Client Record Overview (New Clarity Interface)

Table of Contents

• Overview
• Client Information Bar
  • Client Name and Initials/Photo
  • Client Alerts or Warnings
  • Drop-down Arrow
  • Privacy
    
  • Client Alerts and Warnings

• Client Navigation Menu
  
  • Profile
  • Privacy
  • Household
  • History
  • Programs
  • Services
  • Assessments
  • Care Team
  • Notes
  • Alerts
  • Files
  • Forms
  • Contact
  • Location
  • Referrals
  • Restrictions

• Client Details Cards
  • Active Referral(s)
  • Program Referrals
  • Community Queues
  • Household
  • Active Programs
  • Active Services
  • Recent Services
  • Active Contacts
  • Care Team
• Options to Refine Search Results
  • Search Bar
  • Filters
  • Sorting
  • Column Selectors
• Standardized Record Deletion
• Unsaved Changes Warning
• Sensitive Data Protections
• Audit Logs

• Icons & Tooltips

Overview

The new Clarity Human Services interface was designed to be easy to use and pave the way for future enhancements. The client record contains the tools to collect and manage data used for reporting, case management, and coordinated care.

Client Information Bar

The client record includes an information bar at the top that is visible at all times while you are working in that client's record.

Client Name and Initials/Photo

The left side of the information bar displays the client's name and either their initials or a client photo.

Adding a Profile Photo

When the user hovers over the client’s photo (or initials, if there is no current photo), they see a camera icon in the top right corner of the image/initials.

When the user clicks on the camera icon, the Add a Photo modal opens on the right side of the screen, and the user sees two options:

• Upload Photo
• Capture Photo

After the user completes the steps to add a photo and returns to the client's Profile page, they can see that the photo has replaced the client's initials.

For more information on how to add a profile photo to the client record, refer to the How Do I Create a New Client Record? article.

Client Alerts or Warnings

The right side of the information bar may occasionally change if the client has an alert or warning. If you do not see any additional information, there are no current client alerts or warnings available to view based on your access rights. 

The right side of the information bar changes but will always include a Privacy icon and a drop-down arrow. 

Each item on the right side of the information bar is described below and/or has a link to a standalone article.

Drop-down Arrow

An end user can click the drop-down arrow (⌄) to reveal the client’s Unique Identifier (UID), Personal ID, and more.

Refer to our Personal ID article for more information on how it is used to identify duplicate client records. Information about managing demographic information can be found in this article. Click here to jump to the section.

Privacy

The Privacy icon on the information bar indicates if the client record is public or private. 

Refer to the Making Client Data Private article for more information on privacy management.

Client Alerts and Warnings

Client alert and warning banners will appear in the information bar for end users with the appropriate access. They will remain visible until either the alert or warning expires or the end user adds any missing information that generated the alert or warning. 

No Contact Information 

This warning will appear for end users with the appropriate access if the client has a pending referral, but no contact information is available. 

End users with the access rights to manage contact information can click on the warning to jump to the contact tab and manage the client's contact information. Refer to the Client Contact Tab article for more information.

Public Alert

For clients with a Public Alert, a warning will be visible to users with the appropriate access to view public alerts. There is a count badge to indicate the number of alerts for the client.

When a user with the appropriate permissions to view alerts hovers over the public alert, a list of alerts for the client will be displayed, with drop-down arrows available with more information. When the user with the appropriate permissions clicks on the public alert, they are redirected to the Alerts tab. Refer to the How Do I Create a Public Alert? article for more information.

ROI Missing/ROI Expires Soon

For clients who are missing a Release of Information (ROI) or whose ROI is about to expire, a warning will appear. 

                   

End users with the appropriate permissions to view or manage the ROI will be redirected to the Privacy tab when they click on the warning. Refer to the Release of Information (ROI) Overview article for more information.

Client Navigation Menu

The client navigation menu on the left side of the client record is always available so you can easily move from one tab to another.  You can collapse the tabs with the double arrow at the bottom of the list of tabs, but continue to move from one tab to another by clicking on the tab icons. 

The information visible in the center of the client record depends on the tab you click on the navigation menu.

