column selector has Available Fields that can be added to the Visible Fields section or the Collapsed Fields section. 

Tooltips

Rich tooltips have been added to the new Clarity interface. You can now hover over icons within the interface to view clear, concise information. Here are some new tooltips.

Note: to view a complete list click here:

Public Alerts

We're excited to announce Public Alerts now has it's own tab in the new user interface. There is a new section in the client record on the left sidebar with a "Bell" icon and the label "Alerts." *

*⚠️Important: Santa Cruz only utilizes Public Alerts for emergencies. If an alert is created the maximum duration of that alert should be for 30 days.

On the Public Alerts page, users can click on the "Add" icon located in the top right corner to create a new Public Alert. 

When you click on the "Add" icon, the "Add Alert" pop-up will appear on the right side of the screen.

To manage an existing Public Alert, click on the alert to open it, and then click the edit pencil icon. From there you will be able to view, edit or delete the public alert here.

Column Selector: The Public Alerts screen has a column selector available, allowing you to customize your view. 

• Clicking on the column selector will show you the fields that are currently selected, the fields available for selection, and a section for adding fields that will collapse on the screen.
• Please note the Alert Name, Alert Initials, and Agency Name cannot be removed.
• To add a field, click on an "Available Field" which will add it to the "collapsed Fields" section. From there, you can then drag the field to the "Visible Fields" section to display it on the screen.
• You can also drag a "Visible Field" to the "Collapsed Fields" section. If a field is removed from either "Visible Fields" or "Collapsed Fields," it will not be available on the screen or in the column selector, the next time you access the screen.