Inventory

INVENTORY: Units

 

A "Unit" reflects an actual, physical Unit within a living structure. Units will have Unit Numbers (where applicable), physical attributes of the Unit, custom fields, and the ability to assign Eligibility and Funding Sources.

Adding a New Unit

To add a new Unit, navigate to SITES > Housing Inventory, then click on the Edit icon next to the appropriate Site. Under Site Resources, select Buildings & Units, then click on the Edit icon next to the appropriate Building. Under Building Resources, choose Units & Beds. The UNITS page appears. 

units 4

Click ADD NEW UNIT. Complete the fields in the ADD A NEW. UNIT screen.

  • Unit Name: Enter the Unit Name here.
    • When Units appear in a list in the system (Inventory tab, UNITS page, etc.), the system sorts them alphanumerically. To ensure that the Units are sorted in the correct order if their names include numbers, you will need to include enough zeroes in front of each number so that all numbers have an equal number of digits. For example:
      • If the numbers go up to 3 digits, name them 001, 002, 003, etc.
      • If the numbers go up to 4 digits, name them 0001, 0002, etc.
  • Unit Start Date: This date can be before the Status Start Date if appropriate to allow for backdating the Unit's status history.
  • Status: Select Active, Inactive, or Offline. 
    • Active: The Unit is active and ready for use.  
    • Inactive: The Unit is not active. However, the Unit will not be deleted because the user needs to retain historical information.
    • Offline: The Unit is temporarily unavailable (due to maintenance or another specific reason) but is expected to be online again in the future. If you select Offline, additional fields appear for completion:

      • Offline Reason: Select a reason for the offline status. (System Administrators create these picklist options in the FIELD EDITOR for the offline_reason field.)
      • Offline Description: Describe why the Unit is offline.
  • Status Start Date is required; Status End Date is optional.
  • Description: Enter a detailed description of the Unit. 
  • Unit Configuration: Select one of the Unit Configuration Types in the list, or choose "Create New Unit Configuration Type" to create a new Unit Configuration Type. 
  • Eligibility: This is similar to other Eligibility functionality within Inventory. For more information, please visit our Inventory and Eligibility article.

Note: When a Site is assigned a program with eligibility (either direct eligibility or eligibility inherited through a Funding Source assigned to the program), the Site's Eligibility toggle automatically toggles on and becomes greyed out. The same logic applies if a program is assigned to a Building or a Unit Configuration Type, and the current logic of inheritance (from Site > Building > Unit Configuration Type > Unit) still applies.

  • Enabling Automatic Offline Status means that the system automatically creates an Offline status for a Unit/Bed when a client exits. Refer to Automatic Offline Status for details.
  • Custom Fields: System Administrators can add Housing Inventory Custom fields as appropriate, such as the ADA Unit field shown in the example above. If desired, a Housing Inventory Custom field can be designated as a Field Marker to enable data to cascade to the level below it (from a Site screen to a Building screen, for example).

    When a Unit record is created, the Unit Configuration Type is not immediately applied to the Unit at the time of creation; therefore, for fields that cascade data, the system will look at the Building levels. Fields set as Field Markers cascade to the Unit page each time a Unit Configuration Type changes. 

Click ADD RECORD to create the Unit.

Note:   Once you create the Unit, the Unit Configuration field is no longer available.

Unit Configurations

Once you create the Unit, the UNIT CONFIGURATIONS section appears on the MODIFY UNIT page.
 

  1. Current Configuration: This is the Unit Configuration Type currently in use. The first Unit Configuration Type added to a Unit will appear in this section with the date it was created listed as the Start Date.
  2. Upcoming Configurations: These are Unit Configuration Types that are expected to replace Current Configurations shortly.
  3. Available Configurations: These are Unit Configuration Types that are neither Upcoming Configurations nor Unavailable Configurations. How you use this designation is up to you and your community. 
  4. Unavailable Configurations: Each Unit Configuration Type created within a building will appear in this section and remain here until you drag and drop it into Available Configurations or Upcoming Configurations.


When you drag a Unit Configuration Type into Upcoming Configurations, a pop-up will appear for you to enter the As Of Date

This date, displayed in the Upcoming Configurations section as the Start Date, determines when a Unit Configuration Type in Upcoming Configurations will replace the Unit Configuration Type within Current Configuration.

