Program Level Units/Beds

Table of Contents

• Overview 

• Viewing Unit/Bed Occupancies

• Adding a Unit/Bed Occupancy 

• Editing and Deleting Unit/Bed Occupancies 

• Linking and Unlinking Unit/Bed Occupancies

  • Linking Occupancy Records to an Enrollment

  • Unlinking Occupancy Records from an Enrollment

• Adding a Referral Connection 

• Pending Unit/Bed Occupancy Alert 

• Initial Occupancy Information

• Audit Log 

• Additional Resources

• Configuration Resources

Overview

The Units/Beds workspace in program enrollments allows you to view and manage the unit and bed occupancies a client has been assigned to within a program.

When a program has Manage Units/Beds enabled on the program setup page, a Units/Beds option appears within the client's program enrollment. 

You can also link existing occupancy records to the program enrollment, and unlink them. Refer to the Linking and Unlinking Unit/Bed Occupancies section.

Client-level Units/Beds

There is also a client-level Units/Beds workspace that displays all the client's Inventory-related occupancy records, including past, current, and future occupancies. The workspace also displays program-connected occupancy records (detailed in this article) and overnight drop-ins. For more information about the client-level Units/Beds workspace, refer to the Client Level Units/Beds article. 

Viewing Unit/Bed Occupancies

Anyone with access to view enrollment details can view the client’s occupancy details.

If the client has been assigned to at least one unit or bed, the workspace displays a list with the following columns:

• Unit/Bed: The name of the unit and bed, with the site and building name displayed beneath the unit name
  

• Start Date: The Occupancy Start Date
  

• End Date: The Occupancy End Date
  

A Link icon appears at the far right of a row if that unit was added by a referral. Hovering over the Link icon displays the Referred By agency and the Referred Date.

Use the search field to find an occupancy by unit name or bed name. Click the column selector icon to choose which columns appear. Click the Unit/Bed, Start Date, or End Date column heading to sort the list.

If the client has no unit or bed assignments, the workspace displays: “No results yet! Results will be displayed here when they are available.”

Adding a Unit/Bed Occupancy

Click the Add (plus) icon to open the Add a Unit/Bed Occupancy form on the right side of the screen.

The Add (plus) icon is only visible to users with the Edit Enrollment-based Unit Records permission enabled in their access role.

Fields and options in the form:

• Start Date and Start Time fields
• End Date and End Time fields
• Eligibility Override toggle
• Include Partially Available Units toggle
• Include Group Members toggle
• Available Units/Beds field 

Start Date and End Date

The Start Date field shows the current date and time. You can enter a past or future date. If you enter a future Start Date, the system sets the unit to Pending Occupancy, provided the unit’s Start and End Dates do not conflict.

Enter an End Date if applicable. Keep the following in mind:

• The End Date cannot be after the Program Exit Date.
• If the End Date is in the future and you exit the enrollment with an earlier date, the occupancy End Date updates to match the Program Exit Date. The Exit screen displays: “The unit occupancy end date will be updated to match the entered enrollment exit date. Please confirm.”
• If the Program Exit Date is after the occupancy End Date, the occupancy End Date does not change.

Private Occupancy Records

Occupancy records can be marked private by clicking on the Privacy icon in the Add a Unit/Bed Occupancy form. 

When an occupancy record is marked private, only users at the agency it belongs to can see it.

For more details on how to mark a client record private, refer to the Making Client Data Private article.

Eligibility Override Toggle

This toggle is visible only if you access role includes Edit Enrollment-based Unit Records – Eligibility Override.  Turn it on to include units and beds the client is not eligible for based on eligibility requirements. By default, the Available Units/Beds field shows eligible units and beds based on eligibility requirements, excluding age and program restriction requirements (which cannot be calculated immediately).

If you select a bed that is not eligible after clicking Save, the system displays a message with an OK button:

• "This client has an active program restriction and cannot be referred."
• "This client will not meet the age requirements of this placement on <date>, and cannot be referred."

If Prohibit Eligibility Override is ON for referral settings or specific sites:

• The Eligibility Override toggle remains visible, but only ineligible units from sites where Prohibit is enabled are listed in the units dropdown.
• When Eligibility Override is toggled ON, units that are ineligible due to the Prohibit Eligibility Override setting do not appear. Units that would otherwise be eligible are still listed.

