How to Create a Client

Author: Ran Chang | Date Created: June 25, 2024| Date Updated: June 9, 2025


What this is

Need to create a new client in HMIS? Learn how to add a new client and complete the Basic Client Demographics, Contact Information, and Family Information sections for a new client.

Step-by-Step Video

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More About This


You should only be adding a client to the system when you are completing an Intake and Enrollment into your program, or when completing a shelter pre-screening assessment (Hennepin and Ramsey only).

🚨Before creating a New Client make sure you thoroughly search HMIS to ensure the client doesn't already exist. Check out Searching For a Client for more information.

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Details

  1. Navigate to the Client Workspace
  2. Search for the client as described in the Searching For a Client article to make sure they don't already exist in HMIS.
  3. Once you have determined the client is not in HMIS, Select Intake from the menu group.

A search engine window with orange circles and black text

Description automatically generated

  1. On the first page of the Intake process, Select Add a new client to create a new client.

🚨Warning: Proceeding without searching for a client record first, could result in a duplicate record!

  1. Next, complete the Basic Client Information section. Any fields with a red asterisk are required and must be filled out to proceed.

    Name Quality and Social Security Number Quality allow you to indicate if a client doesn't know or declines to provide information.

  2. Proceed to the Basic Client Demographics section:
    • Both Race and Ethnicity and Gender allow you to select multiple answers.

  1. Next, complete the Contact Information section for your client:

  1. In the Family Information section, you can link the client to an existing Family using the Family lookup field, or If completing an intake for a single individual, select Self in the Relationship to Head of Household field.

  1. Next, document the client's data sharing preference that they indicated in the Release of Information. This is the final section of the client's basic information.


Core HMIS Workflow How-to Guides:


HMIS Fundamentals

ClientTrack Basics

Client Intake

Program Enrollment


Questions? Email the Helpdesk: MNHMIS@icalliances.org

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