Notes:

  • When the Start Date of a Unit Configuration Type in Upcoming Configurations matches the current date, the system moves the Unit Configuration Type from Upcoming Configurations to Current Configurations. This update happens early in the morning of the Start Date.
  • You cannot drag and drop Unit Configuration Types directly into or out of Current Configurations. The only way for a Unit Configuration Type to move to Current Configurations is for the system to move it automatically based on the Start Date.
  • If a Unit Configuration Type is moved into Upcoming Configurations without having an assigned program, the system displays a warning banner:

    The banner will remain until a program is assigned to the Unit Configuration Type. If a program is not assigned to the Unit Configuration Type before the Unit Configuration Start Date, the Unit will not appear in the Unit Queue or be included in the Available Units list in the Units tab.

  • If a Unit's bed count or information changes, that Unit should be assigned a new Unit Configuration Type reflecting a correct As Of Date. This will allow for the correct information to be included in a Bed/Unit inventory record moving forward.
    If an assigned UCT to a Unit has incorrect information, such as an incorrect number of Beds due to a data input error, that is when the UCT record should be adjusted directly, and this UCT adjustment will recalculate all historical Bed/Unit inventory records for Units associated with this UCT assignment with the adjusted information. 
  •  If you move a UCT into the Upcoming Configurations section and enter an As Of Date that is before the Unit Start Date, the system will underline the As Of Date in red.
  • If the number of Beds in a Unit's upcoming UCT is less than the number of Beds that are either occupied or have pending occupancy in the current UCT, the system sends a notification for the user to either end the current occupancy or adjust the upcoming UCT. Refer to INVENTORY: Beds for details.

  • When a user assigns a new UCT to the Unit, the system displays the following pop-up if the upcoming Unit Configuration Type is not suitable for the existing occupancy: "This upcoming unit configuration conflicts with a current unit occupancy during that date range. Please adjust the client occupancy dates or unit configuration type dates as appropriate."


Unit Photos

Refer to the Adding Housing Inventory Photos article.

UNITS Page

Selecting Units & Beds from the sidebar displays the UNITS page, which lists the Units created for that Building (or Site, if the Site has no Buildings). Units will be listed alphabetically by Unit Name, but you can sort by Unit Configuration Type, Beds, and Availability by clicking those column headers.

units 2

The Availability column indicates the Unit's occupancy status. For Units with a status of "Pending Occupancy" or "Occupied":

  • The system will hide the trash can icon to prevent those records from being deleted.

  • Click the down arrow next to the Unit's status to view details about the occupant(s).



Unit occupancy status is affected by Bed occupancy status. Refer to INVENTORY: Beds for details.


Unit Resources Sidebar

Clicking the Edit icon next to a Unit will display the MODIFY UNIT screen for that Unit, along with the Unit Resources sidebar, where you can make additional configurations.

Overview

Clicking Overview in the sidebar displays the MODIFY UNIT screen. This screen contains the fields completed for the Unit at creation, which you can modify at any time. 

Unit Status

The Unit Status section of the Unit Resources sidebar is used for creating "Inactive" or "Offline" status records for the Unit.

Note: Users with the appropriate permissions can also add a Unit Status via the Unit Card in the Inventory map.

The status assigned to a Unit when it is created will be the first record in the Unit Status section. The Status Start Date (and Status End Date, if applicable) from the ADD A NEW UNIT screen will be listed as the Start Date and End Date for this record.

If the first record for the Unit is an "Active" status, users can click the Edit icon for this "Active" status to adjust the Start Date for the Unit at any time, as long as it is not later than the Start Date of any Inactive/Offline status record or the earliest occupancy for the Unit.

The system will automatically create and modify "Active" status records where there are gaps between "Inactive" and "Offline" status records. The system displays the "Active" records will be displayed on the UNIT: UNIT STATUS list, but users will not be able to add, delete, or modify these "Active" records except for an "Active" Start Date which is the first status record for a Unit.

Note: If the Automatic Offline Status toggle is enabled at the Site level, the system automatically creates an Offline status for a Unit within the Site when a client exits the Unit.


To add a new Unit status, click ADD INACTIVE OR OFFLINE STATUS.

Note: You will not be able to add an "Offline" or "Inactive" status for a Unit that has a pending referral or a future-dated occupancy.