Include Partially Available Units Toggle

This toggle is visible only if your access role includes the Edit Enrollment-based Unit Records – Eligibility Override access right. The toggle is off by default. Turn it on to include units that are partially available in the Available Units/Beds field. 

Include Group Members Toggle

The Include Group Members toggle appears only when household members are available. The toggle is off by default. As soon as this toggle is enabled, only units with enabled beds appear in the Available Units/Beds field.

Only openings with the same number of beds as or more than the number of household members are shown.  For example, if there are 3 group members including the Head of Household, only units with 3 or more beds appear. If there are no openings with enough beds, the message:

"There are no openings with the required number of beds." appears.

Available Units/Beds Field

This is a hierarchical tree-select field.  Expand and collapse a unit to see its available beds. The following are excluded from the dropdown:

• Offline and Inactive units/beds when the selected date/time range falls within their Offline/Inactive period
• Deleted units/beds
• Units/beds with Reservations enabled when a service is connected to the program enrollment.

Why a Unit or Bed May Not Appear

You can connect a client to a unit/bed only if all of the following apply:

• The unit/bed exists on or before the occupancy Start Date.
• The unit/bed is active and available during the entire time frame you enter.
• The unit/bed is associated with this program. If the site’s agency is different from the program’s agency, the system lists units connected to the program’s agency. If the program has a Project Status of Active or Expired, the unit appears if the program has an existing enrollment for the client.
• The unit/bed does not currently have a client referral.
• The client meets current and future eligibility based on the Unit Configuration Types (UCTs) assigned to the unit/bed, unless Eligibility Override is on. The system evaluates eligibility against all assessments connected to the client record that you can view. If an assessment has multiple versions, it uses the one with the most recent assessment date.

If the occupancy period includes a UCT the client is not eligible for, the system displays: “Please note that this client will no longer meet the eligibility criteria for this unit on [configuration as-of date] due to scheduled Unit Configuration change.” Click OK to create the occupancy or Cancel to change the dates.

Include Household Members Section

This section appears below the Available Units/Beds field.  It lists all household members enrolled in this program, including the current client.

Each household member is listed alongside a bed-selection dropdown for the unit selected in the Available Units/Beds field.

• Beds that are Offline, Inactive, or that the member is not eligible for do not appear in that member's dropdown.
• Once you assign a bed to one household member, it no longer appears in the dropdown for the remaining members.
• If there are no other household members, the Include Group Members toggle does not appear.

Selecting a Unit/Bed

When you select a unit and bed for the current client, the unit appears in the Available Units/Beds field, and the selected bed appears below, to the right of the client's name. The bed dropdown for the current client is read-only.

"Set remaining x beds to Offline" Toggle

If more beds are available in the selected unit than there are household members, a toggle labeled "Set remaining x beds to Offline" appears, where x equals the number of remaining beds. This number updates as additional beds are assigned to household members.

• When toggled ON, all other beds in the unit are updated to Offline status.
• This toggle does not appear if the unit already has some beds occupied or pending occupancy by another household with some beds left empty.
• If this toggle was disabled when the occupancy was created, and a household member later leaves, or their occupancy is ended/deleted, their bed becomes Available (unless an automatic offline status is configured for the bed, in which case the bed becomes available after the automatic offline period ends).
• If this toggle was enabled when the occupancy was created, and a household member later leaves, or their occupancy is ended/deleted, their bed becomes Offline.

No Available Units/Beds

If no units or beds match the current filters, the dropdown displays the following message in red:

"No available units or beds match the current criteria."

No unit or bed can be selected, and the Save button remains disabled until a valid selection is made. You can adjust the filters, reopen the dropdown, or click Cancel to dismiss the modal.

Pending Occupancy Warning

If you select a unit that has one or more future pending occupancies, a warning message appears in red below the field:

"This Unit has one or more pending occupancies starting Month DD, YYYY"

If the unit has multiple referrals enabled, you can still select the unit. The warning displays the start date of the earliest upcoming pending occupancy.

Saving and Error Handling

• Cancel — Dismisses the modal with no changes saved.
• Save — Saves the unit/bed occupancy, dismisses the modal, and adds the occupancy to the table.

If the selected unit/bed is no longer available when you click Save (for example, because it became occupied while the modal was open):

• The occupancy is not saved, and the modal remains open.
• An inline error message appears at the top of the modal: 
  
  "The selected unit/bed is no longer available. Please select a different unit/bed."
• Clicking Confirm dismisses the message and returns you to the modal.
• The Available Units/Beds field is cleared, and you must make a new selection.

