How to use the "Fillable" PIT excel workbook

Author: Amy Highness | Date Created: 1/12/2026 | Date Updated: 1/15/26

What this is

This guide provides step-by-step instructions on using the Fillable PIT Excel Workbook. If your agency does not use HMIS, you can use this workbook to:

  • Calculate your Point-In-Time Count (PIT) totals
  • Provide your totals to ICA to be included in the PIT Count

What you need to know

You should only use this workbook if you are an Emergency Shelter and/or Transitional housing program that meets both of the following conditions:

  • Your program does not use HMIS
  • Your program is not using the PIT survey
The information you report should match the clients who were enrolled in your program on the night of the Point-in-Time (PIT) count. After you enter your clients’ information into the workbook, use this article to learn how to export and submit the numbers from the PIT Count tab.

In this article

How to Complete the PIT Count Data Tab

This workbook has one tab where you enter summary totals for your Emergency Shelter and/or Transitional Housing programs.

Click the link to download the FILLABLE PIT Excel Workbook.

  • Complete one Excel sheet for each Emergency Shelter or Transitional Housing project your agency operates.
  • At the top of each sheet, enter your program’s basic information.

Section 1: Total Homeless Population

  • The data is grouped by household type. Only fill out the sections for the household type(s) your program served on the PIT count night.

  • Enter total numbers for each row under:
    • Adults Only
    • Adults & Children
    • Children Only

Household Definitions

Household Type Definition
Adult Only All household members are age 18 or older
Adult & Child At least one household member is age 18 or older and at least one household member is under age 18
Child Only All household members are under age 18

Race/Ethnicity

  • The Race/Ethnicity field allows only one selection per person.
  • Example: If a client identifies as multi-racial, select Multi-Racial, not each individual race.

Section 2: Veterans and Veteran Household Population

  • Enter totals only for households that include a Veteran.

    For the chronic population:

    • If one person in a household meets the chronic definition, count everyone in that household.

Section 3: Parenting Youth Household Population

  • Enter totals for households that meet the Parenting Youth Household definition:
    • The head of household is under age 25 and has a dependent child under 18.

Section 4: Unaccompanied Youth Household Population

  • Enter totals for households made up of unaccompanied youth.

Section 5: Homeless Subpopulations

  • Enter totals for adults who have any of the characteristics listed in the workbook.

Each table has built-in alerts to help you double-check your work. These alerts help make sure the numbers you enter in the demographic fields match the total counts you entered at the top of each section.

How to export the workbook's PIT Count Tab

To export your workbook as a completed excel file for ICA, follow these steps:

  1. Make sure the PIT Count tab is open
  2. Click File
  3. Click Save A Copy
  4. Name the file something meaningful, including your agency and project name, and save it somewhere you'll be able to retrieve it
  5. Click Save

How to submit your PIT Count report

You should upload your completed workbook to this repository. Also, please send an email to mnpit@icalliances.org and let us know you have completed this step. Include the name of your agency and your project, plus the best way to reach you, in the email. ICA will review it and will let you know if we have any questions or need additional information.

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