Client Activity Overview

Overview

This document provides detailed information about which activities keep a client active on a Community Queue, which activities keep a client active in a program, and which activities keep a client’s pending program referral active. Information regarding Referral Settings thresholds and using the Referral Check-in Button is also included. 

Sections:

• Remaining Active on a Community Queue and Pending Tab
• Remaining Active in a Program
• Referral Thresholds
  • Information for Community Queue Referrals and Program Referrals
• Check-In Button
  • Information for Community Queue Referrals and Program Referrals

Remaining Active on a Community Queue and the Pending Tab

What are the activities that keep clients active on a Community Queue or Pending Tab? 

The activities that keep a client active on a Community Queue (CQ) or a Pending Tab include: 

• Adding an agency-level or program-level assessment 

• Adding or editing an agency-level or program-level Coordinated Entry (CE) assessment 

• Adding a Coordinated Entry (CE) event 

• Adding a status for a client 

• • Status assessment 

• • Annual assessment 

• • Current Living Situation assessment 

• Adding or editing a contact 

• Adding or editing a location 

• Adding or editing a field interaction 

• Adding a global-level note or a program-level note 

• Adding an alert 

• Adding a global-level file or a program-level file 

• Adding a client* 

• Enrolling a client in a program 

• Exiting a client from a program 

• Adding a service and/or attendance date 

• Adding a referral 

• Client check-ins (on the client's profile or on the client's referral).

* This means creating/adding the profile for a client: when a new client profile is created, the system automatically adds a record to the client_activity and client_activity_events tables for the client. The Activity Type is 8 (profile) and the Event Type is 1 (adding). 

What activity dates does the system consider? 

The system looks at the Date Added/Edited. However, for client check-ins, when the user clicks CHECK-IN, the system looks at the current date. 

Client activity is calculated system-wide.  Both the client_activity table and the client_activity_events table take into account client activity in system behavior; therefore, both tables need to be considered when viewing client activity in reporting. The “Remaining Active on a Community Queue” logic uses both of these tables and selects the latest date.  

• The client_activity table is filled when activities detailed in this overview are added. A record is added once per day. The table contains limited data, and the entity type, such as adding an assessment or program, is not specified. 

• The client_activity_events table is filled when an activity detailed in this overview is added or edited. A record can be added multiple times for the same day. The table contains extended data, such as the activity type (adding or editing: event_type) and the entity type: activity_type. 

• • Exception: The client_activity_events table will not be filled when adding or editing a non-Coordinated Entry (CE) assessment.  But when adding the non-CE assessment, the client_activity table will be filled. 

Table 1: Activities - Community Queue (CQ) Referrals and Pending Referrals that have not been on the CQ.

Object	Adding	Editing	Keeps Client Active on CQ	Applicable Date
Agency-level assessment	​​✅​	❌	​​✅​	Date Added
Program-level assessment	✅	❌	✅​	Date Added
Agency-level CE assessment	​​✅​	✅​​​	✅	Date Added/Edited
Program-level CE assessment	​​✅	​​✅	✅	Date Added/Edited
Agency-level service	✅​	​​❌​	✅	Date Added
Program-level service and/or attendance date	​​✅	​​❌	​​✅​	Date Added
Status for a client  Status assessment  Annual assessment  Current Living Situation assessment	✅	❌​	​​✅​	Date Added
Coordinated Entry (CE) Event	​​✅​	​​❌	✅​	Latest Event Date or Result Date
Contact	✅	​​✅​	​​✅	Date Added/Edited
Location	✅​	✅	​​✅​	Date Added/Edited
Field interaction	​​✅​	✅	​​✅	Date Added/Edited
Global note	​​✅	​​❌​	✅	Date Added
Program-level note	✅​	❌	✅	Date Added
Alert	✅	❌	✅​	Date Added
Global file	✅	​​❌​	✅	Date Added
Program-level file	✅​	​​❌​	​​✅​	Date Added
​​Client Profile *​	​​✅​	❌	✅	Date Added
Enrolling a client in a program	✅​	❌​	✅​	Date Added
Exiting a client from a program	​​✅	❌​	​​✅​	Date Added
Referral	✅	❌​	✅	Date Added
Client check-ins	✅​	❌	​​✅	Current Date

​​* ​This means creating/adding the profile for a client. When a new client profile is created, the system automatically adds a record to the client_activity and client_activity_events tables for the client. The Activity Type is 8 (profile) and the Event Type is 1 (adding). 

Remaining Active in a Program

What are the activities that keep clients active in a program? 

Last Bed Night

If Program Type = Emergency Shelter–Night-by-Night and Auto Exit Benchmark = Last Bed Night, the system looks to the last bed night plus one day to determine the auto-exit date for services where:

• The service Category = Housing
• The service Site Type = Residential: special needs only or Residential: special needs and non-special needs
• The service item Delivery Type = Daily Attendance or Single Event.

The system looks at the number of days selected for "Duration" on the program setup page to determine when a client will be auto-exited from the program. 