When you save a unit/bed occupancy with household members:

• Each assigned bed's status changes to Occupied. If all beds in the unit are assigned, the unit's status also changes to Occupied.
• Each household member receives their own occupancy record on the Units/Beds workspace, with Start Date and End Date matching the current client's record. If the End Date was left blank, it remains blank for household members as well.
• Changes in bed status, and which household member is assigned to which bed, appear on the Units page (for Pending Occupancy and Occupied status), the Occupancy History page, and the Bed List page.

Editing and Deleting Unit/Bed Occupancies

Your access role determines whether you can edit and delete unit/bed occupancies.

Editing Unit/Bed Occupancies

If your access role includes the Edit Enrollment-based Unit Records access right, you can edit a client's unit/bed occupancy. Click the client's occupancy record in the Units/Beds workspace to open the Edit Occupancy form.

Click the Edit (pencil) icon in the top right to make the Start Date, Start Time, End Date, and End Time fields editable. The Privacy icon will also be editable. Click Save to keep your changes or Cancel to discard them.

If an occupancy was created automatically as a result of clicking Present for a reservation day related to the program, or as a result of providing an attendance service connected to the unit/bed within the client program:

• The occupancy details are read-only and cannot be edited or deleted.
• An i icon displays within the listing with the message: 
  
  "Occupancy managed with reservations."

Validation when editing occupancies in a closed program enrollment:

• If you enter an End Date that is after the Program Exit Date:
• The field is outlined in red.
• Error message: 
  
  "The End Date cannot be after the Program Exit Date"
• You cannot save until the error is corrected.
• If you clear the Occupancy End Date and/or End Time fields:
• The field is outlined in red.
• Error message: 
  
  "This Program Enrollment has ended. Please provide an Occupancy End Date."
• You cannot save until the error is corrected.

Validation when a pending referral exists:

If a pending referral is connected to the unit/bed, the End Date cannot be cleared or set later than the referral's Referred Date, regardless of whether the program enrollment is open or closed.

• The field is outlined in red.
• Error message: 
  
  "This Unit/Bed has a pending referral. Please provide an End Date on or before the Referred Date."
• You cannot save until the error is corrected.

Validation when the unit has an Offline or Inactive status:

If you enter a Start Date or End Date that conflicts with an Offline or Inactive unit status, the system underlines the date in red. You cannot save until you adjust the date.

Marking occupancy records private when editing:

Occupancy records can be marked private by clicking on the Privacy icon in the Edit Occupancy form. 

When an occupancy record is marked private, only users at the agency it belongs to can see it.

For more details on how to mark a client record private, refer to the Making Client Data Private article.

Deleting Unit/Bed Occupancies

If your access role includes the Delete Enrollment-based Unit Records access right, you can delete a client's unit/bed occupancy. Click the Action Menu (three dots) icon to the right of an occupancy and select Delete. The following confirmation message appears:

"This record will be permanently deleted. Associated group member records will not be updated and may require manual changes."

Click Confirm to delete the record or Cancel to keep it.

Linking and Unlinking Unit/Bed Occupancies

Use Link from Units/Beds to connect an existing occupancy record to the current program enrollment. Use Unlink Occupancy from Program to remove that connection.

Linking Occupancy Records to an Enrollment

Link occupancy records that are not connected to an enrollment to the current program enrollment.

• Open the client's program enrollment and select the Units/Beds option.
• Click the Action Menu (three dots) icon and select Link from Units/Beds. The form lists occupancy records that are not connected to an enrollment. Only records for units/beds related to the current program appear.
• Select one or more occupancy records.
• Click Link. To close the form without linking, click Cancel. 

After you click Link, the occupancy record appears on the program enrollment's Units/Beds workspace. The Program Connection icon appears on the record in the client-level Units/Beds workspace. Refer to the Client Level Units/Beds article.

Unlinking an Occupancy Record from an Enrollment

Unlink an occupancy record to remove its connection to the program enrollment. Unlinking does not delete the occupancy record. 

• Open the client's program enrollment and click the Units/Beds tab.
• Click the Action Menu (three dots) icon to the right of the occupancy record and select Unlink Occupancy from Program. A confirmation message appears:
  
  "Are you sure you want to unlink this occupancy from [Program Name]?"
• Click Confirm to unlink the occupancy. To keep the occupancy linked, click Cancel.

