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The Units/Beds Tab

This article explains how to connect a client directly to a Unit/Bed through within a program enrollment.

Overview

The Units/Beds tab, which appears if Manage Units/Beds is enabled for a program, displays occupancy history as it relates to that enrollment, along with the ability to move a client from one Unit/Bed to another and the ability to historically connect a client to a Unit/Bed.

Notes:

  • An enrollment can have more than one occupancy per Unit, but occupancy dates should not overlap.
  • A client cannot occupy more than one Unit at a time (i.e., a client cannot have occupancy dates in one Unit that overlap with occupancy dates in another Unit); however, a client can exit one Unit and then enter a different Unit on the same day (within the same enrollment). 
  • The End Date of one client's occupancy in a Unit can be the same as the Start Date for another client's occupancy in the same Unit. 
  • Because a client can only occupy one Unit at a time, you will not be able to connect a pending Unit referral to a program enrollment that already has a current Unit occupancy. You would first need to delete the Unit occupancy by clicking its trash can icon here on the Units/Beds tab, then proceed with making the Referral Connection, then return here to the Units/Beds tab and add the correct Unit to the enrollment as described below.

A link icon indicates that the Unit was added by a referral.

 

This article contains the following sections:

Add Unit/Bed

To create a Unit/Bed record within an enrollment, click ADD UNIT/BED.



The ADD UNIT/BED pop-up appears to allow you to search for Units/Beds for which the client is eligible according to the Unit Configuration during a selected date range.

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The current date/time appears in the Start Date field, but you may enter a past or future date as appropriate.

  • If you enter a Start Date that is in the future, the system will apply a status of "Pending Occupancy" to the Unit (as long as the Unit Start/End Dates do not conflict). 

Enter an End Date if applicable. 

Note: If you enter an End Date, keep the following in mind:

  • The End Date cannot be after the Program Exit Date.
  • Where the End Date is a future date:
    • If an enrollment is exited with a date before the occupancy End Date, the occupancy End Date will update to match the Program Exit Date, and the following warning will be displayed on the Exit screen: "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 will not be adjusted based on the exit date.

Unless Eligibility Override is enabled, the Available Units/Beds drop-down menu will group available Units under an assessment and/or under a "Client Profile Only" heading.

  • "Client Profile Only" designates Units for which the client is eligible based solely on the demographic data. 

Note: For details on how the Available Units/Beds drop-down menu behaves when Eligibility Override is enabled, refer to our Eligibility Override article. 

Before the Units/Beds are displayed, however, the Available Units/Beds drop-down menu will display just the assessments and the "Client Profile Only" heading. 

Select one of the options in the list. The system will then display the word “Loading” while it looks for Units/Beds associated with your selection.
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Once the system has compiled the list, the word “Loading” will be replaced with the list of Units (and Beds, if applicable) for which the client is eligible according to the selected date range.

The list is displayed alphanumerically, with the "Client Profile Only" option listed last.  

If a Unit has these eligibility requirements... ...where will the Unit appear in the Available Units/Beds list?

The Unit's only eligibility requirements are demographic-based.

OR

The Unit does not have any eligibility requirements.

 The Unit will be listed under all assessments and under "Client Profile Only." 

The Unit has two types of eligibility criteria:

  • Demographic-based eligibility
    AND
  • Eligibility based on Assessment Score and/or field data collected within the assessment.
 The Unit will not be listed under "Client Profile Only" but will be listed under the assessments where all criteria are met.


If a Unit has Beds, those Beds will be listed under the Unit in alphanumeric order.

Select a Unit (and Bed, if applicable) from the Available Units/Beds drop-down menu and click ADD.

Connecting Household Members to Beds

A toggle labeled “Include Group Members” appears within the “ADD UNIT/BED” pop-up on the Units/Beds tab for a program.

Program_Units Tab

  • If the “Include Group Members" toggle is OFF, the user can select a unit/bed only for the enrollment Head of Household (or the current client).
  • If the “Include Group Members” toggle is ON, the user sees a list of all members who are enrolled in the current client program, including the current client.
  • As soon as the “Include Group Members” toggle is enabled, within the Available Units/Beds field, the user will only see those units where beds are enabled.
  • Only openings with the same number of beds or greater than the number of household members show.
    • If there are no openings with enough beds a message appears that reads: 

      “There are no openings with the required number of beds”.
  • For each household member, a list of beds in the chosen unit shows. 
    • Any beds that are not active or with an “Offline” status will not show in the list. Any beds the member is not eligible for will not appear on their list.
  • The user can assign each household member to a bed. 
    • Once a bed is assigned to a household member, it will not show in the list for the other household members.
  • If there are more beds available in the unit than the number of household members, a toggle appears with a label “Set remaining [x] beds to Offline?” where “x” = number of beds.

