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Program Setup: Program Visibility

The program setup setting formerly known as Public Listing has been redesigned and replaced with more granular Program Visibility settings, giving administrators more precise control.

The functionality described in the article will be available on training sites on June 2, 2026, and on production sites on June 16, 2026. Screenshots are coming soon!

Table of Contents

Overview

Comprehensive updates have been made to how programs are visible and available during the referral process. The program setup setting formerly known as Public Listing has been redesigned and replaced with more granular Program Visibility settings, giving administrators more precise control. This update improves data quality, streamlines the user experience, and more effectively integrates Inventory into the referrals process.

Access Rights

Access rights were updated to control which users can make referrals from each referral area.

The following access rights were updated:

  • The Create Referrals access right label was changed to Create Program Referrals - Client Record.
    • The update removed the ability to reassign Community Queue (CQ) referrals to programs. This ability is assigned to a new access right (See the Create Community Queue Referrals access right below).
    • The update removed the ability to send referrals from the Eligibility Determination screen to programs. This ability is assigned to a new access right (See the Create Program Referrals - Eligibility Determination Screen access right below).
  • The Refer Directly to Community Queue access right label was changed to ‘Create Community Queue Referrals.
    • The update removed the requirement for the Create Referrals access right to be enabled.
  • The Referrals - Send Restricted Referrals access right label was changed to Create Referrals to Limited Units.
    • We updated functionality to remove the logic below. Users with Create Referrals to Limited Units are still able to refer to other programs when visibility allows:
      • The previous functioning of the Referrals - Send Restricted Referrals access right limited the ability of a user to refer to other programs, even if they are publicly listed.
  • The Referral Matchmaker access right was updated.
    • When enabled, users can reassign CQ referrals to units/beds.
    • When enabled, users can refer to programs from any referral area unless Program Visibility = None
The following access rights were added:
  • The new Create Program Referrals - Eligibility Determination Screen access right was added.
    • This access right is available for all Access Role Types.
      • It is enabled by default for access roles with the Role Type = Admin by default.
    • The user must have the Referrals access right enabled to enable this access right.
    • This access right allows the user to make a referral to an available program from the Eligibility Determination screen.
  • The new Reassign Community Queue Referrals access right was added.
    • This access right is available for all Access Role Types.
      • It is enabled for access roles with the Role Type = Admin by default.
    • The user must have the Referrals access right enabled to enable this access right.
    • This access right allows the user to reassign a referral to a program and to a unit, when applicable.
      • For users with access to a Unit Queue: the user sees the Refer button on the Unit Queue if the Reassign Community Queue Referrals access right is enabled for the user.

The following access right has been removed:

  • The Referrals - Community Queue Reassign To Unit access right and associated logic has been removed.

Program Visibility Settings

The Public Listing field on program setup was split into different settings for each referral area and renamed Program Visibility. A new option was added to select Limited for program visibility, allowing users to determine where programs are available for referral and which agencies, users, and access roles can make referrals, thereby improving referral accuracy.

Three new independent fields replace the single Public Listing picklist on a program’s setup:

  • Program Visibility: Community Queue/Unit Queue
    • This setting affects program visibility on Community Queue / Unit Queue referral reassignments.
  • Program Visibility: Client Referrals Tab
    • This setting affects program visibility for referrals that take place on the client’s Referrals tabs.
  • Program Visibility: Eligibility Determination Screen
    • This setting affects program visibility for referrals that take place from Eligibility Determination.

All Program Visibility fields include the following options:

  • Public
  • Limited
  • Agency
  • None

The Program Visibility picklist definitions are:

  • Public: All other agencies in the referral setting can send referrals from the relevant screen.
  • Limited: Choose which agencies/users and/or access roles can send referrals from the relevant screen.
  • Agency: Only the program's agency can send referrals from the relevant screen.
  • None: No referrals can be sent to the program from the relevant screen.
    • When None is selected for Program Visibility: For the client Referral tab AND Eligibility Determination screen, the Direct Unit/Bed Referrals field is hidden.
    • Users that have Referral - Matchmaker enabled cannot make referrals when the program visibility is None.

Public Option Details

All three of the new Program Visibility fields default to Public for new program creation.

Limited Option Details

If the Limited option is selected, the system shows dependent fields.

When the Limited option is selected for the Program Visibility: Community Queue/Unit Queue setting, a multi-select picklist field Community Queue/Unit Queue Limit Type appears with the following options:

  • Agency/User
  • Access Role

If the Limited option is selected for the Program Visibility: Client Referrals Tab setting, a multi-select picklist field Client Referral tab: Limit Type appears with the following options:

  • Agency/User
  • Access Role

If the Limited option is selected for the Program Visibility: Eligibility Determination Screen setting, a multi-select picklist field Client Referral tab: Limit Type appears with the following options:

  • Agency/User
  • Access Role

The user can allow specific agency/user and/or specific access roles to create referrals for a program. The following fields were added for this purpose:

  • Community Queue/Unit Queue Limited: Select Agencies/Users
  • Community Queue/Unit Queue Limited: Select Access Roles
  • Client Record Limited: Select Agencies/Users
  • Client Record Limited: Select Access Roles
  • Eligibility Screen Limited: Select Agencies/Users
  • Eligibility Screen Limited: Select Access Roles
Limited: Agency/User Option Details

Agency/User is a hierarchical multi-select list of all Active non-deleted users grouped by Active, non-deleted common agencies in the relevant referral setting. Informational Agencies are not included. Users are listed under their home agency.