After you click Confirm, the occupancy record is no longer linked to the program.

Adding a Referral Connection

If the client already has unit referral(s) for the program, an Action Menu (three dots) icon appears to the right of the Add (plus) icon. Click it, then click Add Referral Connection. This option appears only when the client has at least one referral to the program.

Single Referral: Single-form Modal

If there is only one unit/bed referral for the client that is not connected to the program, a single-form modal opens with the following:

• Bed, Unit, and Referral Date: displayed as read-only.
• Start Date and Start Time (required):
• If cleared, the field is highlighted in red with the message: 
  
  "This field is required."
• If the Start Date is before the Referral Date, the message displays: 
  
  "The Start Date cannot be before the Referral Date."
• End Date and End Time (not required unless the Program Enrollment has ended):
• If the program has ended and you attempt to save without an End Date, a pop-up warning displays: 
  
  "This Program Enrollment has ended. Please provide an Occupancy End Date."
• Save: Saves the referral connection, dismisses the modal, and populates the connection in the Units/Beds table.

Multiple Referrals: Multi-step Modal

If more than one unit/bed referral exists for the client that is not connected to the program, the Add Referral Connection modal opens with a multi-step workflow.

Step 1: Select Referral

The unit/bed referrals made to the program are listed with these columns:  Referred Bed, Referred Unit, Referred Date, and Referring Agency . Only occupancy records for units/beds related to the current program are shown.  Check the box to the left of the referral you want to connect. You can select only one occupancy record to connect; once you check one box, all others are grayed out.  Save stays inactive until you check a box. Save and Cancel buttons are available.

Step 2: Add Occupancy Details

• Bed, Unit, and Referral Date are displayed as read-only.
• Start Date and Start Time (required). By default, the start date is set to the Referral Date/Time (the Referred Date/Reassignment Date). You can set a later date, but not an earlier one.
• If the Start Date is before the Referral Date, the message displays: 
  
  "The Start Date cannot be before the Referral Date."
• End Date and End Time:
• If the program enrollment has an Exit Date, the End Date and End Time default to the Program Enrollment Exit Date (End Time defaults to 12:00 PM) and are required.
• If the program does not have an Exit Date, these fields are blank by default and are not required.
• If the program has an Exit Date and you clear the End Date and/or End Time fields and click Save, the system displays: 
  
  "This Program Enrollment has ended. Please provide an Occupancy End Date."
• Save and Cancel buttons are available.

Step 3: Confirmation

Confirms the workflow has been completed. A Complete button closes the modal.

Warning Messages

The following warnings appear in specific scenarios when adding a referral connection:

• Overlapping occupancy dates: "The selected Occupancy dates overlap with an existing occupancy starting <date/time> and ending <date/time>. Please choose a different date range."
• Conflict with a future offline or inactive period: "The Unit Start Date conflicts with a time period when this unit is Inactive from <date/time>. Please adjust unit dates as appropriate."

Pending Unit/Bed Occupancy Alert

When a unit/bed referral is made to a program for a client and the Housing Move-In Date and Initial Occupancy Start Date fields are left blank during program enrollment, an alert banner reading "Pending Unit/Bed Occupancy" (in red text with a red Warning (triangle) icon) appears at the top of the client's profile page.

Click the alert to open the Units/Beds workspace.

One Unconnected Referral

The system takes you directly to the Units/Beds workspace of the program to which the unconnected referral was sent, and the Add Referral Connection form opens automatically with the Bed, Unit, and Referral Date details pre-populated as read-only.

Multiple Unconnected Referrals

The Select Program card displays a list of programs with unit/bed referrals that have not yet been linked to the program. Each program name is listed with its Enrollment Start and End Dates (if applicable) and is clickable.

• Click a program to go to that program's Units/Beds workspace, and the Add Referral Connection form opens automatically.
• If there is more than one unconnected referral for the selected program, the referrals are listed on Step 1 (Select Referral), with each row displaying the Referred Bed, Referred Unit, and Referral Date, along with an unchecked checkbox to the left of each row.
• If there is only one unconnected referral for the selected program, they system takes you to the single-form Add Referral Connection form after making the program selection.

Initial Occupancy Information

When a client is enrolled in a housing program with an applicable project type that uses Inventory, an Initial Occupancy Start Date field appears on the enrollment screen, in a section titled Initial Occupancy Information.

