Creating and Managing Program Enrollments

Overview

In Clarity Human Services, a "program" (or Project in the HMIS Data Standards) represents a unit of an Agency (or Organization) in which a client or household enrolls. Program enrollments provide the framework for HMIS data collection and reporting. 

To enroll a client or household in a program, click the PROGRAMS tab in the client record. The tab contains two sections: PROGRAMS: AVAILABLE and PROGRAM HISTORY.

Programs: Available

The PROGRAMS: AVAILABLE section lists programs provided by your agency that are available for client enrollment. 

To enroll a client/household into a program, click the down arrow next to the applicable program title. Additional information and options will display. 

Include Group Members

If you have created a family/household for the client, you will be prompted to select family/household members to include in the enrollment. Click the toggle(s) next to the family member(s) who should be enrolled in the program.

Pending Unit/Bed Assignments

When a user accepts a referral during client enrollment, all household members and their assigned beds appear on the screen. The included household member toggles are automatically enabled for the household members assigned to beds.

If a household member no longer needs to be enrolled, the user can disable the automatically enabled toggle.

• Once “Save” is clicked for the enrollment, the bed assignment is removed.
• The “Pending” status Unit/Bed assignment record is removed from the client record.
• The bed status updates. 
  • If the “Set remaining [x] beds to Offline?” button was enabled at referral, the bed status updates to “Offline.” Otherwise, the bed becomes available.

If a disabled toggle is enabled,  so that an unassigned household member can be enrolled in the program, the list of any available beds in the unit can be displayed, and the household member can be assigned to a bed.

• If there are no beds available in the unit, a pop-up appears immediately after the user tries to enable the toggle for an unassigned household member that reads:

 “No beds available in assigned unit. Please deny the referral and reassign to a different unit.”

Once all household members have the appropriate Unit/Bed assignment, click “Enroll” and complete the enrollment process.

Managing “Pending Unit/Bed Assignment” Records

When only the referred client is connected to their bed, the user sees a message that reads:

“Program Placement the result of Referral to bed.”

When all household members are assigned to their beds with “Pending Unit/Bed Assignment” records, the user sees a message that reads:

“Program Placement the result of Referral to unit.”

If there is more than one referral to a specific program that relates to Units/Beds, a dropdown is available, and the user can select the referral to connect to the client program.

• If the user selects a Unit/Bed where only the Head of Household’s referral is connected, the user sees household members with all toggles disabled by default.
• If the user selects Unit/Bed where the referral is connected to the Head of Household, and there is a “Pending Unit/Bed Assignment“ record related to this referral, the system automatically enables toggles for household members that also have a “Pending Unit/Bed Assignment” record.

If the user cancels an enrollment for one of the household members during enrollment, only those household members where the enrollment screen has been saved is enrolled with the bed assignments completed.

• The household member that was cancelled, and any household members following, are not enrolled in the program.
• Their “Pending Unit/Bed Assignment” records are deleted.
• If the “Set remaining [x]  beds to Offline?” button was enabled, the beds that were not filled update to “Offline” status.  Otherwise, the beds become available.

Unit/Bed Occupancy Status after Enrollment

Once the enrollment is completed, the occupancy status for all assigned beds updates to “Occupied.” If all the beds in the unit are assigned and/or the remaining beds have been updated to “Offline,” the Unit status also updates to “Occupied.”

• The “Pending Unit/Bed Assignment” record for each assigned client closes with the end date of the program enrollment’s start date.
• Each Household member’s Unit/Bed assignment automatically shows in their program enrollment record.

If a household member with a “Pending Unit/Bed Assignment” from a referral was not enrolled with the rest of the household members, and a user enrolls the client at a later date, a message appears that reads:

“Program Placement a result of Pending Unit/Bed Assignment to Bed: <Bed> provided by <Agency name>.”  

• The user will see the toggles for all other included household members in the original referral that was not enrolled, and can enroll those household members.

To ensure that users know which clients are referred clients, a pop-up appears that reads: 

“Client <Referred Client Name> has a referral to Bed: <Bed>. Please enroll the client and connect the referral to ensure all connections to beds are completed.”

 An “OK” button must be clicked to confirm.

If a client has a referred “Pending Unit/Bed Assignment,” but a user enrolls the client into a program without connecting the referred Unit/Bed, the referral doesn’t change. The pending referral stays “Pending,” and any related “Pending Unit/Bed Assignments” for household members also remain “Pending.”

• If the enrollment is completed separately without connecting the referral, and a user tries to “Add Connection” later, the user sees only those client enrollments that don’t have an existing or future occupation. In this case, bed assignments cannot be completed for the household members at one time.
  • A pop-up appears that reads:

“Referral includes bed assignments - only the referred client bed assignment will be completed. Please go to individual enrollments to complete bed assignments for household members.” 

There are “OK” and “Cancel” buttons. If the user clicks OK, the connection is made for the referred client, and the pending referral is completed.

• The household members keep their “Pending Unit/Bed Assignment” records until the user goes to their individual enrollment and assigns the bed in the Unit/Bed tab.

Audit Log

If a user deletes a “Pending Unit/Bed Assignment” record, removes a household member from the referral, or otherwise updates “Pending Unit/Bed Assignment” records, it is logged in the referral’s audit log.

Currently Enrolled Labels

The system will display a Currently Enrolled label for other household members who are actively enrolled in the same program (i.e., there is no enrollment end date, or the end date is after today).

