Global Referrals: Availability (New Clarity Interface)

Table of Contents

• Video Resources

• Overview

• Viewing Availability

• Updating Availability

• Managing Limited Availability

• Program Opening Notifications

• Icons & Tooltips

• Additional Resources

Video Resources

Click play for a brief overview:

 

Click through for a hands-on experience:

Overview

The Availability workspace allows users to record information about program availability at their agency that is then displayed during the referral process to users sending referrals to those programs. 

Viewing Availability

Navigate to the global Referrals navigation menu, then click Availability.

The Availability workspace displays all community queues assigned to a program. Users can click a community queue to view the availability of programs connected to that community queue. 

A checkmark and highlighting will indicate the selected community queue.

There are multiple ways to search for programs and customize your view:

• There is a search bar where users can search the list by Program name

• The Availability workspace includes filter options for:
  • Availability
  • Community Queues
  • Project Type

For more information about using filter options, refer to the New Clarity Interface Overview article.

• The Availability workspace includes sorting options that include:
  • Availability
  • Community Queues
  • Openings
  • Program

For more information on sorting options, refer to the New Clarity Interface Overview article. 

• The Availability workspace includes a column selector.
  • Columns showing by default include:
    • Program
    • Availability
    • Openings
    • Community Queues

• • Additional fields are:
    • ID (locked)

For more information about using column selectors, refer to the Client Record Overview article.

Updating Availability

On the Availability workspace, users can click a program’s row to edit the program’s availability. 

Availability options for each program are:

• Full: indicates that the program has multiple openings and does not require a reservation. 
  • If “Full” is selected, the number of openings will display as “Unlimited.”
• Limited: indicates the number of openings for the program and any reserved openings. 
  • If “Limited” is selected, the user is prompted to add one or more openings.
  • Availability will display as “Limited,” and Openings will display “Inventory-based.”
• None: indicates that the program has no openings. 
  • Please note that users will not be able to refer from a community queue to programs with no openings. Users will still have the option to make a direct referral.

To set a program's availability, click the preferred setting, then click Save. Click Complete to return to the Availability workspace.

Managing Limited Availability

When a user sets a program to “Limited” availability and clicks Save, the system adds a workflow step to “Add Program Openings.” This step includes:

• Number of Openings - defaults to 1, but editable to any integer
• Date
• Notes
• Any program availability custom fields
  • Custom fields are only applicable when Use Custom Fields on Program Availability is enabled, and there are custom fields configured.

When a user completes the form and clicks Save, openings are created based on the provided details.

• The “Number of Openings” value defines the number of openings to create.
• When multiple openings are created, the other selected details match but remain editable after creation.

Openings

On the Availability workspace, a Action Menu (kebab) icon appears for each program with ‘Limited’ availability, with the following options:

• View Openings
• Add Openings
• View Audit Log

View Openings

When the user clicks View Openings for a program, they will see all openings for that program. Openings are listed by "Opening Date" and have an arrow on the left to view additional details. 

• The status of the opening will be listed as:
  • "Available" - the opening is available
  • "Reserved" - the opening has a pending referral connected.

Users can click on an opening to edit. Openings can be deleted by any user with an access role that has Delete Unit Availability Reservation access rights toggled on. 

If the unit is reserved, there is a "Reserved" label, the "Referred Client Name," and the "Referred Date."

When viewing/editing openings, please consider the following: 

• When an opening is deleted, the system displays a warning that the opening will be deleted for all connected community queues. 
• If a referral is made to an opening, all instances of the opening will be removed from Availability. 

If any Program Availability Custom Fields are displayed, they will be the custom fields associated with the community queue currently being viewed.

Add Openings

The Add Openings option lets users quickly add openings to a program.

Enter information for one or more openings and click Save.

Audit Log

The "View Audit Log" option can be clicked by a system administrator with audit log access rights. A log of all changes to the program’s availability is displayed.

Program Opening Notifications

When a user posts a new program opening in Referrals  > Availability, the system sends a notification to applicable Staff Members in the CoC (or Staff Members with Sharing access to the CoC). These staff members include:

• Staff with Referral Matchmaker access rights. 
• Staff set as the program-level contact for a Program with the type "Coordinated Entry." 

Staff Members will receive the following notification to their Clarity Inbox and the email address on file:
"Program Opening for [Program Name] program at [Agency Name] has been added by [Adding User].

 

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
	Availability	"Availability"	Referrals navigation menu: Availability
	Column Selector	"Show/hide fields"	All Screens: typically paired with a search bar
	Drop-down arrow	none	All Screens; indicates that more information is available
	Edit	"Edit"	Anywhere the Edit icon appears
	Filter	"Add a filter"	All Screens: typically paired with a search bar
	Information	Note: this icon information changes based on the location found.	All Screens
	Left Arrows	None	Global Referrals, Primary navigation menu, Client Details cards - indicates that more information is available
	Right Arrows	None	Global Referrals, Primary navigation menu, Client Details cards - indicates that more information is available
	Search	"Search"	All Screens:  typically paired with a search bar also available in the top right corner at all times for client searches
	Sort	"Configure sorting"	All Screens: typically paired with a search bar

Additional Resources

This article provides an overview of the global Referrals module, which includes links to all possible global Referral workspaces:

• Global Referrals Module Overview (New Clarity Interface)

The following articles provide general referral information:

• Introduction to Making Referrals (New Clarity Interface)
• Referral Connections (New Clarity Interface)
• Referral Details Glossary (New Clarity Interface)
• Referral History (New Clarity Interface)
• Referral Status Updates (New Clarity Interface)

Updated: 09/29/2026