Initial Occupancy Information (New Clarity Interface)

Overview

When a client is enrolled in a housing program with an applicable project type that uses INVENTORY, Initial Occupancy Start Date appears as a separate field on the enrollment screen, within a new section titled Initial Occupancy Information.

The Initial Occupancy Start Date section will show on the enrollment screen if one of the following conditions is true:

• New Enrollment Screen:
  • Program Type is included in the list of applicable project types, and Bed & Unit Management is enabled
  • Manage Units/Beds is enabled
  • Enrollment with referral/bed assignment (even if the program type is not included in the list of applicable project types)
• Enrollment Screen editing
  • Program Type is included in the list of applicable project types, and Bed & Unit Management is enabled
  • Manage Units/Beds is enabled

If the program does not meet the conditions above, the Initial Occupancy Information section will not appear on the enrollment screen.

This article has the following sections:

• Temporary Housing Projects
  • Enrollments from a Referral
  • Enrollments without a Referral
  • Updates to Occupancy for Enrollments (With/Without a Referral)
• Permanent Housing Projects
  • Enrollments from a Referral
  • Enrollments without a Referral
  • Updates to Occupancy for Enrollments (With/Without a Referral)

• Audit Log

Temporary Housing Projects

When a client is enrolled in a housing program with an applicable project type that is using INVENTORY, the Add program enrollment page includes an Initial Occupancy Information section. The Initial Occupancy Information section includes the Initial Occupancy Start Date field. 

The applicable project types are:

• Emergency Shelter – Night-by-Night
• Emergency Shelter – Entry Exit
• Transitional Housing
• Safe Haven

Enrollments from a Referral

If the enrollment is the result of a referral, the Initial Occupancy Start Date defaults to the current date.

• The Initial Occupancy Start Time defaults to the nearest 15 minutes.
• The user can update the Project Start Date and the Initial Occupancy Start Date/Time, but the Initial Occupancy Start Date/Time cannot be earlier than the Project Start Date.

If the user tries to save the enrollment with the Initial Occupancy Start Date set earlier than the Project Start Date, the enrollment cannot be saved, and a pop-up warning appears that reads:

“The Initial Occupancy Start Date cannot be earlier than the Project Start Date. Please adjust the dates as appropriate.” 

Users can press the “OK” button, then update the field.

When creating the program enrollment from a referral, and the enrollment’s Project Start Date is the only date adjusted before saving the screen, the Initial Occupancy Start Date and the Unit Start Date on the Units/Beds tab reflect the enrollment’s Project Start Date.

Once the enrollment has been saved, the Initial Occupancy Start Date is read-only and cannot be updated on the enrollment screen.

• There is a warning above the Initial Occupancy Start Date field that reads:

 “Please go to the Units/Beds tab to update the Initial Occupancy Start Date.”

• If the user updates the Initial Occupancy Start Date on the Units/Beds tab, the enrollment’s Initial Occupancy Start Date also updates to display the same date and time.

If the user sets a later date for the Initial Occupancy Start Date than the Project Start Date, the referral will still be completed on the Project Start Date.

• The unit/bed occupancy/availability status remains “Pending Occupancy” until the Occupancy Start Date/Time.

Enrollments without a Referral

If the enrollment is not a result of a referral:

• The Initial Occupancy Start Date field still shows within the Initial Occupancy Information section.
• The field is empty and read-only.
• The field appears “greyed out,” and there is a warning that reads:

 “Please go to the Units/Beds tab to fill out the Initial Occupancy Start Date.”

• Once the field is filled out on the Units/Beds tab, the value will display on the enrollment screen.

Updates to Occupancy for Enrollments (With/Without a Referral)

Once an enrollment (with or without a referral) with an Initial Occupancy Start Date for a Unit/Bed is saved, it’s not uncommon for updates to be made. 

New Occupancy Record

If the user creates a new occupancy on the Units/Beds tab of an enrollment because the client moves to a new unit, the Initial Occupancy Start Date on the enrollment screen is not updated. The Initial Occupancy Start Date on the enrollment screen remains the date of the first Initial Occupancy Start Date in the program.

Deleted Occupancy Record

If there is only one occupancy record for the program and it is deleted, the Initial Occupancy Start Date field is cleared on the enrollment screen. This is logged in the enrollment screen audit log.

• There is a warning above the Initial Occupancy Start Date field that reads: 
  
  “Please go to the Units/Beds tab to update the Initial Occupancy Start Date.”
• The Initial Occupancy Start Date will remain empty until the occupancy is added on the Units/Beds tab.
  • The Initial Occupancy Start Date will automatically populate with the value entered on the Units/Beds tab.

