INVENTORY Dashboard

This article explains how to use the INVENTORY Dashboard, which features a map view that allows you to view Unit details, occupancy, funding, and locations.

This article explains how to use INVENTORY’s dashboard view for viewing Unit details and locations. For information on configuring the permissions and settings associated with 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

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 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).
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. Availability (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

• Users who hover over the bed icon for a Unit with the Beds functionality will see a breakdown of the occupancy status of the Beds that have been set up for that Unit.
  

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. Select as many options as desired from each filter, then 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).
• Building
  • To display Units associated with specific buildings, scroll through the list and select the desired Building(s).

The filter icon in the upper right corner allows you to 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).

Make your selections, then click on the map to apply the filters.

When any of the filters in the Filters panel are selected, a badge will appear on the filter icon to indicate the number of filters that 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.

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)
  

  Note: 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.

• 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.

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.

Click CLOSE at the bottom of the Unit Card to close the card.

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: 10/23/2023