Inventory

INVENTORY: Units

 

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, select Units & Beds, then click on ADD NEW UNIT

 

Clicking on ADD NEW UNIT will open a new window for completion.

  1. Unit Name: Enter the Unit Name here.
  2. Status: Active, Inactive, or Offline (More information about Offline below). 
    • Active: The Unit is active and ready for use.  
    • Inactive: The Unit is no longer active and is not expected to be active again in the future. However, because the user needs to retain historical information, the Unit will not be deleted.
  3. Description: Enter a detailed description of the Unit here. 
  4. Unit Configuration*: This allows for assigning a pre-configured Unit Configuration Type. If Create New Unit Configuration Type is selected, this allows the creation of a new Unit Configuration Type. For more about Unit Configuration Types, please visit our Unit Configuration Type article.
  5. Eligibility**: This is similar to other Eligibility functionality within Inventory. For more information, please visit our Inventory and Eligibility article.
  6. Custom Fields: System Administrators can add Custom Fields they deem essential for collection. For more information about Custom Fields, please visit our Inventory and Eligibility article.
*Note: The selected Unit Configuration Type is assigned as the Current Configuration. Additional information is included later in this document.
**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.

If Status is "Offline," additional fields appear for completion. Select "Offline" if the Unit is temporarily unavailable (due to maintenance or another specific reason) but is expected to be online again at some point in the future.

  1. Offline Reason: In this text box, include the reason the Unit is offline. Keep this short; you can add additional detail in the offline Description box.
  2. Description: Here, include all the details needed to describe why the Unit is Offline. 
  3. Offline Start Date: Automatically defaults to the current date.  
  4. Offline End Date: Include the date the Unit will be available again. 

Click SAVE CHANGES 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. You can find more information about Unit Configuration below: 

Important Considerations During Setup 
The first Unit Configuration Type added to a Unit will land in the Current Configurations section with an “As of” date as the date created.
Only one Unit Configuration Type can be in the Current Configurations section at a time.
The “As of” date within Upcoming Configurations determines what Unit Configuration Type will replace the Unit Configuration Type within Current Configurations. 

 

  1. Current Configurations: The Unit Configuration Type in use. 
  2. Upcoming Configurations: Unit Configuration Types that are expected to replace Current Configurations shortly.
  3. Available Configurations: Unit Configuration Types that are neither Upcoming Configurations nor Unavailable Configurations. How you use this is up to you and your community. 
  4. Unavailable Configurations: All Unit Configuration Types created within a building will default to this value and remain here until you move them to Available Configurations or Upcoming Configurations.

Note: When the “Start Date"  of an upcoming Unit Configuration matches the current date, the record will move from Upcoming Configurations to Current Configurations. Please keep in mind the system will update early in the morning of the “Start Date."

Once a Unit is added to Upcoming, Available, or Unavailable, you can move Unit Configuration Types as needed. To move a Unit Configuration Type, hover over a Unit Configuration Type and drag and drop to the desired block.

 

Note: Unit Configuration Types cannot be dragged and dropped directly into or out of the Current Configurations block. All Unit Configuration Types moved to Upcoming Configurations are moved automatically based on the “Start Date."

 

UNIT PHOTOS

Please refer to the Adding Housing Inventory Photos article.

UNITS Page

Selecting Units & Beds from the sidebar displays the UNITS page, which lists the Units that have been created for that Building (or Site, if the Site has no Buildings).

The Availability column indicates the Unit’s status. For Units with a status of “Pending Occupation” or “Occupied”:

  • The trash can icon will be hidden to prevent those records from being deleted.


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

 

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.

The current sections available under Building Resources are Overview, Programs & Projects, Funding Sources, Eligibility, and Configuration History.

 

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. 

 

Programs & Projects

Adding a Program isn’t available at the Units level.

Note: The Unit is automatically assigned whichever Program 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. Sections listed 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 that have been created from the Funding tab. Toggle on the desired Funding Sources, then click ADD.

To associate a Funding Source with the Unit, click ADD FUNDING SOURCE. The ADD FUNDING SOURCE window will display Funding Sources that have been created from the Funding tab. Toggle on the desired Funding Sources, then click ADD.

You will receive a warning if adding a Funding Source at the Building, Unit Configuration Type, or Unit level if the parent level has the same funding source assigned.  

 

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

 

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.

 

Occupancy History

Click on Occupancy History in the sidebar to view a Unit’s occupancy history, chronologically stored, with the ability to view the project/program in which the relevant clients were enrolled during that stay.

The occupancy records appear in chronological order, 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.

 

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 Configuration Type, 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 of the possible ways a client could interact with a Unit, such as a referral, an enrollment, etc.

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.