Each tab on the client navigation menu is described below or has a link to a standalone article.

Profile

The Profile tab contains core and general client data. When the user clicks the profile tab, several indicators indicate which screen they are currently on.

The fields displayed on the client profile screen are based on the Client Profile screen assigned to the agency (or based on the Client Profile screen assigned to the staff member, if a system administrator has used the Profile Override setting to assign a Client Profile screen other than the Agency Default to that staff member). 

Client profile data can be edited here, and system administrators can view the audit log for changes to client profile data.

Signature Fields on the Profile Screen

If a System Administrator has added a core or custom signature field to the profile screen, users can collect a signature on the profile screen.

• The field can be signed via a cursor or an electronic signature pad
• When the user views the field, there is an empty box for the signature and an X icon visible

• Once a signature is added, the checkmark icon appears, and the user can apply the signature by clicking the checkmark icon or reset the signature by clicking the X icon

• Tooltips show when the user hovers over the Checkmark icon (Apply signature) and X icon (Reset signature)
• Depending on where the user or client is signing, move to the next field on the screen or click Save & Next to save the screen and move forward in their workflow.

Privacy

The Privacy tab contains the Release of Information (ROI) history and the Add icon for adding new ROIs.

Refer to the Release of Information (ROI) Overview article for more information.

After a client record is created, System Administrators or users with the Manage Consent Refused Records access right enabled for their Access Role can enable the Consent Refused toggle on the client's Profile. 

Refer to the Consent Refused article for more information.

Household

The Household tab includes household member history and the ability to add household members and manage household members for the global household.

Refer to the How Do I Create a Household and Manage Members? article for more information.

History

The History tab is the "central hub" of the client record. It includes a complete history of service items, program enrollments, referrals, reservations, assessments, and Coordinated Entry Events recorded in a client record.

Refer to The History Tab article for more information.

Programs

The Programs tab includes program enrollment history and the ability to add and manage program enrollments.

Refer to the Creating and Managing Program Enrollments article for more information.

Services

The Services tab includes service history and the ability to add and manage services.

Refer to the Recording and Editing Service Items in the Client Record article for more information.

Assessments

The Assessments tab includes assessment history and the ability to add and manage assessments.

Refer to the Completing an Assessment in the Client Record article for more information.

Care Team

The Care Team tab includes all Assigned Staff from the client's active program enrollments, as well as any staff members manually added to the team who are involved in the client's care but aren't on the Assigned Staff list.

Refer to the Care Team article for more information. 

Notes

The Notes tab includes note history and the ability to add and manage notes.

Refer to the How Do I Create Client Notes? article for more information.

Alerts

The Alerts tab is available only in the new Clarity interface; it does not exist as a standalone tab in the current interface. This tab includes public alert history and the ability to add and manage public alerts.

Refer to the How Do I Create a Public Alert? article for more information.

Files

The Files tab includes file history and the ability to add and manage files.

Refer to the Working with Files in the Client Record article for more information.

Forms

Users can add, view, and manage forms from the Forms tab in the client navigation menu and from the Forms tab within a client's program enrollment.

Refer to the Working with Forms in the Client Record article for more information.

Contact

The Contact tab includes contact history and the ability to add and manage contact information.

Refer to the Client Contact Tab article for more information.

Location

The Location tab includes client location history and the ability to add and manage location information.

Refer to the Location Tab Overview article for more information.

Referrals

Users can click the Referrals tab to view the client's referral history. Referral details, along with any relevant icons and tooltips, are displayed in the default view.

Refer to the Client Referrals Tab Overview article for more information.

Restrictions

Users can view, add, edit, or delete restrictions in the Restrictions tab if their Access Rights and their agency’s Notes Sharing Settings permit. 

Refer to the Program Restrictions article for more information.

Client Details Cards

On the right side of the client record are the Client Details cards, which provide a summary of client information. Most cards contain a circle with a number indicating how many items can be viewed when the end user clicks the drop-down arrow. The Active Referral(s) card, when visible, displays only a Check-In button.

Each card is described below and has a link to a standalone article.

