Check-in and Entry Assessment

Note: If you will be checking in multiple household members, please look at the client's profile first and make sure all household members are in that client's household. You will not be able to add new household members and check them in through the Shelters (tab) module. See the section on Shelters for Multiple Household Members for more info.

Click on Shelters in the navigation menu on the left. Select your project as the Provider (e.g. “OMC – Provider SHELTERPOINT test (1234)”) and select the appropriate Unit List if your project uses more than one. Then select View All 

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This will show all your available beds (Note: the “Room” and “Bed” names can be changed to match the actual names of the rooms/beds. If your unit list needs to be changed or updated, please reach out to the appropriate CoC HMIS Lead for assistance). To check your client into a specific bed, click on the bed with a green plus sign OR the EMPTY hyperlink under the “Client” column.

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This will prompt you to search HMIS for the client, just like in Clients. Remember to always search for the client carefully and only create a new client if you cannot find a client record for them.

The next screen will show the Date In and Unit you are checking the client into. If you are not entering data same-day, remember to change the Date In to reflect the actual check in day. This field will always default to the day you are entering the data into Shelters.

Agencies count the number of nights a client stayed at a shelter. If you are checking in a client after midnight, click Midnight Check In (above ‘Assign Unit’). This moves the check-in date and time to 11:59 PM the day before. This will count the client on the correct night.

The Household Members section can be viewed by scrolling down from here. If the client you are checking-in has additional household members also checking in, check the box next to household member, click Assign Unit and select the appropriate unit/bed.

Once you choose the bed/unit, and click ‘Select,’ the unit/bed number should be visible.

Make sure that a Release of Information is in place for the client. See how to do an ROI in the Clients Module Workflow section

Then make sure your Provider is correct (the provider should have SHELTERPOINT in the name). Choose the appropriate Type for the program, and the assessment should populate on the screen automatically. If you do not know what type to use, ask your supervisor or HMIS Lead for assistance.

Continue scrolling down to fill out the Entry Assessment. These assessment questions should be filled out for the head of household. Jump to the Shelters for Multiple Household Members section to learn how to fill the assessment out for other household members.

If the assessment has already loaded responses to some, or all, of the questions, you still need to review these questions and update the answers if they have changed. Make sure that all questions have been filled out before you Save & Exit the assessment.

You will then see the client checked in on your Unit List.