Getting Started

Creating and managing clients, setting up households, working with attendance and reservations, enrolling clients into programs, and basic report running.

Getting Started With Clarity Human Services

  • Subscribing to the Calendar

    The Clarity Human Services Calendar is a secure Calendar that allows you to keep track of client appointments. To access the Clarity Human Services Calendar, click on the Launchpad and select the Calendar button.      In addition to storing client appointment information within Clarity Human Services, it is possible to add the Clarity Human Services Calendar to additional calendar applications. The subscribe feat...

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  • Installing a PKI Certificate

    A PKI certificate is packaged as a .p12 file, and must be installed in the browser before it can be used to access Clarity Human Services.  When a Clarity Human Services installation has implemented PKI, you will receive an email containing the .p12 certificate file.  Download the file from the email and save to a location on your workstation that's easily found. The steps outlined below are for installing the PKI...

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  • User Passwords

    The privacy and security of client data is extremely important to us. Several levels of security are in place to ensure the information contained within Clarity Human Services is secure.  Password requirements and restrictions are an extremely important part of this system of security. The objective in creating a password is to make the password strong or it will not save to the Clarity Human Services system. Pass...

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  • Two-Factor Authentication (2FA)

    Two-Factor Authentication (2FA) is a form of multi-factor authentication intended to confirm a user's identity by utilizing a combination of identifying pieces of information to successfully log in to the system.  Authentication Apps for Mobile Devices There are several authentication applications available for mobile devices. We recommend installing the following apps for these top mobile platforms:  Google Authe...

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  • Setting Up Your Staff Profile

    Accessing the Staff Profile The Staff Profile section is where you can access and modify your account information, including changing your login password, adding a profile photo, and signing out of the system. To access the Staff Profile section, select the circular initial icon or user photo in the top right corner and click Account Settings. Once the icon is selected a popup box will expand. From here you can: ...

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  • The Staff Inbox & Secure Messaging

    Staff members can securely communicate with other staff members who use Clarity Human Services via the internal messaging system. With the ability to search messages, this is an excellent and secure way to keep track of conversations and information, as well as build staff morale and collaboration. In addition, all system-wide messages will be included in this inbox. Accessing New Messages If you have a new messag...

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Clients

  • Switching Agencies

    At times it may be necessary to switch the Agency you are entering data for to ensure data accuracy and have access to the appropriate records for program enrollment and/or providing services.   Switching Agencies Your System Administrator determines the additional agencies available to you. These Agency selections are available within the dropdown located under your name in the upper right corner of the Clarity H...

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  • How Do I Search for a Client?

    Upon initial login to Clarity Human Services, you are placed directly into the Search tab.  This is the central hub of the system, and provides access to your clients.     Before creating a new client, you must search to ensure that the client does not already exist in the database. Clarity Human Services provides an auto-suggest mechanism, so it is an excellent idea to enter only partial first and last names whe...

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  • How Do I Create a New Client Record?

    If, after a thorough search, you have determined that a client record does not exist in the system, click Add Client in the upper right corner of the Search screen.     You will be taken to the Client Profile creation page. This page will present the questions necessary to create a basic client record and collect the HUD Universal Data Elements.  Complete all necessary fields to create the client record. Core Dat...

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  • Release of Information Overview

    This feature ensures that a Release of Information (ROI) is always on file and up-to-date in each client record. It makes the ROI forms easy to access and store, and it also tracks expiration dates to ensure that the ROI form in each client record is current. There are two situations that involve ROI form management: when working with existing client records, and when creating a new client record. Managing ROI For...

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  • How Do I Create a Household and Manage Members?

      By default, a newly created client record will not be associated with a Household. While on any tab within a client record, the Household Members section will be listed at the top of the right sidebar. This section will list any active Household members associated with the client record. In order to manage the Household members, click the Manage button.      The Household management section allows two ways to a...

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  • How Do I Record a Service Transaction?

      Service Transactions can be provided to a client in two methods: General Service Transaction - A general Service Transaction is placed through the general Services tab. It records the provision of a service that is not part of a program.   Program-Based Service Transaction - Very similar to General Service Transactions, Program-Based services can only be provided once a client is enrolled in a Program. For more...

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Programs

  • How do I remove a program exit record?

    This section discusses the removal of a Program Exit record. Removing a Program Exit In some cases, a client or household may be unintentionally exited from a Program and the user may need to remove the exit event to reactivate the Program Enrollment.  Please note that this process is not intended for clients returning to the program to re-enroll.  In those cases a new program enrollment is needed. To remove a pro...

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  • How do I enroll a client/household into a program?

    This section discusses how to enroll a client and/or household into a program. Once you have determined the appropriate program for your client, the next step is the program enrollment process. For more information on program eligibility, please refer to the program eligibility section Getting Started To begin the program enrollment process, click on the Programs tab in the top menu of the client record. This area...

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  • How do I add a new household member to the Program?

    This section discusses how to add a new household member to a program. Adding a New Household Member to a Program Prior to enrolling a household member into a program, the client must first be added to the Family/Household group.  For more detailed information, please review the article explaining how to create a family/household in the Working With Clients section of the help portal.   After you add the client to...

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  • How do I conduct a program status/annual assessment?

