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, then click on ADD NEW UNIT

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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    • Inactive: The Unit is no longer active and is not expected to be active again in the future.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, the Unit will not be deleted because the user needs to retain historical information.
  3. Description: Enter a detailed description of the Unit here. 
  4. Unit Configuration*: This allows for assigning a pre-configured Unit Configuration Type. Selecting Create New Unit Configuration Type 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. Please visit our Inventory and Eligibility article for more information about Custom Fields.
*Note: The system selects Unit Configuration Type 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 in the future.

  1. Offline Reason: In this text box, describe why 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 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. 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 designation 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 that the system will update early in the morning of the “Start Date.”

After adding a Unit Configuration Type to the Upcoming, Available, or Unavailable section, you can move it to a different section as needed. To move a Unit Configuration Type, hover over a Unit Configuration Type and drag and drop to the desired section.

 

Note: You cannot drag and drop Unit Configuration Types 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 created for that Building (or Site, if the Site has no Buildings).

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The Availability column indicates the Unit’s 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.

  • 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 listed 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 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 is divided into 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.

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 system uses the following categories to describe the various stages of a Unit’s occupancy:

Category

Description

Start Date

End Date

Occupied

A client is within the Unit

Date when the client begins Unit occupancy.

The date when the client left the Unit (or “Active” if the client is still in the Unit).

Referral: Pending

There is a pending referral to the Unit.

The date the referral was made.

“Active”

Referral: Denied

A pending referral to the Unit was denied.

The date the referral was made.

The date of denial.

Referral: Expired

A pending referral to the Unit has expired.

The date the referral was made.

The expiration date of the referral.

Referral: Complete

A pending referral to the Unit was completed.

The date the referral was made.

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

Offline

The Unit is Offline.

The date the Unit went Offline.

Last day the Unit was Offline.

Inactive

The Unit is Inactive.

The date the Unit became Inactive.

Last day the Unit was Inactive.

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.

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, an “Occupied” record is added.

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 and can’t be manually added to a different 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.


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 of the 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.