When the “Add” button is pressed, the assigned beds change status to “Occupied.” If all the beds in the unit are assigned, the unit changes status to “Occupied.”

  • If the “Set remaining [x] beds to Offline?” toggle is enabled, the remaining beds change status to “Offline” with the reason “Unit Household Allocation,” and the Unit changes Status to “Occupied.”
  • If the “Set remaining beds to Offline” toggle is left disabled the remaining beds remain active, and the unit remains “Available”.
  • Each household member receives a record of their enrollment on the Units/Beds tab to show the unit and bed name for the individual group member.
  • The start date and end date for the individual household member’s occupancy record reflect the same dates/times as the Head of Household record. 
    • If the end date was left empty, it remains empty.
  • All changes in bed status, as well as which household member beds are assigned to in a unit, are incorporated into the following pages:
    • The Units page for Pending Occupancy and Occupied status
    • Occupancy History page
    • Bed List.
  • If the unit already has some beds with the status “Occupied" or “Pending Occupancy" by another household, and there are some beds left empty, the “Set remaining [x] beds Offline?” toggle will not show, and the remaining beds need to be set to “Offline” manually in the Inventory module.
Audit Log

Changes to the household member’s unit occupancy are added to the enrollment audit log.

Notes: You will only be able to connect a client to a Unit/Bed on the Units/Beds tab of a program enrollment if all of the following apply:

  • The Unit/Bed exists on or before the entered occupancy Start Date.
  • The Unit/Bed is active and available during the entire time frame entered.
  • The Unit/Bed is associated with this program.
    • If the Site agency is different from the program agency, the system will list Units that are connected to the program agency.
    • If the program has a Project Status of "Active, Expired," the Unit will appear in the list 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 Unit Configuration Types (UCTs) assigned to the Unit/Bed (unless Eligibility override is enabled).
    • The system evaluates eligibility according to all assessments connected to the client record that the user has access to view. If multiple versions of an assessment exist, the system will look at the one with the most recent assessment date. 
    • When a user creates a Unit occupancy, the system displays the following pop-up if the period of this occupancy includes a UCT for which the client is not eligible: "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." The user may click OK to create the occupation record or CANCEL to modify the Unit occupancy dates.

Also, to avoid situations during a Bed occupancy where the Current UCT changes to a UCT with a different number of Beds, users will only be able to create Bed occupancies in the following cases:

  • The Current UCT does not change during the Bed occupancy.
  • The Current UCT does change during the Bed occupancy, but none of those UCTs have Enable Beds  = ON. 

Viewing/Editing a Unit/Bed Occupancy

Any user with access to view enrollment details can view the client's occupancy details. To edit or add occupancy details as described below, users must have Edit Enrollment-based Unit Records enabled in the Edit Rights section of their Access Role.

To edit the Start Date or End Date for a Unit/Bed occupancy, click the associated Edit icon in the Unit list. 
 
The EDIT UNIT or EDIT BED pop-up appears. Edit the date(s) as needed, then click SAVE CHANGES.
If you enter a Start Date or End Date that conflicts with an "Offline" or "Inactive" Unit Status, the system will underline the date in red. You will not be able to save the changes until you adjust the date accordingly.
 

Adding a Unit Connection

If the client already has Unit referral(s) for the program, an ADD UNIT CONNECTION button will be visible. 

Notes:

  • The status of the referral must be either "Pending," "Pending - In Process," or "Completed" for the Unit/Bed to show in the list of sub-options for Available Units/Beds in the ADD UNIT CONNECTION pop-up box.

  • If the Unit/Bed connected to the referral is already occupied, the Unit/Bed will not show in the list of sub-options for Available Units/Beds in the ADD UNIT CONNECTION pop-up box.

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To connect the Unit to the referral for dates when the Unit is available, Click ADD UNIT CONNECTION.



The ADD UNIT CONNECTION pop-up appears. Enter a Start Date, select the Unit from the Available Units drop-down, and click ADD. 

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If the client doesn’t have any Unit referrals for the program, the ADD UNIT CONNECTION link will not be displayed.

Deleting a Unit Connection

To delete connections between a client and a Unit, users must have Delete Enrollment-based Unit Records enabled in the Delete Rights section of their Access Role.

A pop-up will warn that you can't undo a record deletion and that any applicable group member records should be updated where necessary.

Initial Occupancy Information

When a client is enrolled in a housing program with an applicable project type that is using INVENTORY, and where the housing move-in date is applicable, an Initial Occupancy Start Date field shows as a separate field on the enrollment screen within a section titled INITIAL OCCUPANCY INFORMATION. If the user leaves the field blank at enrollment or needs to update it, they can add/edit the information on the Units/Beds tab. 

Please refer to the Initial Occupancy Information article for more information.

 

Updated: 04/06/2026