    Please Note: The steps to conduct a program annual assessment are identical, except instead click on the Add link next to Annual Assessments. Most programs require Annual assessments to be conducted on the anniversary of enrollment and can affect performance outcome measures (eg., see [HUDX-225] HMIS Data Quality Report section Q4). Status assessments are optional, unless there is a significant change in the clien...

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  • How do I manage a client’s general Program History?

    This section discusses how to view and manage a client's Program History. Managing a Client's Program History The general Program History provides several important functions. These include the ability to edit programs that are affiliated with your agency, and the ability to view information regarding programs that are affiliated with other agencies. To begin, go to the Programs tab of the client record. This will...

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  • How do I receive Assessment Due Warnings?

      Whenever annual assessments are due for clients, Clarity Human Services sends reminders (Assessment Due Warnings) to notify staff that the due date is approaching.    Who gets the reminders? Reminders are sent to any staff members assigned to a client's enrollment. You become assigned to a client if a) you enter the client's enrollment into the system, or b) when someone changes the assigned staff member to you....

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Attendance and Reservations

  • How do I Manage Client Attendance from the Attendance Screen?

    This section discusses how to manage client attendance from the Attendance screen. For information on documenting attendance from the History tab in the client record, please click here. Working with Client Attendance An attendance-based service is one that is provided on a daily basis, or multiple times per day.  Examples of attendance-based services include transportation services and shelter services. To begin ...

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  • How do I manage Attendance from client history?

    This section discusses how to manage Attendance from client History Tab. Managing Attendance There are several ways to manage Attendance within a client record. Managing Attendance through the History tab is a convenient way to make adjustments for a single client and their household members, if necessary. This includes adjustments to expense items as well. Accessing Attendance Records To begin, go to the History ...

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  • How do I manage reservations with the Reservation Management System?

    This section discusses how to manage program reservations- including making reservations, modifying reservations, and deleting reservations.  This section is divided into 4 parts: Getting Started Making a Reservation Viewing/Modifying a Reservation Documenting Reservation Attendance Note: Reservations can be modified from the History tab of the client record. Getting Started There are 3 ways to generate a reser...

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  • How do I Work with Reservations from the History Tab?

    This section discusses how to work with Reservations from the History tab. Here you can manage both past and future reservations. This includes the ability to move reservations (both past and future) and view past reservations to determine whether the client was present for each past reservations. Getting Started To begin managing reservations through the History tab in a client record, open the client record and...

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  • How do I link a reservation to a program?

    This section discusses how to link a reservation to a program. A reservation can be made before or after the client is enrolled into the program. When this happens, the user must link this reservation to the program. To link a reservation to its associated program, go to the Programs tab, select the ‘Edit’ link next to the Program. Next, go to the History subtab, and select the ‘Link to History’ link. Click the t...

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Referrals

  • Community Queue for System Administrators

      This article discusses how a System Administrator can setup/manage the Community Queue. The Clarity Human Services Community Queue was developed around the utilization of an Assessment Tool to prioritize providing assistance for clients in most need. The information is divided into the following sections: Coordinated Entry Assessment and Referral Tools Referral/System Settings Program Creation for Coordinated E...

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  • Community Queue for End Users

      New Features: User Notification When New Program Openings Post   This section discusses the structure and basic functionality of the Community Queue. This section is divided into the following sections: Completing an Assessment and Referring to the Community Queue Using the Community Queue Managing Referrals on the Queue - Matchmakers  Managing Referrals on the Queue - Agencies Clarity Human Services Communi...

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  • How do I create a general referral?

    This section discusses how to create an outbound referral within the Clarity Human Services system. Outbound referrals are referrals generated by you or your agency. This includes referrals to programs within your agency as well as referrals to programs outside of your agency. This is in comparison to Inbound referrals, which are referrals that are sent to your agency from an outside agency. There are 2 ways to cr...

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  • Working with the Referrals tab: Overview

    This section discusses the structure and basic functionality of the Referrals tab. This section is divided into the following parts: Getting Started Searching for a Referral Referral Tab Details Referral - Edit Screen Details Getting Started If you are in the main search screen, you will find the Referrals tab located next to the Search tab.  If you are in a client record, or the Caseload tab, simply select the ...

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  • How do I determine program eligibility?

    This section discusses how to determine the Program(s) for which a client is eligible. The Clarity Program Eligibility Determination Engine streamlines Centralized Intake and Coordinated Assessment, making it easy and efficient. To determine if a client is eligible for a particular program, or to determine the program(s) for which a client is eligible, go to the Assessments tab in their client record. Determining ...

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  • How do I make a reservation from the referral screen?

    This section details how to make a reservation when referring a client to another program. The option to make a reservation will be available for any program offering Attendance-based services (this is configured by the System Administrator). In the example below, the Pridelands Emergency Shelter has this option. Once the checkbox is selected, the screen will expand with further options upon expanding the appropr...

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Reports

  • How do I run a report?

    This section discusses how to run/schedule a report from the Clarity Report Library. Accessing the Reports Area To run or schedule a report, go to the Launchpad icon  in the top right of the screen and select the Reports icon. This will bring you to the Report main screen, which is divided into several sections according to report type, with Show/Hide features for easy organization. Expanding Report Sections The ...

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Additional Resources (Retired)