Last Activity

If Program Type = Emergency Shelter–Night-by-Night and Auto Exit Benchmark = Last Activity, and for any other Program Type, the auto-exit functionality looks at client activity to determine when a client will be auto-exited from the program.

The activities that keep a client active in a program include:  

• Adding a program-level service 

• Adding an assessment 

• • Status assessment 

• • Annual assessment 

• • Current Living Situation assessment 

• • Custom program-level assessment 

• Unit occupancy 

• Coordinated Entry (CE) event 

• Adding or editing a program-level Coordinated Entry (CE) assessment (the program type does not have to be Coordinated Entry) 

• Adding or editing a location 

• Adding or editing a contact 

What activity dates does the system consider?

The following dates are considered by the system:

• Program-level services - End Date of the last service
• Assessments
  • Status assessments - Project Status Date
  • Annual assessments - Project Status Date
  • Current Living Situation assessments - Date of Contact
  • Custom program-level assessments - Assessment Date
• Unit occupancy - Occupancy End Date
  • If the unit Occupancy End Date is blank, the client will not be auto-exited from the program; the client is considered to still be actively in the unit and, therefore, actively in the program.
• Coordinated Entry (CE) events - latest Event Date or Result Date
• Program-level Coordinated Entry (CE) assessments - the date that the CE assessment was added/edited
• Location - the date the location was added or edited
• Contact - the date the contact was added or edited. 

Which activities in a household member’s record keep other household members active in a program?  

When the auto-exit automated process runs, if all household member client programs correspond to auto-exit conditions, then the system auto-exits household member client programs. If none of the household members have had any activities in their record that would keep them active in the program, then the system automatically exits all household members from the program. 

If at least one of the client programs in the group doesn’t correspond to auto-exit conditions, then the system doesn’t close any of them; i.e., if at least one of the household members has had an activity in their record that would keep them active in the program, then the system keeps all household members active in the program.  

This relates only to the Auto Exit Due to Inactivity functionality on the program setup page. 

For Emergency Shelter-Night-by-Night programs with Auto Exit Benchmark set to Last Bed Night, only the bed night service of any household member can keep all program household members active in the program. The bed night service must meet the following criteria: 

• Service Category = Housing 

• Service Site Type = Residential: special needs and non-special needs OR Residential: special needs only

• Service Item Delivery Type = Daily Attendance OR Single Event

For Emergency Shelter - Night-by-Night programs with Auto Exit Benchmark set to Last Activity, OR any other program types, the system looks at the following: 

• The End Date of the last service; OR 

• Project Status Date/Date of Contact/Assessment Date (Status Assessment; Annual Assessment; Current Living Situation Assessment; other Program Assessment); OR 

• Last Unit End Date; OR 

• Date of Last Event or Result Date; OR 

• The date the CE Assessment was added or edited; OR 

• The date the Location/Field Interaction/Contact was added or edited for the client 

When the conditions above are met, any of the activities in the table below occur, all program household members remain active in a program.

Table 2: Activities - Program Auto-Exits 

Object	Adding	Editing	Keeps Client Active in Program	Keeps Household Members Active in Program	Applicable Date
Program-level assessment	✅ ​	❌ ​	​​✅​	​​✅​	Assessment Date
Program-level CE assessment	​​✅​	​​✅​	​​✅​	✅ ​	Date Added/Edited
Program Housing service (aka bed night)*	✅ ​	❌ ​	✅ ​**	​​✅​ **	End Date of last service
Other program service	​​✅​	❌ ​	✅	✅	End Date of last service
Status for a client  Status assessment  Annual assessment  Current Living Situation assessment	​​✅	​​❌	✅	​​✅​	Project Status Date/Date of Contact
Unit/Bed occupancy	​​✅​	✅	​​✅​	​​✅​	Occupancy End Date
Coordinated Entry (CE) Event	✅ ​	✅ ✝​	​​✅​	✅​	Latest Event Date or Result Date
Contact	✅ ​	​​✅​	✅ ​	✅​	Date Added/Edited
Location	✅ ​	​​✅​	​​✅​	✅ ​	Date Added/Edited
Field interaction	✅ ​	✅	​​✅​	​​✅​	Date Added/Edited

* Where the service category is ‘Housing’, the service Site Type is ‘Residential: special needs only’ or ‘Residential: special needs and non-special needs’, and the service item Delivery Type is ‘Daily Attendance’ or ‘Single Event’.  

** Applies only to Emergency Shelter - Night-by-Night programs with auto-exit enabled and Auto Exit Benchmark = Last Bed Night. 

​​✝​ Applies only when the ‘Referral Result’ and ‘Result Date’ are edited, and the ‘Result Date’ falls within the auto-exit duration. For example, if the auto-exit duration is set to 1 day and a client has a CE Event dated 05/25/2024, and a user adds a ‘Referral Result’ and a ‘Result Date’ of 05/27/2024, the system will not auto-exit the client on 05/25/2024.  

​​Does editing a Coordinated Entry assessment keep the client active in all programs? 

If the Coordinated Entry assessment is a program-level assessment, then adding or editing the Coordinated Entry assessment will keep the client active only in the program associated with the Coordinated Entry assessment. It will not keep the client active in all programs.  

