04. How to Run an HMIS Active Client List Report

Overview

The HMIS Active Client List report produces a list of all clients active within a specific date range. This report can be used to identify clients enrolled in a program within a reporting period, and can be used for any project type.

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 — Under construction, coming soon!

More About This:

Any user can run an HMIS Active Client List Report, and it may be particularly helpful to those looking for a quick rundown of clients.

Before running this report, check to make sure you've already selected the correct workgroup and organization in your profile settings! For more information on workgroup's and organizations, check out the Common ClientTrack Terminology article!

Details:

This report can be found in the Reports Workspace, on the left side of the menu:

Prompts: How to run this report:

Saved Report Settings: (optional) A new feature for ClientTrack reports is the ability to pre-save your report settings. This feature is optional, but we suggest ignoring this prompt for now.
Date Range: (required) There are many preloaded date ranges to choose from; fiscal year, previous year, specific quarters, last week, etc. You may wish to use your preferred date range. For this simply leave the option as select, and input your date ranges.

Report Type: (required) This is an option to filter for clients based on when they were active in the program; who started an enrollment, who exited, who is still enrolled, or who was active at any point. For a complete overview of every client, select active at any point.
Active Client Method: (required) Select Entry/Exit Dates.
Organization: (required) Select your organization.
Programs: (required) Select which programs you want to pull into the report by clicking on filter by Program(s)
CoC Fliter: (optional/do not use) This filter is optional but at this time we do not recommend using it.
Sub-population: (optional) You can use this filter to narrow down the results of your report to a specific group of clients; veterans, chronically homeless clients, youths, or families. Leave the filter on select to include everyone (including singles).
Head of Household: (optional) This is an optional prompt to filter results for only the head of household. Leave this prompt blank to include all clients.
Users: (optional) This prompt is not needed and we recommend skipping it.
PII: (optional) Click the checkbox to exclude personally identifiable information from the report.
When your done, click the Report button to run your report immediately, or click Schedule Report to run at a later time. When running a report immediately, you should see a message in the top right corner of the page indicating that the report is running, and then you will see a message in the same spot when it is done.

View and Export Your Finished Report

For HMIS Reports (remember, these include Data Quality, PATH, PIT, and System Performance Measures reports), you can view reports you've run under My Saved Reports:
1. To view your report, click on the blue hyperlink text of the date you ran the report:
2. Here you have the option to print the report, or export into an Excel sheet (click excel data), PDF, or Microsoft Word document.

Video

Under Construction!