INVENTORY Dashboard

Table of Contents

• Overview

• Using the INVENTORY Dashboard

  • Screen Orientation

  • Map View

  • Search Unit Name/Address

  • Unit Details

  • Filtering the INVENTORY Dashboard

• Overnight Unit/Bed Drop-ins

  • Adding Overnight Drop-ins

  • Ending the Overnight Drop-in

  • Viewing Occupancy Records

• Public Alerts

• Unit Card

  • Details Tab

  • Occupancy Tab

  • Status Tab

  • Eligibility Tab

  • Funding Tab

  • Beds Tab

  • Unit Photo

• Editing Units and Bulk Editing

• Exiting the INVENTORY Dashboard

Overview

This article explains how to use INVENTORY’s dashboard view for viewing unit/bed details and locations. For information on configuring the permissions and settings for this function, refer to Configuring the INVENTORY Dashboard.

Using the INVENTORY Dashboard

To access this module from the main menu, go to the launchpad and click the INVENTORY icon.

 

Screen Orientation

Users accessing Inventory will see a default view that does not display the Inventory map. 

Users can easily toggle the map on and off by clicking on the Map icon.

The default view includes the following:

• List of Units in alphanumeric order
• Selection boxes for the list of units
• Map Icon
• Search feature for Unit Name or Address
• Items per page: limits the number of Units that will be displayed on the map at one time (for example, if you set Items per page to 5, the system will only display information for the first five Units from the list, even if there are more than five Units that could be displayed)
• Filters for selecting the types of Units that are displayed
• The Settings icon provides three options: 
  • Refresh Inventory when map position changes: When this setting is enabled, the system updates the aggregate cards and the list of Units to reflect the portion of the map that is currently visible on the screen
  • Include data for units from all pages in map:  When this setting is enabled (which is the default setting), the system ignores the Items per page setting (described above). To resume limiting the number of Units displayed, un-check the Include data for units from all pages in map box
  • Display only units with available beds: When this setting is enabled, the system will remove units with offline or inactive beds from the display and recalculate the units counts. 
• Clarity Inbox
• Launchpad
• Icon showing the user’s initials, name, and the name of the agency you are currently switched into
  • Clicking this icon displays more information. Other agencies available to switch to (if any) are displayed in the Switch Agency drop-down menu.

Map View

You can change the view of the Dashboard by toggling on the Map and/or clicking the Filter icon.

• Map:
  • The display updates as you apply different filters
  • When you hover over a Unit’s listing on the left side of the page, that Unit’s marker on the map increases in size and changes color to reflect the Unit’s status.

• Aggregate Cards:  This display indicates Total Units, % Available, % Pending, % Offline, and Total Beds. The display updates as you apply different filters
• Filters:  There are both Standard and Custom options to choose from. More information is available in the filter section.

Search Unit Name/Address

Users can now enter a Unit Name or Address into a search box to limit the list of units.

The results depend on the user’s Inventory Access setting and will only show units that include the text entered into the search bar with the most relevant at the top. If there are two units with matching names, they will be listed in alphabetical order by Unit Name. If there are exact matches in multiple categories, the list will display in this order by category:

• Unit Name
• Unit Configuration Type Name
• Program Name
• Building Name
• Site Name
• Agency Name
• Funding Source Name
• CoC

Unit Details

The system displays the following details for each Unit in the Unit Card Overview section:

• Name: Unit name
• Type: Unit Configuration Type name
• Address: Address (building address if available; otherwise, the site address)
• Availability: Available, Occupied, Offline, and Pending occupancy
• Agency: Name of the agency under which the Unit is configured
• Site: Site name
• Building: Building name
• Program: Program name
• Beds: Number of Beds in the Unit

More details about the Unit, Unit Configuration, Building, and Site can be viewed by clicking the down arrow icons in the More information section.

Filtering the INVENTORY Dashboard

Depending on the user’s access settings, all Units available to the user are displayed initially. You can refine the display according to Availability, Agency, Site, and Building by using the filters in the top left corner of the screen. The filters automatically filter out inactive Sites, Buildings, Unit Configuration Types (UCTs), and Programs, displaying only active entities in the filter drop-downs. 

Use the search feature to narrow the selections, if needed, and then select as many options as desired from each filter. Next, click on the map to apply the filters.