Multiple Occupancy Records

If there are multiple occupancy records for the program and the first one is removed, the Initial Occupancy Start Date on the enrollment screen is updated to match the next occupancy record in the Units/Beds tab.

Occupancy End Dates and Offline/Inactive Status

If a unit/bed has a previous occupancy end date or offline/inactive status on the same date as the Project Start Date, the Initial Occupancy Start Date/Time cannot be before the unit/bed offline/inactive status end date or the previous occupancy end date.

If the user tries to save an enrollment with the Initial Occupancy Start Date earlier than the unit's offline/inactive status end date or the previous occupancy end date, the enrollment cannot be saved, and a pop-up warning appears that reads: 

“The client’s occupancy in [Unit/Bed name] overlaps with the [unit’s/bed’s] offline/inactive status. Please adjust the occupancy or offline/inactive status dates as appropriate.” 

OR

 “The client’s occupancy in [Unit/Bed name] overlaps with a previous occupancy. Please adjust the occupancy dates as appropriate.”

Users can click the “OK” button, then update the occupancy or offline/inactive status dates.

• When the user clicks “OK," they remain on the enrollment page and can either update the unit occupancy start date or cancel the enrollment and update the unit status date.

Updates to Project Start Date

If the user enrolls the client, sets the Initial Occupancy Start Date/Time, saves the enrollment,  then returns to the enrollment and updates the Project Start Date, the Project Start Date must still be earlier than the Initial Occupancy Start Date/Time.

• When the Project Start Date is updated, the Initial Occupancy Start Date is not automatically updated.
• If the user tries to save the enrollment with the Initial Occupancy Start Date earlier than the Project Start Date, there is a warning that reads, 

“The Initial Occupancy Start date cannot be earlier than the Project Start date. Please adjust the dates as appropriate.”

Permanent Housing Projects

When a client is enrolled in a housing program with an applicable project type that uses INVENTORY, and the housing move-in date is applicable, the Add program enrollment page includes an Initial Occupancy Information section. The Initial Occupancy Information section includes the Initial Occupancy Start Date field. 

The applicable project types are:

• PH - Permanent Supportive Housing (disability required for entry)
• PH - Housing Only
• PH - Housing with Services (no disability required for entry)
• PH - Rapid Re-Housing where “Identify RRH subtype” = RRH: Housing with or without services

For group enrollments, the Initial Occupancy Start Date field is editable only for the first household member. For all subsequent household members, it is filled with the same value and will be read-only.

Enrollments from a Referral

If the enrollment is the result of a referral, the Initial Occupancy Start Date defaults to the current date, but users have the option to leave the field blank.

• The Initial Occupancy Start Time defaults to the nearest 15 minutes.
• The user can update the Initial Occupancy Start Date/Time, but the Initial Occupancy Start Date/Time cannot be earlier than the Project Start Date and cannot be earlier than the Referral Reassign Date or Referral Date (for direct referrals).
• Project Start Date doesn’t depend on the Referral’s date.
• The Housing Move-in Date populates automatically with the same date as the Unit/Bed Initial Occupancy Start Date, but user's have the option to leave the field blank. 

• If the Initial Occupancy Start Date and the Housing Move-in Date are left blank when the client is enrolled as a result of a referral, then the referral is completed, but the unit/bed remains pending.

• Users can add the client to the unit/bed when they actually move-in and this automatically updates the Initial Occupancy Start Date and the Housing Move-in Date. This will be done by adding the unit referral connection on the program's Units/Beds tab.

  • When adding the unit referral connection, only the related pending unit/bed occupancy is shown when the user clicks Add Unit Connection.

  • A program warning banner will show that reads:

    "There is a pending unit/bed occupancy. Connect the occupancy through the ‘Units/Beds’ tab by clicking ‘Add Referral Connection." 

If the user tries to save the enrollment with the Unit/Bed Initial Occupancy Start Date earlier than the Project Start Date, the enrollment cannot be saved, and a pop-up warning appears that reads:

“The Initial Occupancy Start Date cannot be earlier than the Project Start Date. Please adjust the dates as appropriate.” 

Users can press the “OK” button, then update the field.

When creating a program enrollment from a referral, and the enrollment’s Project Start Date is the only date adjusted before saving the screen, the Initial Occupancy Start Date and the Unit Start Date on the Units/Beds tab reflect the enrollment’s Project Start Date. The Housing Move-in Date also updates to match this.

