Morning Checkouts: how to reserve beds for returning shelter guests

Author: Reid Lemker | Date Created: 05/06/2025 | Date Updated: 05/15/2025

Overview

This article is for Night-by-Night shelters that use Facilities in HMIS to check guests in and out of shelter beds. Many shelters reserve a spot for shelter guests who plan to return the following night. This article shows you how to quickly make reservations for your returning guests during morning checkout!


  1. Prior to Checkout (prepping these things beforehand will make checkout run smoother!)
    1. Print the Barcode Report
    2. Set up your scanner
  2. Check out the Clients
  3. Make a new reservation if needed

Note: This report is helpful because it has a scannable barcode for each client, making it easier to reserve beds, check-in clients at shelters, and/or record a service if needed.

  1. On the Facilities Workspace, click Reports
  2. Select Barcode Check In Roster

  3. Make sure you select the correct Facility
  4. Don't forget to run the report with Yesterday's date!

  5. Make sure you select Scan Card ID for the barcode display type:


Back to top

Set up your Scanner

Tip: Using a Scanner is a two step process. In this case, you will be scanning the barcode on the Barcode Roster Report or HMIS Community Card while your mouse is in the ScanCard ID Field

  1. When using the scanner, make sure your cursor is in the appropriate field: Scan Card ID
  2. Scan the Barcode on the Barcode Roster Report or the Client's HMIS Community Card:

Back to top

Check out the Clients

HMIS automatically adds a checkout date of the next day when clients' are checked in. Unless your Shelter has different procedures or is an extended stay, this step should be complete automatically!

If you need to manually check-out a client, see Shelter Bed & Unit Check-Outs

Make a new reservation if needed

  1. In the Facilities Workspace, select View Facilities
  2. Find the correct Shelter facility, and click on the Reservation link:


  3. Complete the following fields on the Housing Reservation Form:
      • Facility: This should be filled in automatically
      • Room & Bed: If you'd like to assign a Room and Bed, you can do so here.

      • Client: You can Scan the client's barcode from the Barcode Roster or their Community Card by placing your cursor in the ScanCard ID field and scanning the barcode. You can also search the Client's name:


      • Reservation Begin Date: The date the reservation is being made.
      • Reservation End Date: The day after the reservation check-in date.
      • Enrollment: Link the matching shelter project enrollment that has already been completed.


Back to top


Core HMIS Workflow How-to Guides:

HMIS Fundamentals

ClientTrack Basics

Client Intake

Program Enrollment


Questions? Email the Helpdesk: MNHMIS@icalliances.org

Still need help? Contact Us Contact Us