• Availability
  
  • Select Available to display Units that are not currently occupied.
  • Select Occupied to display Units that are currently occupied.
  • Select Offline to display Units that are temporarily unavailable but are expected to be available again.
  • Select Pending Occupancy to display units with an active pending referral or a future-dated Unit occupancy.
• Agency
  • To display Units configured under specific agencies, scroll through the list and select the desired agency/agencies.
• Site
  • To display Units associated with specific sites, scroll through the list and select the desired site(s). If a housing inventory site is set to Inactive in Housing Inventory Sites, the site will not appear in the Site filter.
• Building
  • To display Units associated with specific buildings, scroll through the list and select the desired building(s). If a building is set to "Inactive" in the Buildings & Units tab of the Site Resources, the building will not appear as an option in the Building filter.

The Filter icon in the upper-right corner lets you access additional filtering options.

Clicking this icon displays a panel of drop-down options (limited by the selected Sites/Buildings)  that will allow you to filter the Unit display according to the following:

• You can filter by the As of date:
  • All units (except the ones that are hidden by other filters) will be displayed with their availability badge indicating the occupancy status for the As of date. Additionally, if the Unit/Bed is currently occupied (regardless of whether the As of date is during or after the occupancy), the system will display the end date of the occupancy.
    
    As an example, consider a unit that is occupied from October 11 until November 6. If today’s date is October 26:
    
    • If you look at the INVENTORY dashboard today without selecting a date for the As of filter, the system will display an Occupied badge for that unit, because the unit is occupied today.
      
    • If you look at the INVENTORY dashboard today and selects an As of date of December 1, the system will display an Available badge for the unit, because the unit will be available on December 1. The end date of the current occupation is displayed beneath the badge.
      
• You can filter by the Configuration, Funding, Program, Program Type, or CoC associated with the Units.
• You can filter by any custom filters that have been configured (additional details are available in Configuring the INVENTORY Dashboard).

Use the search feature to narrow the selections of each filter, if needed, then make your selections. Next, click on the map to apply the filters.

When any filter in the Filters panel is selected, a badge will appear on its icon to indicate how many filters have been selected. This feature serves as a visual cue for users who have closed the Filters panel and might not remember that the filters are being applied.

Overnight Unit/Bed Drop-ins

Overnight Unit/Bed Drop-ins can be added to any bed with an Available, Occupied, or Pending status from the INVENTORY Dashboard, with eligibility checking and optional enrollment steps built into the workflow. 

Adding Overnight Drop-ins

The Add Overnight Drop-in option is available in the unit's Action Menu when the Allow Overnight Drop-in setting is enabled. This option is available for all units except Offline, Inactive, and Reservations-enabled units.

When the Add Overnight Drop-in option is selected, a modal opens with the following workflow.

Step 1 - Confirm Drop-in Details

• Select bed, if applicable.
  • The bed list shows all beds within the selected unit, if applicable.
• Occupancy Start Date
  • Defaults to the current date, but remains editable.
• Occupancy Start Time
  • Defaults to the current time, but remains editable.
• Occupancy End Date
  • Auto calculates to the following morning.
    • The Occupancy End Date auto-calculates to the same day when the start time is between 12:00 am and the Default Drop-in End Time.
      • If the Start Date and the End Date are the same date, the system validates that the start time is earlier than the end time.

• The Occupancy End Time defaults to the unit's Drop-in End Time that was configured in the Overnight Drop-in Settings, but remains editable.

If the user selects a date/time period where the unit already has an overnight drop-in, then:

• The Next button is grayed out and cannot be clicked.
• There is a message that reads: "An overnight drop-in already exists for the date selected. Please change the date or select a different unit/bed."

Step 2 - Select Client

A client search window prompts the user to select a client for the overnight drop-in.

The user can search using the same search terms as other client Search bars. Filter options include:

• Alias
• First Name
• Last Name

When a user's row is clicked, the system starts calculating eligibility. After the system ends calculating, the user sees Eligible or Not Eligible.

• If the user has the Eligibility Override access right, regardless of the eligibility result, the Next button turns from gray to purple and is clickable.
  • If the user doesn't have the Eligibility Override access right, the Next button becomes enabled only if the eligibility result for the selected client shows Eligible. Otherwise, the button is gray and not clickable.
    • If the Prohibit Eligibility Override setting is enabled for the site to which the unit belongs, even if the user has the Eligibility Override access right, but the client isn't eligible, the Next button stays gray and not clickable
• When the client selected is not eligible, and the user cannot override eligibility, a warning message shows prompting the user to select an eligible client to move forward. The warning text is: "Please select an eligible client."

Step 3 - Completed or Program Enrollment

When the Require Program Enrollment for Drop-in setting is disabled, and you have selected an eligible client in Step 2, you complete the workflow on Step 3.