If the Coordinated Entry assessment is an agency-level assessment and not connected to any programs, then adding or editing the Coordinated Entry assessment will not keep the client active in programs.

Adding or editing an agency-level Coordinated Entry assessment will, however, keep the client’s currently pending Community Queue referrals and currently pending direct program referrals active.

Adding or editing a program-level Coordinated Entry assessment will also keep the client’s currently pending Community Queue referrals and currently pending direct program referrals active.  

Table 3: Coordinated Entry Assessments 

​​Edited Agency-level or Program-level Coordinated Entry Assessment	​Keeps Client Active in Associated Program	​Keeps Client Active in All Programs	​Keeps Pending Community Queue Referrals and Pending Direct Referrals Active
​Agency-level	​N/A	❌ ​	​​✅​
​Program-level	​​✅​	❌	​​✅​​

Referral Thresholds 

What thresholds (in Referral Settings) apply to what? 

Direct Referral Expiration Threshold: This setting determines how long the system will wait before expiring a ‘Pending’ or ‘Pending-In Process’ direct referral to a program from the client Referrals tab or the Eligibility Determination page. This applies to direct referrals only and not to referrals that come from a Community Queue.

This threshold is based on client activity (see Table 1).  

Community Referral Threshold: This setting determines how long the system will wait before sending a program referral back to the Community Queue from the Pending tab. This applies to referrals that came from a Community Queue.

This threshold is not based on client activity. The system looks at the date of the last referral history record to determine whether to expire referrals. 

Inactive Referral Expiration Threshold: This setting determines how long the system will wait before expiring a referral that is on the Community Queue.

This threshold is based on client activity (see Table 1). 

Table 4: Referral Thresholds 

​​Threshold	​Referrals from Referrals Tab	​Program Referrals from Eligibility Determination Screen	​Referrals from Community Queue	​Referrals on a Community Queue	​Based on Client Activity
​Direct Referral Expiration Threshold	​​✅​	✅ ​	❌ ​	❌ ​	​​✅​
​Community Referral Threshold	❌ ​	❌	✅ ​	❌	❌ ​
​Inactive Referral Expiration Threshold	​​❌​	❌	​​❌​	✅	✅

Check-in Button

How does clicking the Check-In button impact pending program referrals and pending Community Queue referrals? 

Clicking the Check-In button on a referral has different results, depending on where the referral is currently pending and where the referral originated. The following scenarios provide examples of these varying results:

• If a pending program referral was sent to the program from the Community Queue (CQ), and the user clicks the "Check-In" button for the referral, the pending program referral remains active (i.e., the clock restarts) because clicking the Check-In button is the last record in the referral history.  But if the user adds e.g. service or note for this client, the pending program referral does not remain active (i.e., the clock doesn’t restart) because the Community Referral Threshold setting, which applies to this referral since it is a non-direct referral, is not based on client activity.  
• If a pending program referral was sent to the program from the client Referrals tab or the Eligibility Determination page, and the user clicks the "Check-In" button for this referral, this will keep the pending program referral active. This is because the pending program referral is considered a direct referral, and direct referrals are governed by the Direct Referral Expiration Threshold setting, which is based on client activity. 
• If a pending program referral was sent to the program from the client Referrals tab or the Eligibility Determination page, and the user clicks the "Check-In" button for this referral, this will also keep other pending program referrals that are considered direct referrals active. This is because the other pending program referrals that are direct referrals are governed by the Direct Referral Expiration Threshold setting, which is based on client activity. 
• If the client is currently pending on one or more Community Queues (CQ), and the user clicks the "Check-In" button for one of the CQ referrals, then all of the currently pending CQ referrals remain active. This is because pending CQ referrals are governed by the Inactive Referral Expiration Threshold setting, which is based on client activity. 
• If the client is currently pending on one or more Community Queues (CQ) AND has a pending program referral that is a direct referral (i.e., it was not sent to the program from the CQ; instead, it was sent to the program from the Referrals tab or the Eligibility Determination page), and the user clicks the "Check-In" button for one of the CQ referrals, then the pending program referral that is a direct referral will remain active. This is because direct referrals are governed by the Direct Referral Expiration Threshold setting, which is based on client activity. 
• If the client is currently pending on one or more Community Queues (CQ) AND has a pending program referral that was sent from a CQ, and the user clicks the "Check-In" button for one of the CQ referrals, then the pending program referral that was sent from the CQ will not remain active. This is because pending program referrals that were sent from a CQ to a program are governed by the Community Referral Threshold setting, which is not based on client activity.  

Table 5: Check-In Button 

​​Where Check-In Button is Clicked	​Keeps Referrals from Referrals Tab Active	​Keeps Referrals from Eligibility Determination Page Active	​Keeps Program Referrals from Community Queue Active	​Keeps Community Queue Referrals Active
​Pending program referral from  Community Queue	​​✅	✅ ​	​​❌​	✅ ​
​Pending direct program referral	✅ ​	​​✅​	❌ ​	✅ ​
​Pending Community Queue referral	✅ ​	✅	❌	✅ ​​

Published: 11/12/2025