  • When an agency’s checkbox is checked, all the users within the agency are selected.
    • Users with additional agency access to the agency will also be included in the permissions, even though they do not show in the list.
  • Expand an agency to view and select specific users within that agency.
  • There is a search bar to help the user find the user names in the list.
    • The users selected can send referrals to this program when the Reassign Community Queue Referrals access right is enabled in their access role.
  • This field is only visible if the Agency/User field is enabled within the Limit Type field.
    • If this field is shown, selecting the Agencies/Users is required.

If the Agency/User field is not enabled within the Community Queue/Unit Queue Limit Type field, any user is able to reassign referrals to this program if their access role/access rights allow.

Limited: Access Role Option Details

Access Role is a hierarchical multi-select list of all active access roles, grouped by Role Type.

  • Users with the selected access roles are able to reassign referrals to the program.
  • The access role can be assigned to the user’s home agency or through additional agency access.
  • This field is only visible if the Access Role field is enabled within the Limit Type field.
  • If the Access Role field is enabled, selecting the Access Role(s) is required.
  • If the Access Role is not enabled, users with any access roles are able to reassign referrals to this program

When multiple options are selected, all selected dependent fields display. Users who meet at least one criteria are able to see the program and make referrals when their access rights allow.

Agency Option Details

When Agency is selected for Program Visibility, only the users at the program's agency and Referral Matchmakers can send referrals from the relevant screen.

None Option Details

When None is selected for Program Visibility for the client Referral tab AND Eligibility Determination screen, the Direct Unit/Bed Referrals field is hidden.

If all three Program Visibility fields are set to None, the Direct Unit/Bed Referrals field is hidden.

Users that have Referral - Matchmaker enabled cannot make referrals when the program visibility is None.

Field and Logic Changes

The following fields and associated logic have been removed from program setup. The Limited option for the Program Visibility fields replace these options:

  • Allow Restricted Referrals from Other Agencies program setup core field
  • Agencies Sending Referrals program setup core field

The Program's referral logic related to the Referrals - Send Restricted Referrals access right was removed. More details can be found in the Access Rights section of this article.

The following fields were added to all core Program Setup screens and all custom Program Setup screens with Public Listing included:

  • Program Visibility: Community Queue/Unit Queue (relabeled)
  • Community Queue/Unit Queue Limit Type
  • Community Queue/Unit Queue Limited: Select Agencies/Users
  • Community Queue/Unit Queue Limited: Select Access Roles
  • Program Visibility: Client Referrals tab
  • Client Referral tab: Limit Type
  • Client Record Limited: Select Agencies/Users
  • Client Record Limited: Select Access Roles
  • Program Visibility: Eligibility Determination Screen
  • Eligibility Determination Screen Limit Type
  • Eligibility Screen Limited: Select Agencies/Users
  • Eligibility Screen Limited: Select Access Roles

Agency/Program Visibility for Referrals

If a program is limited to an agency based on the Coordinated Entry Type set in SETUP > SETTINGS, the user can only see and select agencies that are relevant to the current referral settings in the list of agencies within the following Program Visibility fields on program setup:

  • Community Queue/Unit Queue Limited: Select Agencies/Users
  • Client Referral tab Limited: Select Agencies/Users
  • Eligibility Screen Limited: Select Agencies/Users

The agencies are limited by the Coordinated Entry Type selected - Continuum of Care (CoC) Based or Sharing Group Based. The system will only show those agencies that are available based on the current Referral Settings or Sharing Group Settings. This update prevents users from selecting agencies that are already restricted by the Active Agency’s Continuum of Care (CoC) or Sharing Group filters.

Inventory - Unit/Bed Referrals

The system administrator can control which configured units and beds are available for specific users to send a referral. The following settings have been updated or added to assist with this functionality.

Screen Settings

The Allow Restricted Referrals from Other Agencies setting has been re-labelled to Limit Unit/Bed Visibility on each of the following screens:

  • Building screen

  • Unit screen

  • Bed screen

Fields

A new Housing Inventory core field has been added: Unit/Bed Limit Type.

  • This core field displays only when the Limit Unit/Bed Referrals field is enabled.

  • A multi-select picklist includes the following options:
    • Agency/User
    • Access Role

The Housing Inventory core field Agencies Sending Referrals has been updated to Agencies/Users Sending Referrals.