Active Referral(s)

An Active Referral(s) card is now available on the right sidebar of a client's Profile page, giving case managers a single-click Check-In button that resets the Last Activity date across all Pending status referrals for the client at once.

The card is visible only when the following three conditions are simultaneously met:

• The Display Client Profile 'Check-in' button setting is enabled in Referral Settings (this existing toggle defaults to On)
  
  AND
• The client has at least one qualifying pending referral
  
  AND
• The viewing user has Edit Agency Referral access rights and/or Edit Any Agency Referral access rights enabled for their access role.
  

The card title is Active Referral when the client has exactly one qualifying pending referral, and Active Referrals when the client has more than one. The card subtitle is always:

"Restart the clock for all active referrals."

The card contains a single Check-In button. No other actions or information are available on this card.

Clicking the Check-In button on the sidebar card immediately executes the check-in action for all of the client's qualifying pending referrals in a single automatic operation. The following occurs with the check-in action:

• No confirmation or success message is shown.
• For each affected referral, the Last Activity date updates to today's date. All affected referrals remain in their current Pending status.
• No referral is enrolled, denied, or resolved by this action.
• The sidebar card remains visible if visibility conditions are still met.
• If the operation fails (e.g., network error), a surface-level error banner appears at the bottom of the page, and the message reads:

"Check-In could not be completed. Please try again."

No partial updates occur; if the operation fails, no referrals are updated.

Information about the Check-In button is also included in the Client Referrals Tab Overview (New Clarity Interface) article.

Audit Log

Each time the Check-In action is completed successfully, an entry is added to each referral’s individual audit log, and a single entry is added to the client’s profile audit log, no matter how many pending referrals were updated. 

Program Referrals

The Program Referrals card will appear only if the client has a program referral. This card shows the number of active, pending program referrals for the client. When you click the drop-down arrow to expand the card, the program and agency names will appear. If you click on the arrow to the right of the agency name, you will jump to the program referral. 

Click on the drop-down arrow next to the community queue name for more information.

Refer to the Client Referrals Tab Overview article for more information. 

Community Queues

The Community Queues card will only appear if the client has a referral to a community queue. This card shows any community queues where the client has a pending referral. When you click the drop-down arrow to expand the card, the community queue name(s) will appear. If you click on the arrow to the right of the community queue name(s), you will jump to the community queue referral. 

Click on the drop-down arrow next to the community queue name for more information.

Refer to the Global Referrals Tab: Community Queue article for more information about community queue referrals. 

Household

The Household card shows the number of clients currently in the same household at the global level. When you click the drop-down arrow to expand the card, the name, member type, and unique identifier of each household member will show. A Star icon indicates the Head of Household (HoH).

When you click the drop-down arrow next to a household member's name, more information will show.

When you click on the Arrow icon next to a household member's name, you will be redirected to that client's client record.

Refer to the How Do I Create a Household and Manage Members? article for more information about global household management.

Active Programs

The Active Programs card includes the number of active programs for the client. When you click the drop-down arrow to expand the card, the program and agency names will appear.

When you click on the drop-down arrow next to a program name, more information will show.

If you click on the arrow to the right of the program name, you will jump to that program's enrollment record.

Refer to the Creating and Managing Program Enrollments article for more information about creating programs.

Active Services

The Active Services card includes the number of active services for the client. When you click the drop-down arrow to expand the card, the service name and the service item name will appear.

When you click on the drop-down arrow next to a service name, more information will show.

If you click on the arrow to the right of the service name, you will jump to that service's record.

Refer to the Recording and Editing Service Items in the Client Record article for more information.

Recent Services

The Recent Services card includes the number of recent services for the client. When you click the drop-down arrow to expand the card, the service name and the service item name will appear.

When you click on the drop-down arrow next to a service name, more information will show.

If you click on the arrow to the right of the service name, you will jump to that service's record.

Refer to the Recording and Editing Service Items in the Client Record article for more information.

Active Contacts

The Active Contacts card displays the client's active contacts. When you click the drop-down arrow to expand the card, contact details will show.

When you click on the drop-down arrow next to a contact, more information will show.