The ADD STATUS pop-up appears. Select "Offline" or "Inactive."

The Start Date field defaults to the current time (rounded to 15-minute increments) and date. To adjust the date and time, click the Start Date field, select the appropriate date and time, then click Done. Add an End Date if applicable.

Note: A Unit can have more than one status in a day (for example, if a Unit needs to be offline from 1:00 pm - 5:00 pm for maintenance but is active before 1:00 pm and after 5:00 pm).


If you select "Offline" for the Status, you will also need to choose an Offline Reason from the drop-down menu. Enter any additional details in the optional Description field.

Notes:

  • Unit status affects Bed status. Refer to INVENTORY: Beds for details.
  • A Unit with an active "Offline" or "Inactive" status will not be available during those status dates for connection to a client within the Units tab or from a pending Unit referral.
  • Units with a future-dated "Offline" or "Inactive" status will be available for referral from the Community Queue and Unit Queue and can be connected to a referral for an occupancy that is outside of the actual Offline/Inactive Dates. If there is an overlap between Offline or Inactive status dates and a Unit occupancy resulting from a referral, the system will display a warning banner.

  • If a future-dated "Offline" or "Inactive" status is added to a Unit that has a pending referral, and a user attempts to complete the pending referral for an occupancy that is during the Inactive/Offline data range, the system will display a pop-up saying that the referral will be completed to the program but not to the Unit.
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After completing the ADD STATUS pop-up, click ADD

If you add an "Inactive" or "Offline" status with an End Date for a Unit that does not have an Inactive/Offline record starting the following day, the system displays a pop-up saying: "The [Status Name] End Date is set to [Status End Date]. This Unit will automatically become Active after the assigned 'Status Name' period ends, and an Active status record will be added on [end date plus 1 day] if there are no future date unit status records that begin on that date."

In the example below, after a user entered an "Offline" status for April 11-15, the system automatically created an "Active" status starting on April 16. While the initial "Active" status can be edited, and the "Offline" status can be deleted or edited, the "Active" status that starts on April 16 cannot be deleted or edited because it was automatically added by the system.edit status options

Note: If you attempt to enter a status with dates that overlap the dates of another status, the system will underline the date field(s) in red. You will not be able to save the new status until you adjust the date(s) accordingly.

Programs & Projects

The ability to add a program at the Unit level is not available.

Note: The Unit is automatically assigned the program that is assigned to the Unit Configuration Type (or whichever program the Unit Configuration Type inherited from the parent level(s).

Funding Sources

To view or add Funding Sources for a Unit, click the Funding Sources section of the sidebar. The page contains sections listing the funding inherited from the Site, Building, and Unit Configuration Type levels. In the PROGRAM FUNDING section, you will see any active Funding Sources inherited from a Program assignment.

To associate a Funding Source with the Unit, click ADD FUNDING SOURCE

The ADD FUNDING SOURCE window will display Funding Sources created from the Funding tab. Toggle on the desired Funding Sources, then click ADD.

add funding source

The system displays a warning if you add a Funding Source at the Building, Unit Configuration Type, or Unit level if the parent level has the same funding source.  

Eligibility

To view or add Eligibility for a Unit, click the Eligibility section of the sidebar. In the [unit name]: ELIGIBILITY section, you will see any Eligibility inherited from higher levels. Any Eligibility you have set up under Funding Sources will also display.

To associate Eligibility criteria with a Unit, click Eligibility in the sidebar and then click ADD REQUIREMENT


You can hover the mouse over the information icon to display a tooltip showing the source(s) of inherited Eligibility criteria. The listing will also include any eligibility inherited from assigned sub-grants.

Configuration History

Click on Configuration History in the sidebar to view, add, and modify the Start and End Dates for Unit Configuration Types for this Site.


Bed List

If the Unit has Beds enabled, a Bed List link appears in the sidebar. Users may click Bed List to view Bed occupancy details, view Bed status, and add an Offline status.

Refer to our INVENTORY: Beds article for details.

Occupancy History

Click on Occupancy History in the sidebar to view a Unit's occupancy history (including Beds, if applicable), chronologically stored, with the ability to view the project/program in which the relevant clients were enrolled during that stay.