If you turn on the toggle to select a "Currently Enrolled" family member and click ENROLL, the system will allow the client to be enrolled. However, the system will display the following pop-up: “Please note that at least one of these household members has an active enrollment in this program. To continue with the creation of this enrollment, please select the “OK” button below.”

Referral Checkbox

If there is an "open" referral to the program, a Program Placement a result of Referral provided by <referring agency> toggle will display. Toggle this on to create a Referral Connection within the associated referral.

Enroll

Click ENROLL to display the Program Enrollment screen for your original client.

All program enrollments have an associated Program Enrollment screen. The Program Enrollment screen is the equivalent of an intake or entry form; it contains data fields to record client information.

Enrollment screens for Permanent Housing (PH) projects will include a Housing Move-In Date field that should be completed when the client moves into a PH unit. The Housing Move-In Date must be on or between the Program Start Date and Program Exit Date.

The screen that appears next depends on the following:

• If the Current Living Situation assessment is required upon enrollment for that program, the Assessments tab will display.
• If Manage Units is enabled for the program, the Units tab will display (except when the Current Living Situation assessment is required).
• Otherwise, the Provide Services screen will display. 

If the program has been configured with Default Goals or Auto Service Placement, a pop-up will appear on the Provide Services screen that lists all the actions the system conducted automatically upon enrollment.

Additional Enrollment Information

Once you save the enrollment, additional information will display in the sidebar. 

Information Box

The information box contains the following program enrollment information:

• Number of days the client has been enrolled in the program
• Program Type (group or individual)
• Program Start Date
• Program End Date (if applicable)
• Assigned Staff 
  • To add/change Assigned Staff or to access the Make Program Private and Hide from Customer Portal toggles, click the Edit icon next to the Assigned Staff field.
    
    
    
    • For details on adding/changing Assigned Staff, refer to our Assigned Staff article. 
    • For details on the Make Program Private toggle, refer to our Making Client Data Private article.
    • When the Customer Portal is enabled, users with the Customer Portal Individual Record Management permission can turn on the Hide from Customer Portal toggle to prevent this enrollment from appearing in the portal.

• Head of Household
  • To assign a different Head of Household for the enrollment, or to change a household member's relationship to the Head of Household, click the Edit icon next to the Head of Household field.
    
    The CHANGE HEAD OF HOUSEHOLD pop-up will appear. Each household member will be listed, along with a drop-down menu of relationship options. Adjust the relationships as needed, then click SAVE CHANGES.
• Unit Name: This row only appears if the client is connected to a Unit within the enrollment.
  
  If the client is exited from the program, the Unit Name row will display the name of the Unit that was connected to the Unit at the time of exit.

If a client is no longer active in the program, a red DAYS INACTIVE PROGRAM banner appears across the top of the box to indicate the number of days the client was active in the program.

Program Group Members

Refer to our How Do I Add a New Household Member to an Enrollment? article for instructions on adding a household member to an enrollment or accessing the client record for any household member included in the enrollment.

Status Assessment

This section allows you to add a Program Status Assessment or Annual Assessment to the enrollment. For details, refer to our article titled How Do I Conduct a Program Status/Annual Assessment? 

Ten days before an Annual Assessment is due, the system displays a red "Assessment Due - <due date>" message (unless the assessment has already been completed) that remains until the assessment is completed. 

Program History

Clicking the PROGRAMS tab displays the PROGRAM HISTORY section, which lists the client's current and past program enrollments.

The PROGRAM HISTORY section displays the following details that also appear with an enrollment in the History tab: 

• Program Name: This column displays the name, type, and agency of the enrollment program.

  • An icon indicates that the enrollment was created by a staff member when switched into a different agency. Click the icon to display the staff member's primary agency. 

• Start/End Dates: the Program Entry Date and (if applicable) Program Exit Date for each enrollment. If the client is still enrolled in the program, the End Date will display as "Active."

• Type: whether the client was enrolled in the program as a group with household members or as an individual.

• Referral Placement: A chain-link icon indicates that the program enrollment resulted from a referral. Hover over the icon to display the name of the agency that created the referral and the date the referral was made.

Editing an Enrollment

To edit a program enrollment, hover over the program row and click the Edit icon. 

If the program is outside your agency, your ability to edit it depends on your sharing settings. If you have any questions about your sharing settings, please consult with your system administrator for details.

Clicking the Edit icon will take you to the History tab of the enrollment, which contains Program Service History. Your access to other tabs (Enrollment, Provide Services, Events, Assessments, Goals, Notes, Files, Charts,  Units, Forms, and Exit) depends on the program's configuration and your access role settings.  

If a trash can icon is displayed for an enrollment, you may click the icon to delete the enrollment.

Restoring a Deleted Enrollment

 For users with access to restore deleted enrollments, we have updated the logic for restoring a deleted program enrollment as follows:

• A deleted enrollment with an exit date after the program's Operating End Date can't be restored unless the Operating End Date is modified to null or to a date on or after the enrollment exit date.
• If the program has reached its Operating End Date, a deleted enrollment with a null exit date can't be restored unless the Operating End Date is changed to null or to a future date.

Deleted enrollments that can't be restored will still be listed in the data recovery section, but the toggle will be read-only.

For exited enrollments from a program past its Operating End Date, the system will hide the "Reopen Client Program" link until the program's Operating End Date is changed to today's date or a future date.

Audit Log

An Audit Log is available at the bottom of the page on the Enrollment tab for users with the appropriate permissions to view changes made to the enrollment, such as the following: 

• Changing Assigned Staff
• Turning Make Program Private on/off
• Changing Head of Household

Updated: 04/06/2026