You update the Initial Occupancy Start Date on the program-level Units/Beds workspace. Refer to Initial Occupancy Information for more information.

Audit Log

System Administrators with the Audit Log access right can view audit logs throughout the system. Refer to Rights Glossary for Access Roles for details on access rights.

To open the audit log, click the Action Menu (three dots) icon in the upper right of the workspace and select View Audit Log. The audit log shows all changes made to the occupancy.

Additional Resources

• Client Level Units/Beds

• Initial Occupancy Information

• Making Client Data Private

• Overnight Unit/Bed Drop-Ins

Configuration Resources

Your System Administrator sets up the settings that control what appears on the Units/Beds workspace. System administrators can use this table to see how each setting affects what users see. Refer to the linked articles for configuration details.

What users see	What controls it	Configuration articles
The Units/Beds option appears in a program enrollment. The Initial Occupancy Information section appears on the enrollment screen.	Required, per program: Turn on Manage Units/Beds in the program setup. Without it, the option does not appear.	How To Set Up A Program: Detailed Instructions Inventory Overview
Staff can add, edit, and delete occupancies, and use the Eligibility Override and Include Partially Available Units toggles. System Administrators can open the audit log.	Required, per access role: Turn on the matching access rights. Without a right, the control is hidden. There may be contingencies for each right (refer to the linked article for full details). Edit Enrollment-based Unit Records: the Add (plus) icon and editing. Edit Enrollment-based Unit Records – Eligibility Override: the two eligibility toggles. Delete Enrollment-based Unit Records: deleting. Audit Log: View Audit Log. The Edit Any Agency and Delete Any Agency Enrollment-based Unit Records rights extend editing and deleting to the client-level units/beds workspace.	Rights Glossary for Access Roles
The Link from Units/Beds and Unlink Occupancy from Program options appear.	Required, per program: Turn on Link from History. A System Administrator or staff member with the Manage Agency access right can do this. If it is off, the options do not appear.	How To Set Up A Program: Detailed Instructions
Which units and beds appear in the Available Units/Beds field.	Required: Set up your sites, buildings, unit configuration types, units, and beds in Inventory. Unit configuration types control eligibility and whether beds are enabled. Units must be associated with the program. Offline and Inactive statuses remove a unit or bed for those dates. Units and beds with Reservations enabled do not appear when a service is connected to the enrollment.	Inventory Setup Best Practices Inventory: Sites Inventory: Unit Configuration Type Inventory: Units Inventory: Beds Connecting Inventory, Attendance, and Reservations
Household bed assignment: the Include Group Members toggle and the bed list for each member.	Required: Enable beds on the unit configuration type. The Include Group Members toggle lists only units with enabled beds.	Inventory: Unit Configuration Type Inventory: Beds
The Eligibility Override toggle, and which units it lists.	Optional: Turn on Prohibit Eligibility Override in Referral Settings, or for individual sites. Units from sites where it is on do not appear when staff use Eligibility Override. When it is on in Referral Settings, it is on and read-only for every site in that setting.	Eligibility Override Referral Settings: Overview Inventory: Sites
Referral connections, the Pending Unit/Bed Occupancy alert, and the warning when a unit has pending occupancies.	Required for referrals to units and beds: Set Bed & Unit Management in Referral Settings. Optional: Turn on Allow Multiple Referrals to Beds/Units so more than one referral can point to the same unit.	Referral Settings: Overview
Bed status after an occupancy ends, and the offline reason on beds set to Offline.	Optional: Turn on Automatic Offline Status at the site, building, unit, or bed level. The system then sets the unit/bed to Offline when a client exits. Offline reasons: System administrators create the picklist options in the Field Editor (offline_reason). The system adds the reason Unit Household Allocation to beds set to Offline with the household toggle. You cannot remove it, and you do not need to configure it.	Automatic Offline Status Inventory: Units Fields and Field Editor
The client-level Units/Beds workspace, overnight drop-ins, and who can see occupancy records.	Required for roles other than Admin: Turn on the Units/Beds access right. It is on by default for Admin role types only. Sharing: Occupancy records default to Not Shared. Change the Unit/Bed Occupancy sharing setting to change who sees them.	Overnight Unit/Bed Drop-Ins Rights Glossary for Access Roles

 

Updated: 10/30/2026