Refer to the Client Contact Tab article for more information.

Care Team

The Care Team card includes Care Team information for the client. When you click the drop-down arrow to expand the card, more details will show.

When you click on the drop-down arrow next to a contact, the Care Team member's agency will show.

Refer to the Care Team article for more information.

Options to Refine Search Results

Each client's record includes multiple options to refine and view search results: a Search bar, Filters, Sorting options, and a Column Selector. 

Search Bar

Users can use the Search bar to find client records. A search bar is available in the History, Assessments, Files, Forms, Location, Referrals, and Restrictions tabs.

Filters

Filters are available to narrow search results. 

To search for a record using filter options, choose one of the available filters, enter the relevant information, or select options from a multi-select filter, and click your keyboard’s Enter / Return button or click the Arrow icon on the screen.

The available filters will vary depending on where you are in the system.

Multi-select Filters

Multi-select filters allow users to select one or more values for a single filter in a single step.

When you select a filter that has multiple options, a filter menu pop-up appears with all available values for the field. Click Apply when you have made your selections.

Users can review, edit, or clear previous selections by clicking on the filter within the Search bar.

• Review: Users can click outside the filter menu box (or click Apply) after a review without changes to leave selections as they are.
• Edit: Users can make changes to their original selections in the filter menu and click Apply to make updates to the filter.
• Clear: Users can click Clear All to remove selections, and refresh the table.

Once you have selected one filter, you can add more if needed.

When more than one value is selected within the same filter, the chip shows "[Filter title]: #Selected." For example, you will see "Referral Status: 3 selected" if you select 3 of the referral status values for the multi-select Referral Status filter on the client’s Referrals tab.

When multiple values are selected in the same field filter, the system uses OR logic to filter results that contain any of those values.

• OR logic only applies to multiple values selected within the same field filter.
• Per current functionality, the system will use AND logic across multiple field filters.

Multi-select filters are found on the following pages in a client record on the Clients tab:

• Clients > History
• Clients > Files
• Clients > Forms
• Clients > Location
• Clients > Referrals
• Clients > Restrictions
• Clients > Programs > Files
• Clients > Programs > Forms

Sorting

Dynamic sorting options allow for multiple layers of sorting logic. Sorting is available in the Files tab.

Column Selectors

Column Selectors are available throughout the new Clarity interface to support a customized view. 

Many tabs in the client navigation menu contain column selectors. When a user sees a column selector, they can click it to view the fields available for customizing their view. The user will see a Search bar, the default (or currently selected) fields in the Visible Fields section, the available fields in the Available Fields section, and a section to add fields that will collapse on the screen in the Collapsed Fields section. 

Fields in the Visible Fields section with a Lock icon cannot be moved or removed.

Clicking a checkbox next to an Available Field will add the field to the Collapsed Fields section. The user can use a “drag & drop” feature to move the field into the Visible Fields section to display it on the screen. Users can also drag a Visible Field to the Collapsed Fields section. Any field with a checkmark can be moved between the Visible Fields and Collapsed Fields sections.

To remove a field from the Collapsed Fields or Visible Fields section, click the checkbox next to the field to clear the check; this moves the field to the Available Fields section.

Any field in the Collapsed Fields section can be seen by clicking on the drop-down arrow on the page where you are working.

The selections made in the column selector are saved in the user’s browser and determine what they see the next time they view that screen.

Standardized Record Deletion

Record deletion has been standardized across all screens. The delete action is now separate from the record-editing experience. On all new Clarity interface screens where the Delete (trash can) icon could previously only be accessed after clicking the Edit (pencil) icon on a record, the Delete (trash can) icon has been removed. Now, all delete actions are available as an option in the Action Menu dropdown.

Accessing the Delete Option

On all new Clarity interface screens with delete functionality, the Delete option is accessed through the Action Menu icon.

• Clicking the Action Menu icon displays a Delete option in the dropdown menu.
  
  
  
  
• The Delete option only appears for users who have the Delete access right enabled in their access role for the associated record type. If the user does not have delete access, the option does not appear in the dropdown.
• If the Delete option is the only option in the action menu and the user does not have the Delete access right enabled, the Action Menu icon does not appear at all.