Once the enrollment has been saved, both the Initial Occupancy Start Date and Housing Move-in Date are read-only and cannot be updated on the enrollment screen.

• There is a warning above the Initial Occupancy Start Date field that reads:

“Please go to the Units/Beds tab to update the Initial Occupancy Start Date/Housing Move-in Date.”

• If the user updates the Initial Occupancy Start Date on the Units/Beds tab, the enrollment's Initial Occupancy Start Date and Housing Move-in Date also update to display the same date and time.

If the user sets a later date for the Initial Occupancy Start Date than the Project Start Date, the referral will still be completed on the Project Start Date.

• The unit/bed occupancy/availability status remains “Pending Occupancy” until the Initial Occupancy Start Date/Time.

Enrollments without a Referral

If the enrollment is not a result of a referral:

• The Initial Occupancy Start Date field still shows within the Initial Occupancy Information section.
• The field is empty and read-only.
• The field appears “greyed out,” and there is a warning that reads:

 “Please go to the Units/Beds tab to fill out the Initial Occupancy Start Date/Housing Move-in Date.”

• Once the field is filled out on the Units/Beds tab, the value will display on the enrollment screen.

Updates to Occupancy for Enrollments (With/Without a Referral)

Once an enrollment (with or without a referral) with an Initial Occupancy Start Date for a Unit/Bed is saved, it’s not uncommon for updates to be made.

New Occupancy Record

If the user creates a new occupancy on the Units/Beds tab because the client moves to a new unit, the Initial Occupancy Start Date and Housing Move-in Date on the enrollment screen are not updated. They remain the date of the first Initial Occupancy Start Date in the program.

Deleted Occupancy Record

If there is only one occupancy record for the program and it is deleted, the Initial Occupancy Start Date and the Housing Move-in Date fields are both cleared on the enrollment screen. This is logged in the enrollment screen audit log.

• There is a warning above the Initial Occupancy Start Date field that reads: 
  
  “Please go to the Units/Beds tab to update the Initial Occupancy Start Date.”
• The Initial Occupancy Start Date and Housing Move-in Date will remain empty until the occupancy is added on the Units/Beds tab.
  • The Initial Occupancy Start Date and Housing Move-in Date automatically populate with the value entered on the Units/Beds tab.

Multiple Occupancy Records

If there are multiple occupancy records for the program and the first one is removed, the Initial Occupancy Start Date and Housing Move-in Date in the enrollment are updated to match the next occupancy record in the Units/Beds tab.

Occupancy End Dates and Offline/Inactive Status

If the Unit/Bed has a previous occupancy end date or an offline/inactive status on the same date as the Project Start Date, the Initial Unit Occupancy Start Date/Time cannot be before the unit's status end date/time or the previous occupancy end date.

When the user tries to save the enrollment with the Unit/Bed Initial Occupancy Start Date earlier than the Unit/Bed offline/inactive status end date, or the previous occupancy end date, the enrollment cannot be saved, and a pop-up warning appears that reads: 

“The client’s occupancy in [Unit/Bed name] overlaps with the [unit’s/bed’s] offline/inactive status. Please adjust the occupancy or offline/inactive status dates as appropriate.” 

OR

 “The client’s occupancy in [Unit/Bed name] overlaps with a previous occupancy. Please adjust the occupancy dates as appropriate.”

Users can click the “OK” button, then update the occupancy or offline/inactive status dates.

• When the user clicks OK, they remain on the enrollment page and can either update the Unit/Bed Initial Occupancy Start Date or cancel the enrollment and update the Unit/Bed status date.

Updates to Project Start Date

If the user enrolls the client, sets the Initial Occupancy Start Date/Time, saves the enrollment, then returns to the enrollment and updates the Project Start Date, the Project Start Date must still be earlier than the Initial Occupancy Start Date/Time.

• When the Project Start Date is updated, the Initial Occupancy Start Date is not automatically updated.
• If the user tries to save the enrollment with the Initial Occupancy Start Date earlier than the Project Start Date, there is a warning that reads, 

“The Initial Occupancy Start date cannot be earlier than the Project Start date. Please adjust the dates as appropriate.”

The enrollment cannot be saved until the dates are adjusted.

Audit Log

The "View Audit Log" option can be clicked by a system administrator with audit log access rights. The Initial Occupancy Start Date field is tracked in the enrollment screen audit log, and any changes made are logged.  

Published: 03/16/2026