  • This core field displays only when Unit/Bed Limit Type has Agency/User selected.

  • Agency/User is required if Unit/Bed Limit Type is selected.

  • This multi-select picklist field is updated to a hierarchical multi-select list of Active non-deleted users with the Create Referrals for Limited Units access right enabled in their access role.

    • Inactive/locked users do not display.

  • The list is grouped by Active non-deleted common agencies in the instance.

    • When an agency’s checkbox is selected, all the users within the agency are selected.

    • When an agency is expanded, individual users can be selected.

    • There is a checkbox next to each user and agency name.

There is also a search bar to help the user find the correct names in the list.

A new Housing Inventory core field has been added: Access Roles Sending Referrals.

  • This field displays only when Unit/Bed Limit Type has Access Role selected.

    • This field is required if Unit/Bed Limit Type has Access Role selected.

  • This multi-select picklist field includes a list of access roles with Create Referrals for Limited Units enabled.

  • The list is grouped by access Role Type, and then alphabetically.

The access role can be enabled in the user’s home agency access role, or in their additional agency access role.

Settings that Impact Program and Unit/Bed Referrals from the Client Referrals Tab

The Direct Unit/Bed Referrals program setting is visible when either of the following conditions is met:

  • The Program Visibility: Client Referrals Tab setting is set to any value other than None.

    OR

  • The Program Visibility: Eligibility Determination Screen setting is set to any value other than None.

When Direct Unit/Bed Referrals = Disabled, referral visibility follows the Program Visibility: Client Referrals Tab setting logic.

When Direct Unit/Bed Referrals = Optional or Required, the new program visibility access rights and updated Limit Unit/Bed Visibility settings provide an added layer of granular control over where referrals can be directed.

The Create Referrals for Limited Units access right provides further control over referral permissions. When this access right is enabled for a user, they can send referrals to specific units and beds with limited visibility, provided both of the following conditions are met:

  • The Create Referrals for Limited Units access right is enabled for the user

    AND

  • The user's current agency is selected for the Agencies/Users Sending Referrals setting; OR the user’s current access role is selected for the Access Roles Sending Referrals setting.

Access Rights that Impact Unit/Bed Settings

The new Create Referrals for Limited Units access right is available to choose during this process. Jump to the Access Rights section in this article for more information about the access right.

  • Only those users with this access right enabled can send referrals to units/beds where:

    • The Limit Unit/Bed Visibility setting is enabled;

      AND

    • Their user and current agency are selected in the Agencies/Users Sending Referrals option;

      OR

    • the user’s current access role is selected for the Access Roles Sending Referrals settings.

Settings that Impact Program Referrals from the Eligibility Determination Screen

When Direct Unit/Bed Referrals = Disabled, referral visibility follows the Program Visibility: Eligibility Determination Screen setting logic.

When Direct Unit/Bed Referrals = Optional or Required, the new program visibility access rights and updated Limit Unit/Bed Visibility settings provide an added layer of granular control over where referrals can be directed.

The Create Referrals for Limited Units access right provides further control over referral permissions. When this access right is enabled for a user, they can send referrals to specific units and beds with limited visibility, provided both of the following conditions are met:

  • The Create Referrals for Limited Units access right is enabled for the unit/bed
     AND
  • The user's current agency is selected for the Agencies/Users Sending Referrals setting; OR the user’s current access role is selected for the Access Roles Sending Referrals setting.

Settings that Impact Reassigning Referrals from the Community Queue/Unit Queue

When Bed & Unit Management = Disabled, referral visibility follows the Program Visibility: Community Queue setting logic.

When Bed & Unit Management = Enabled, the new program visibility access rights and updated Limit Unit/Bed Visibility settings provide an added layer of granular control over where referrals can be directed.

The Create Referrals for Limited Units access right provides further control over referral permissions. When this access right is enabled for a user, they can send referrals to specific units and beds with limited visibility, provided both of the following conditions are met:

  • The Create Referrals for Limited Units access right is enabled for the unit/bed
     AND

  • The user and their current agency are selected for the Agencies/Users Sending Referrals setting; OR the user’s current access role is selected for the Access Roles Sending Referrals setting.

Eligibility Determination

When the Eligibility Determination screen opens, all programs visible to the user are shown without waiting for eligibility to be calculated.

  • A Check Eligibility button triggers the eligibility calculation on demand.

  • While calculating, a progress indicator displays the following message:

"Please wait, program eligibility check in-progress."

  • After calculation completes, the program list is split into two sections: Eligible programs (listed first, grouped by Agency or Category) and an Ineligible Programs section below.

When a program is expanded before running the full calculation, the system calculates eligibility for that program individually.

Tracked Characteristics

The logic for Tracked characteristics has been updated. Tracked Characteristics are now recalculated using the Referral Settings of the agency that originally created the assessment, regardless of which agency the current user is active under (for example, if using Switching Agencies functionality).

 Published: 05/26/2026