Delete Confirmation Dialog

Before any record is deleted, a confirmation dialog appears with the following standardized messaging:

• Title: Delete Record

• Body: "Are you sure you want to delete this record?"

The dialog includes two buttons:

• Delete (bottom right) confirms the deletion. When clicked, the pop-up is dismissed, the record is deleted, and the user is returned to the screen they were on. The table refreshes to reflect the removal.
  • This button displays in red with a Delete (trash can) icon.
• Cancel (bottom left) cancels the delete action. When clicked, the pop-up is dismissed, and the record is not deleted. The user is returned to the screen they were on with no changes made.
  • This button displays as dark purple with an X icon to the left.

Unsaved Changes Warning

When you begin entering data into a form, Clarity Human Services protects your work by warning you before any unsaved changes are lost.

When a form is in a changed state (meaning data has been entered but not yet saved), a warning dialog appears if you attempt to exit the form.

This applies to side sheets, centered dialog forms, and any step within a multi-step workflow.

What Makes a Form "Changed"

A form is in a changed state when its current state differs from the state it was loaded with. A form returns to a clean state when its current state matches exactly the state it was loaded with. The warning fires only when at least one field in the form is in a changed state.

Field-level behavior:

When the Warning Appears

The warning dialog appears when you attempt to exit a changed form by any of the following actions:

• Clicking the X (close) button in the form header
• Clicking the Cancel button in the form footer
• Pressing the Escape key
• Clicking outside the form (on the backdrop or the area behind the form)
• Navigating to a different route in the underlying page (e.g., clicking a left-nav item, breadcrumb, or any link)
• Closing the browser tab or window (triggers the browser's default unsaved changes modal)

The warning does not appear when closing a form that has not been edited.

The Warning Dialog

The warning dialog displays:

• Title: Unsaved Changes
• Body text: "You have unsaved changes that will be lost if you leave this page. Please confirm."

The dialog includes two buttons:

• Continue Editing — Dismisses the warning and returns you to the form with all entered data intact. Focus returns to the last field you were editing.
• Discard Changes — Dismisses both the warning dialog and the underlying form. No data entered in the form is saved. Any files uploaded to the form but not yet saved are deleted from the server.

If you dismiss the warning dialog by pressing Escape or by clicking outside the dialog, the behavior matches Continue Editing — you are returned to the form with your data intact.

Multi-Step Workflows

Within a multi-step workflow, you can move freely between steps without triggering the warning. Data entered in any step persists as you navigate:

• Clicking Back to return to a previous step does not trigger the warning, even if the current or a previous step is in a changed state.
• Clicking Next (or Save & Next) to advance to a subsequent step does not trigger the warning.
• Clicking the final-step primary action (e.g., Submit or Complete) saves the workflow and closes it without a warning — this is your intentional save action.

A changed state is tracked across the entire workflow, not per step. If you attempt to exit the workflow entirely from any step, the warning fires if any step holds unsaved changes.

For multi-step workflows, Continue Editing returns you to the step you were on when you attempted to exit. No error states are displayed for fields that have not yet been edited.

Mobile Behavior

On mobile devices, the browser's default unsaved changes modal is used. If that is not available, a pop-up appears on the page when you close the form by:

• Refreshing the tab.
• Pressing the back button.
• Clicking another link on the page.
• Navigating away in any way that causes the form or the page the form is on to close.

Accessibility

The warning dialog is fully accessible for users of assistive technology:

• Focus is trapped inside the warning dialog while it is open.
• When the dialog opens, the title and body text are announced by screen readers.
• Initial focus lands on the Continue Editing button when the dialog loads.

Sensitive Data Protections

Protected labels appear for fields with sensitive data field restrictions.

Fields marked as Protected in any of the following configurable screens are hidden for users who don’t have the appropriate permissions for the agency that owns the record:

• Profile screens
• Program Enrollment screens
• Program Status screens
• Program Exit screens
• Assessments screens
• Program Follow-up screens

Users with one of the following two Access Right permissions can see fields with Protected labels:

• Agency Sensitive Data: Users see the values in the protected fields for the agencies they currently have access to (home agency and switched into agency(ies).
• Any Agency Sensitive Data: Users see the values in the protected fields for all agencies.