The system uses the following categories to describe the various stages of occupancy:

Category

Description

Start Date

End Date

Occupied

A client is within the Unit/Bed

Date when the client begins Unit occupancy.

The date when the client left the Unit/Bed (or "Active" if the client is still in the Unit).

Referral: Pending

There is a pending referral to the Unit/Bed.

The date when the referral was made.

"Active"

Referral: Denied

A pending referral to the Unit/Bed was denied.

The date when the referral was made.

The date of denial.

Referral: Expired

A pending referral to the Unit/Bed has expired.

The date when the referral was made.

The expiration date of the referral.

Referral: Complete

A pending referral to the Unit/Bed was completed.

The date when the referral was made.

The date the referral was connected to the Unit/Bed/Program.

Offline

The Unit/Bed is Offline.

The date the Unit/Bed went Offline.

Last day the Unit/Bed was Offline.

Inactive

The Unit/Bed is Inactive.

The date the Unit/Bed became Inactive.

Last day the Unit/Bed was Inactive.

The occupancy records appear chronologically, with the most recent listing at the top. The Start Date and End Date columns are sortable. Clicking on the Start Date and End Date column headers will sort the rows by date.

A Type filter allows the user to view "Beds," "Units," or "All." If the user selects the "Beds "option, a multi-select Beds picklist appears for the user to select which Bed(s) to view. 

  • "Referral" records cannot be deleted from this page.
    • "Occupied" records can be deleted from this page. Deleting the record will remove the Unit from the client program.
    • When the user deletes an "Occupied" record that has an associated referral, the "Referral: Complete" record will become" 'Referral: Pending." 
  • When the user clicks the trash can icon to delete an "Occupied" record, the system displays the following pop-up: "By deleting this unit occupancy, this will remove the client's unit assignment for this occupancy system-wide."

Clicking the program name associated with the current "Occupied" record will take you to the Units tab of the program enrollment. 

If you delete the program associated with the Unit occupancy from the client's record, the system will update the Occupancy History page as follows:

  • The "Referral: Complete" record will change to "Referral: Pending."
  • The End Date will be deleted from the "Referral: Pending" record.
  • The "Occupied" record will be deleted.

Unit Occupancy Logic

Starting on the date a referral is sent to a Unit, the Unit will have a status of "Pending Occupancy" on the UNITS page and a category of "Referral: Pending" on the Occupancy History page until one of the following happens:


If this happens:

The status on the UNITS Page changes from "Pending Occupancy" to

The category on the Occupancy History Page changes from "Referral: Pending" to

The referral expires
(according to its associated Referral Settings).

"Available"

"Referral: Expired"

The referral is denied.

"Available"

"Referral: Denied"

The referral is connected to the Unit.

"Occupied"

"Referral: Complete"

Also, the system adds an "Occupied" record.

The "Pending Occupancy" status also applies for a Unit that is manually added to a Program enrollment via the Units tab with a future start date (as long as the Unit Start/End Dates do not conflict). The future Unit Start Date will be the "Pending Occupancy Start Date."

A Unit with a "Pending Occupancy" status will not be available in the Unit Queue or the client's Units tab until the referral expires, the referral is denied, or the client is exited from the Unit.

Each Unit can have only one referral at a time.

One client's End Date for a Unit can be the same as another client's Start Date for the same Unit.

Navigation Path

You may click the links near the top of the Unit Resources sidebar to return to the Site or Building level.


Deleting Units

To delete a Unit, click the trash can icon next to the Unit name on the UNITS page.


The system uses the following logic for the deletion of Sites, Buildings, Unit Configuration Types, and Units:

  • If all client interactions* affecting a Unit are deleted, then the Unit itself can be deleted.
  • If all client interactions associated with all Unit Configuration Types have been deleted, then the Unit Configuration Type can be deleted.
  • If all client interactions affecting all Units within a building are deleted, then the Building itself can be deleted, as long as there hasn't been any other client activity associated with the Building.
  • If all client interactions affecting all Buildings within a Site are deleted, then the Site can be deleted.

*"Client interactions" are any possible ways a client could interact with a Unit, such as a referral or an enrollment.

Audit Log 

Once you create a Unit, you will see an Audit Log to the right of the SAVE CHANGES button.

Click on Audit Log to view changes made to the Unit. 

Updated: 1/31/2023