When the Require Program Enrollment for Drop-in setting is enabled AND the client does not already have an active enrollment in the unit's program during the drop-in date, the Enrollment screen for the program connected to the unit is available on Step 3.

• The Project Start Date will default to the Drop-In Start Date from the previous step, but remain editable.
  • The system will check to make sure the Project Start Date is earlier or equal to the Drop-In Start Date. If not, red text appears under the Project Start Date that reads: "Date must be on or before the Drop-In Start Date."

When the Require Program Enrollment for Drop-in setting is enabled AND the client has an enrollment that meets the following criteria for the unit's program, the system shows the message: "Client already enrolled. Overnight Drop-In is connected to the [Program Name] enrollment that started on [Project Start Date]."

• The Project Start Date is prior to the Occupancy Start DateAND
• The Project End Date is null or later than the Occupancy Start Date.

Step 4 - Completed

When the Require Program Enrollment for Drop-in setting is enabled, you will complete the workflow on Step 4.

When an Overnight Drop-in is created:

• The Unit's availability status updates the same way general occupancy records do.
• If the unit/bed has a pending occupancy, the pending occupancy should remain pending when an Overnight Drop-in is added.
  • When the pending occupancy becomes an occupancy, the system checks for any overnight drop-ins and splits the occupancy into multiple records to avoid overlapping dates between the occupancy and the overnight drop-in.
• The Unit's Occupancy History tab shows Occupied when a unit is occupied by an Overnight Drop-in.
• The unit should be treated as occupied for the overnight drop-in dates, so no additional occupancy can be added for the drop-in period, based on the drop-in dates/times.
• Overnight Drop-in records should display in the unit information card the same way general occupancy records do.

Ending the Overnight Drop-in

When the Overnight Drop-in record reaches the confirmed End Date and End Time, the unit will revert to the availability status immediately prior to the Overnight Drop-in.

• If the unit/bed was occupied, the original client's occupancy should begin again immediately after the Overnight Drop-in End Date and End Time.
• If the client was enrolled into a program for the Overnight Drop-in, the client will be auto-exited from the program at the same End Date and End Time they are exited from the Unit/Bed.
  • The system checks:
    • If there are only overnight drop-in activities within the client program, the system auto-exits the program on the End Date of the latest overnight drop-in.
    • If there are any activities with dates less than or equal to (<=) the End Date of the last overnight drop-in, the system auto-exits the program on the End Date of the latest drop-in.
    • If there are other activities for the next day or later after the last overnight drop-in End Date, the program does not auto-exit immediately. These programs may be auto-exited using Auto Exit Due to Inactivity settings.
    • If the client creates a second overnight drop-in (future dated) connected to the program enrollment that was created while creating the first overnight drop-in, the system should not auto-exit the enrollment until after the future drop-in.
  • The system populates all fields in the exit screen except for Project Exit Date and Destination with a response of "Data not collected."
  • The Project Exit Date will match the Occupancy End Date.
  • The destination will be recorded as "No exit interview completed."

Viewing Occupancy Records

A user can view occupancy records, including overnight drop-ins, in all relevant areas of the client record including:

• The Unit Card: Inventory-connected Unit/Bed occupancy records.
• The History tab: All occupancy records, including Overnight Drop-in records, display.
• The program Units/Beds tab: Program enrollment-connected Units/Beds and Overnight Drop-in records, display.

For more information about Overnight Drop-in occupancy records, refer to the Overnight Unit/Bed Drop-ins article. 

Public Alerts

The system shows Public Alerts in the Inventory dashboard. When a unit is occupied or pending occupancy, and the associated client has an active Public Alert, an Alert icon shows in the Inventory Dashboard, in the Unit row.

When the user hovers over the alert icon, the alert details show.

Users who have access to see the alert in the client record are able to see the alert in Inventory.

Unit Card

To display a pop-up card with detailed information on a unit, click on that unit on the list or click on that unit’s marker on the map. The Unit Card features tabs for Details, Occupancy, Beds (if applicable), Status, Funding, and Eligibility.

Details Tab

When you open the Unit Card, you will see the Details tab. The Overview section of the tab lists the Name, Agency, Building, Beds, Type, Site, Program, and Address for the unit. 

The More Information section of this tab displays any Housing Inventory Custom fields created by System Administrators.

Occupancy Tab 

Click the Occupancy tab to view the details for the unit’s current and previous occupants. Occupancy records appear in descending order from the top, with the most recent occupancy listed first.

