How Do I Create a New Client Record? (New Clarity Interface)

This article is for the new Clarity interface. For the current interface article, please click this link. Screenshots and description will be updated as features are released.

Video Resources

Click play for a brief overview:

Click through for a hands-on experience:

Getting Started

Note: If the client is a domestic violence survivor, follow your community's procedures for entering their information into the system.

If you search for a client record and do not find it in the system, click the plus icon on the Search for a client page to create a new record.

The Client Profile Form opens from the right and is where you’ll record core data about the client. The fields displayed here 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).

Certain fields are required before you can save the record. If a required field is left blank, the system highlights the field red to indicate why the record cannot be saved.

Note: To assist with data entry, if you enter xxx-xx-xxxx for the Social Security Number field value, the Quality of SSN field will auto-populate with “Client doesn’t know". If you enter up to eight placeholder ‘x’ characters to represent unknown SSN numerals, the Quality of SSN field will auto-populate with “Approximate or partial SSN reported". You can update this value as needed. Similarly, since the HUD Data Standards only require users to enter a value for the Date of Birth field when specific Quality of DOB field selections are made, the Quality of DOB field is listed first; the selection you make for the Quality of DOB field will then determine whether the Date of Birth field remains on the screen:

If you select “Full DOB Reported” or “Approximate or partial DOB reported,” the Date of Birth field remains on the screen for you to complete.
If you select “Client doesn’t know,” “Client prefers not to answer” or “Data not collected,” the Date of Birth field will disappear from the screen.

If the assigned Client Profile is customized locally, it may also contain fields that aren’t required.

One of the fields that may be included on this screen is the Alias field. If the client is known by other names, you may enter them in this field. Insert a comma between each name.

If the Pronouns field appears on the screen, you can make a selection from the drop-down menu.

If you do not see the client's pronouns listed, you may select "Manual Entry" and use the Pronouns Manual Entry field to enter custom pronouns for the client.

After completing all necessary fields, click Complete to create the client record.

Unique Identifier

Click the drop-down arrow (⌄) on the right side of the screen in the information bar to reveal the client’s Unique Identifier (UID), Personal ID, and more. This information is available on all screens when working with the client.

Refer to our Personal ID article for more information on the Personal ID and how it is used to identify duplicate client records.

The URL for a client’s record contains the client’s UID. Users can edit the URL to navigate to another client’s record.

Profile Management

End users with the access to edit client profile information can click on the client's Profile tab, and then click on the edit icon.

Privacy

On the client's record on the information bar, there is a lock icon in the top right hand corner which indicates if a client record is public or private.

There are 3 options:

Option 1: Client is public but can be switched to private - this is the default when the client record is first created
Option 2: Client is public and cannot be switched to private because other agencies have added data to the record
Option 3: Client is private and can be switched to private.

For more information, please see our Making Client Data Private article.

Audit Log

System Administrators can now access audit logs for client profile information.

All audit log records are accessible in the relevant screen from the action menu located at the top right of the screen.

When you click on the action menu, a small pop-up window appears that reads “View Audit Log.” Click on the “View Audit Log” to review the audit log.

Note: only those users with access to view audit logs will be able to see the audit log link. If no other actions are in the action menu, the menu will not show.

Icons/Rich Tooltips

Icon	Icon/Rich Tooltip Name	Rich Tooltip	Icon Location
	Action Menu	"Show more actions"	Top right corner of the Client profile information screen. NOTE: f no actions are available to the end user, this icon will not show.
	Add	"Add"	Anywhere the Add icon appears
	Delete	"Delete"	Anywhere the Delete icon appears
	Edit	"Edit"	Anywhere the Edit icon appears
	Privacy - Private	"Private, client data is not shared"	Top right corner of the information bar on the client record
	Privacy - Public	"Public, client data is not shared"	Top right corner of the information bar on the client record

Additional Resources

Refer to the following Help Center articles for details about the client record:

Updated: 08/11/2025