How to create a client from a custom workflow
Author: Howie River | Date Created: June 25, 2024| Date Updated: June 9, 2025
What this is
Until we update your workflow, you should only use these instructions if you have the following roles:
- Coordinated Entry Assessors, including Diversion
- Diversion and Shelter Reservation Teams, including the following:
- Ramsey's Shelter Entry and Diversion Team
- Hennepin County Family Shelter Team
- Hennepin Shelter Hotline
- Adult Shelter Connect
If creating a new client from the Clients Workspace, use the instructions linked here.
This article explains how to create a new client record in HMIS by completing the Basic Client Demographics, Contact Information, and Family Information sections.
What you need to know
You should only be adding a client to the system when you are completing an Intake and Enrollment into your program, or when completing a shelter pre-screening assessment (Hennepin and Ramsey only).
🚨Avoid Duplicates: Search HMIS thoroughly before creating a new client. See Searching For a Client for details.
Follow these steps
- From the client workspace, search for the client
- If the client has no record in HMIS, select Intake:
Select Add a new client
🚨Warning: Skipping the client search may create duplicate records!
Complete the Basic Client Information section
Name Quality and Social Security Number Quality allow you to indicate if a client doesn't know or declines to answer.
- Complete the Basic Demographics section. You can select multiple answers:
- Fill out your client's Contact Information:
- In Family Information, you can optionally link the client to an existing family using the Family lookup
- If completing for an individual, select Relationship to HoH as Self
- Next, document the client's data sharing preference indicated in their Release of Information