How to create a batch of services for many clients at once
Author: ICA | Date Created: June 12, 2024 | Date Updated: June 26, 2025
What this is
Does your project provide meals or day shelter services for a large group of clients? This article explains how to record services for multiple clients at once using the Batch Services in HMIS.
Batch services are especially helpful for day shelters, drop-in centers, and other Supportive Services Only projects that serve a high volume of regular clients in a short amount of time.
What you need to know
- Batch Services is used for real-time service entry, and it works well with the community card functionality.
- Each service batch must be associated with a project, and all clients must have an active enrolled in that project.
- Services provided together can be grouped into the same batch.
- Batch Services is not the same as Quick Services.
Follow these steps
Create a Service Batch
- Go to the Clients workspace.
- Under Enrollment and Services, click Batch Services. Note: this will open to a client record, but it will not automatically include that client.
- On the Batch form, complete the following:
- Description: Enter a name for your batch.
- Automatically Post Services: We recommend leaving this blank.
- Name of User Performing Services: Add your name or the person responsible for data entry.
- Default Comments: Optional—add notes that will appear on all service records in the batch.
- Program: Select your HMIS project.
- Scroll to the Service Codes section:
- Click the magnifying glass to search for and select services.
- Repeat to add multiple services.
- Adjust Units if more than one service unit (e.g. two meals) is provided.
- Click Save.
Add Clients to the Batch
Click the Action Button (three dots) next to your batch.
Select Add Clients to Batch.
Set the Batch Date and Date Service Provided. Back-date if needed.
Choose your Type:
- Scan Card ID: if using scan cards.
- Client ID: to search clients manually.
- Search for the client by name or ID, then click Save. This adds the client's service to the batch.
Error flags that will help your operations
- "Enrollment is a Required Field": Client must be enrolled in the selected project. If the client in line is not enrolled, you will need to help this client separately and take the time to complete an intake and program enrollment.
- Barred Clients: The system will block services if the client is barred. If this happens, you will want to be prepared with a procedure for clients not allowed in your project.
Post Services
Once you have added all clients in line to the service batch, click Post Services in the top-right corner to save all service records.
When you are done
- Review client records if needed to confirm services were applied.
- If reusing the same batch for another day, return to the batch and adjust the date before adding more clients.