Managing Shelter Bed Availability
Overview
This article explains how to manage bed availability in ClientTrack's Facilities workspace. Beds can be held as unavailable to block the creation of reservations and check-ins, or made available to allow reservations and check-ins to proceed.
- 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.
More About This
A bed can be put on hold and made unavailable in the system to temporarily prevent clients from receiving reservations and check-ins for that bed. This action could be necessary for a number of reasons, such as when a bed is undergoing maintenance.
Details
Adjusting Bed Availability
Click on your user icon in the top-right corner of the screen to open your Settings menu, then make the following selections:
- Workgroup: Emergency Shelter Staff or Shelter Reservation Team
- Organization: Your agency’s shelter organization
When finished, click Apply.
- Select the Facilities workspace icon, then click on View Facilities. Choose the correct facility from the list by clicking on it.
- Select the Bed Availability for End Users menu option from the Facility Management folder.
Make a Bed Unavailable
On the Housing Bed Availability screen, use the Unit drop-down menu to select the room where the bed you want to make unavailable is located (A). Find the target bed in the room list and enter the last date it could be used in the Latest Available End field (B).
- If you already know when the bed will become available again, you can enter that date in the New Available Begin field (C).
Click on Save & Close when you're finished updating bed availability.
If a bed should become unavailable as of today's date, enter yesterday's date in the Latest Available End field. For example, if today is 01/01/2025, then you would enter 12/31/2024 into the Latest Available End field.
Make a Bed Available Again
On the Housing Bed Availability screen, use the Unit drop-down menu to select the room where the bed you want to make available is located (A). Find the target bed in the room list and enter the first date it could be used again in the New Available Begin field (B). Click on Save & Close when you're finished updating bed availability.
Video
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Related Articles & References
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Core HMIS Workflow How-to Guides:
Questions? Email the Helpdesk: MNHMIS@icalliances.org