02. Choosing Your Workgroup & Organization

Overview

A Workgroup is a setting in ClientTrack related to user type or role in the system.
An Organization is a group of projects at an agency containing client enrollment data. A small number of complex agencies may have access to multiple Organization options.
Before completing any client data entry in HMIS, users must first select the appropriate Workgroup and Organization.

More About This — Further important information is found in this section.
Details — Specific details and/or step-by-step workflows will be described in this section.
Video — Any relevant videos will be posted in this section.

Workgroup

A Workgroup in ClientTrack is a method of organizing groups of users who perform similar roles. These Workgroups determine which Workspaces are accessible, what menu options are visible, and which forms and assessments are presented to a user to complete.

There are six current defined workgroups in Minnesota’s ClientTrack system:

HMIS Users (default role, used by the vast majority of HMIS users)
Emergency Shelter Staff (includes the Housing workspace)
Shelter Reservation Team (for tasks related to shelter reservation teams)
Coordinated Entry Assessors (for conducting Coordinated Entry assessments)
Priority List Managers (for overseeing Coordinated Entry systems)
System Administrators (for ICA MN staff)

Some users will have only one Workgroup available, while others will have multiple to select from for different tasks. If you do have multiple Workgroup options available to you, always remember to select the correct Workgroup before you do any data entry in HMIS!

Organization

An Organization is the agency or portion of an agency for which a user is entering data. The selected organization governs which programs/projects for which the user can enter data, and what client transaction data is visible.

As with Workgroups, some users will have only one option available, while others will have multiple. If you do have multiple Organization options available to you, always remember to select the correct Organization before you do any data entry in HMIS!

Selecting your Workgroup & Organization

Click the icon with your initials in the upper-right corner of the page to access your Settings menu:

Under Account Settings, select the Workgroup and Organization that are applicable to the type of data entry you will be doing in the system during the current session:

Click Apply and exit the Settings menu.

Video

Under construction, coming soon!