Audit Logs

System administrators with audit log access can click the Action Menu icon; a pop-up labeled View Audit Log will appear. Click the View Audit Log button to open the audit log screen. 

Refer to the Audit Trails article for more information.

Icons & Tooltips

Icon	Icon/Tooltip Name	Tooltip	Icon Location
	Action menu, also known as: 3 dots vertical ellipsis kebab	"Show more actions"	All Screens: typically on the far right of a screen or section
	Add	"Add"	Anywhere the Add icon appears
	Alerts Tab	"Alerts"	Client Navigation Menu: Alerts Tab
	Alert/Warning	(no tooltip)	Client record Information box; anywhere an alert or warning appears
	Double Left Arrows	(no tooltip)	Anywhere you see this icon, you can click to collapse the section
	Double Right Arrows	(no tooltip)	Anywhere you see this icon, you can click to expand the section
	Dropdown Arrow: Collapse	(no tooltip)	Anywhere you see this icon, you can click to collapse or expand the section
	Dropdown Arrow: Expand	(no tooltip)	Anywhere you see this icon, you can click to collapse or expand the section
	Link Arrow	Varies depending on screen; example from Program Referrals widget: “Go to this referral”	Anywhere you see this icon, you can click to jump to the record indicated
	Assessments Tab	"Assessments"	Client Navigation Menu: Assessments Tab
	Care Team Tab	"Care Team"	Client Navigation Menu: Care Team Tab
	Column Selector	"Show/hide fields"	All Screens: typically paired with a search bar
	Contact Tab	"Contact"	Client Navigation Menu: Contact Tab
	Date	(no tooltip)	Anywhere a Date appears
	Delete	"Delete"	Anywhere the Delete icon appears
	Edit	"Edit"	Anywhere the Edit icon appears
	Files Tab	"Files"	Client Navigation Menu: Files Tab
	Filter	"Add a filter"	All Screens: typically paired with a search bar
	Forms Tab	"Forms"	Client Navigation Menu: Forms Tab
	History Tab	"History"	Client Navigation Menu: History Tab
	Household Tab	"Household"	Client Navigation Menu: Household Tab
	Information	Varies depending on screen	Anywhere the Information icon appears
	Location Tab	"Location"	Client Navigation Menu: Location Tab
	Notes Tab	"Notes"	Client Navigation Menu: Notes Tab
	Note	“Note [formatted note text]”	Contact tab, History tab, Location tab, Notes tab
	Permanent Restriction	"This is a permanent restriction (no end date)"	Visible on a Restriction record that does not have an end date
	Privacy Tab	"Privacy"	Client Navigation Menu: Privacy Tab
	Privacy - Private	Varies depending on screen; example from client profile: “Private Client data is not shared.”	All Screens within the client record
	Privacy - Public	Varies depending on screen; example from client profile: “Public  Client data is shared.”	All Screens within the client record
	Profile Tab	"Profile"	Client Navigation Menu: Profile Tab
	Programs Tab	"Programs"	Client Navigation Menu: Programs Tab
	Public Alert	"This client has been issued system-wide alerts: [list of alerts]"	Client information box
	Referrals Tab	"Referrals"	Client Navigation Menu: Referrals Tab
	Restrictions	"Restrictions"	Client Navigation Menu: Restrictions tab
	Restrictions Tab	"Restrictions"	Client Navigation Menu: Restrictions Tab
	Search	"Search"	All Screens:  typically paired with a search bar also available in the top right corner at all times for client searches
	Services Tab	"Services"	Client Navigation Menu: Services tab
	Sort	"Configure sorting"	All Screens: typically paired with a search bar
	View Audit Log	(no tooltip)	Any screen where audit log functionality is available; visibility is dependent on access rights

Refer to the Icon & Tooltip Glossary article for the full list of icons and tooltips available in the new Clarity Human Services interface.

Updated: 06/30/2026