Inventory

Inventory Tab

 

INVENTORY is a robust tool that includes a map view for viewing Unit details and locations.

Configuring the Inventory Tab

Access Role Permission

To access the Inventory module, users will need to have the Inventory access role permission enabled. This permission is available for Admin, Manager, and Enterprise Role Types. Other pre-existing sharing settings will control what users can see in Inventory.

Staff Inventory Access

The ability for an agency’s users to view Units in the Inventory module is controlled by a Staff Inventory Access setting on the AGENCY OVERVIEW page.

This setting provides a picklist with three options:

  • “Agency”: The agency’s users will only be able to see Units in that agency. This is the default selection for this picklist. 
  • “Coordinated Entry Type”: The agency’s users will be able to see all Units in either the CoC or the Primary Sharing Group, depending on the system’s Coordinated Entry Type setting.
  • “System”: The agency’s users will be able to see all Units in the system.

Individual Staff Member Inventory Access

To control an individual staff member’s ability to view Units in the Inventory module, use the Inventory Access setting on the MANAGE > STAFF page.


This setting provides a picklist with four options:

  • “Agency Default”: The staff member will be able to see Units according to the level selected for the agency’s Staff Inventory Access setting (set on the AGENCY OVERVIEW page). This is the default selection for this picklist. 
  • “Agency”: The staff member will only be able to see that agency’s Units.  
  • “Coordinated Entry Type”: The staff member will be able to see all Units in either the CoC or the Primary Sharing Group, depending on the system’s Coordinated Entry Type setting.
  • “System”: The staff member will be able to see all Units in the system.

Using the Inventory Tab

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

Screen Orientation

The display includes the following:

  1. List of Units in alphanumeric order
  2. 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.
  3. Aggregate Cards:  This display indicates Total Units, % Available, % Pending, % Offline, and Total Beds. The display updates as you apply different filters.
  4. Items per page: limits the number of Units that will be displayed on the map at one time (for example, if Items per page is set 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).
  5. Filters for selecting the types of Units that are displayed 
  6. The Settings icon provides two 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.
  7. Clarity Inbox
  8. Launchpad
  9. Icon showing the user’s initials
    - Clicking this icon displays the name of the agency you are currently switched into.
    - Other agencies that are available to switch into (if any) are displayed in a Switch Agency drop-down menu.

The system displays the following details for each Unit:

a. Unit name
b. Unit Configuration Type name
c. Address (building address if available; otherwise, the site address)
d. Status (Available, Occupied, Offline, Pending Occupancy)
e. Name of the agency under which the Unit is configured
f. Site name
g. Building name
h. Program name
i. Funding Sources applied to the Unit
j. Number of beds in the Unit

Filters

Depending on the user’s access settings, all Units available to the user are displayed initially. You can refine the display according to Status, Agency, Site, and Building by using the filters in the top left corner of the screen. Select as many options as desired from each filter, then click on the map to apply the filters.

  • Status
    • 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 expected to be available again at some point in the future.
    • 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).
  • Building
    • To display Units associated with specific buildings, scroll through the list and select the desired Building(s).

Click the filter icon in the upper right corner to filter by Configuration, Funding, Program Type, and CoC.

Clicking this icon displays a panel of drop-down options that will allow you to filter the Unit display according to Configuration, Funding, Program, Program Type, and CoC, as well as any custom filters that have been created. Make your selections, then click on the map to apply the filters.

Pop-Up 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, Funding, and Eligibility.


The header of the pop-up card includes an “edit” icon that is visible only to System Administrators. Clicking the icon opens the unit management page. 

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 allows you to display Housing Inventory Custom fields that are attached to Housing Inventory screens. System administrators can enable this feature for a field by turning on the field's Display on Inventory Card toggle in the SCREEN FIELD EDITOR.

Fields for which you have enabled this toggle will appear in the More information section of the Details tab.

Enabling the Display on Inventory Card toggle will also cause the Include As Inventory Filter toggle to appear for use in adding the field as a custom filter on the map.

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)
  • 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 is entered in the Pending Occupancy End Date field on the Units 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 full 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 full client name.
  • The system also takes into account if a client, Program, or Assessment is set to “Private.” 


Funding Tab

Click the Funding tab to view all the funding sources connected to the Unit, including those inherited via Program, Site, etc.


Eligibility Tab

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

Click CLOSE at the bottom of the pop-up when you are done.

Unit Photo

If a photo of the Unit has been uploaded to the system, it will be displayed on the Unit Card. Photo size is limited to 10 MB. You will be able to crop the photo to a 3:2 aspect ratio after you upload it.

 

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.

Exiting the Inventory Tab

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