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!
- Prior to Checkout (prepping these things beforehand will make checkout run smoother!)
- Check out the Clients
- Make a new reservation if needed
Print the Barcode Report
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.
- On the Facilities Workspace, click Reports
Select Barcode Check In Roster
- Make sure you select the correct Facility
Don't forget to run the report with Yesterday's date!
Make sure you select Scan Card ID for the barcode display type:
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
- When using the scanner, make sure your cursor is in the appropriate field: Scan Card ID
- Scan the Barcode on the Barcode Roster Report or the Client's HMIS Community Card:
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
- In the Facilities Workspace, select View Facilities
Find the correct Shelter facility, and click on the Reservation link:
- 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.
Core HMIS Workflow How-to Guides:
Questions? Email the Helpdesk: MNHMIS@icalliances.org