Click the down arrow on an occupant’s listing to display the following details for that occupant, depending on the user’s sharing settings:

• Client name (other household members listed as applicable)
  
  

  Notes:

  When members of the same program household occupy different units, the display for the unit occupied by the client who is not the Head of Household (HoH) will list only that client, while the display for the unit occupied by the HoH will list all members of the program household.

  Refer to this example in which Tom Test (the HoH) occupies Unit 101 and Trey Test (a non-HoH member of the program household) occupies Unit 102.

  

  If Sharing Settings allow users to see the client profile (Clients Created = Full Shared), the user sees an arrow button ("Go to this client record" link) regardless of access role/access rights.

  

  If Clients Created = Basic Shared or Not Shared, the button will not appear. If the client is marked Private and the user cannot see the client’s profile, the button will not appear on the Unit Card for the client.

  When Sharing and Privacy settings allow it, the button is available for each occupant. Clicking the button opens the client profile screen in a new browser tab.

  

• Program entry date
• Program type
• Length of time in Unit (starts count when the unit moves to the Occupied status)
  • Future start dates for unit occupancy are displayed as “Starts on <date>.”
    
    
• Anticipated Availability
  • The Anticipated Availability date for a currently occupied unit comes from the Pending Occupancy End Date field on the Units/Beds tab in the PROGRAMS section of the client record for the unit’s current occupant.

The system will take into account the Sharing Settings for Clients Created and Service/Programs/Assessments Placed: 

• The system uses the phrase “Undisclosed Client" to describe the existence of a client record that a user is not permitted to view. 

• If a user viewing the occupancy information cannot see the client according to the “Clients Created” setting, then the system displays “Undisclosed Client” instead of the client name.
• The system also considers the program and the assessment connected to the unit. If the program and assessment are not shared for the user who is viewing the occupancy information, the system displays “Undisclosed Client” instead of the client name.
• The system also takes into account if a client, program, or assessment is set to “Private.” 

Status Tab

The Status tab lists Unit Status records in chronological order, with the most recent status listed first. Refer to our Unit/Bed Status article for details on adding/editing a status.

Eligibility Tab

Click the Eligibility tab to view all eligibility associated with the unit, including inherited eligibility.

Funding Tab

Click the Funding tab to view all the funding sources connected to the unit, including those inherited via programs, site, etc.

Beds Tab

Units with the Beds function enabled will have a Beds tab that displays a list of the beds in the unit.

Clicking the down arrow for a bed displays tabs for viewing Details, Occupancy, Status, and Eligibility information about the bed.

Click CLOSE at the bottom of the Unit Card when you are done, click the X icon, or click anywhere outside the unit card to close them.

Unit Photo

If a photo of the Unit has been uploaded to the system, it will be displayed on the Unit Card. 

If no photo has been uploaded for a particular unit, the system will display the photo of the current default Unit Configuration Type. If there is no Unit Configuration Type photo, the system will display the current default building photo. 

If there are no associated default photos, the system will not display a photo for the unit.

 

Editing Units and Bulk Editing

One or more inventory units can be edited directly from the Inventory dashboard if a system administrator has enabled Housing Inventory Unit Screen Field Editor Settings and the end user has the appropriate access rights to edit and/or bulk edit units. This feature is available in both the default view and map view. 

End Users with the appropriate access rights can select one unit, multiple units, or select All. Once one or more units are selected, a pop-up appears with the number of units selected, an option to clear the selection,  and a Modify Selected Units button. 

When the end user clicks on the Modify Selected Units button, a window opens to show all Unit Screen fields where a system administrator has enabled Housing Inventory Unit Screen Field Editor Settings and the end user has the appropriate access rights to edit and/or bulk edit units.

The  Update Selected Unit(s) modal shows the name of the field when one unit is selected (like the example above) and blank fields when multiple units are selected. 

To edit/bulk edit:

• The end user must click the checkbox next to each field they want to modify for the unit(s)
  • There is a select all option and an option to clear the selection
  • If a field is not selected, it will keep its original value
• The end user selects the option for each field they want to modify for the unit(s)
• The end user can click Cancel or the X icon in the top right corner to leave the Modify Unit(s) screen
• The end user will click Save when they have made their selections to update the unit(s).

If there are no fields available to edit, the window shows the following message:

“Nothing to edit. Unit details will be displayed here when they are available for editing.”

Exiting the INVENTORY Dashboard

To exit the INVENTORY dashboard, click the Launchpad icon in the upper right corner of the screen and select the desired function.

 

Updated: 08/10/2026