How do I find out how many people are in my program?

Date Created: February 3rd, 2026 | Date Updated: February 4th, 2026

What this is

This article explains two ways to find out how many clients are enrolled in one of your programs. One way uses the Active Client List report, and the other uses a data checker called Current Client Roster data checker.

In this article

• What is the difference between the two options
• How to run the Active Client List report
• How to run the Current Client Roster data checker

What is the difference between the Active Client List and the Current Client Roaster?

The Active Client List shows which clients were active in a program during a date range you choose. It's a good option to:

• See who started or exited during the report period
• Identify all clients who were active at any point
• Export client lists for follow‑up or internal review

The Current Client Roster produces a list of currently enrolled clients in the selected program.

It's a good option to:

• See who is actively enrolled in a program
• Show relationship to head of household, and the number of days since the client was last assessed
• Quick access to the client record

To run the Active Client List report, follow these steps:

1. In the Reports Workspace, select HUD/HMIS Reports, then choose the HMIS Active Client List from the drop-down menu.

2. Fill out the report prompts
   1. Saved Report Settings: Optional - Create or used a saved report setting.
   2. Date Range: Enter the start and end dates for the report.
   3. Report Type: Read the description and make the selection that fits your need.
   4. Active Client Method: Leave as Report Glossary Active Client.
   5. Organization: Choose your organization.
   6. Programs: Choose the programs you want to include in the report.
   7. CoC Filter: Leave this blank.
   8. Sub-population: Leave this blank if you want a full list of clients in the program.
   9. Head of Household: Leave this blank if you want a full list of clients in the program.
   10. Users: Leave this blank if you want a full list of clients in the program.
   11. PII: Check this box if you plan to share this data via email or with any person who might not have the authority to see the clients' personally identifying information (PII).
3. Click the Report button. You should receive a message at the top right of your screen that the report has started.

In a few moments you should receive a message that the report is ready. Click that message to see the report.

If you receive an error message that your report timed out, you may need to schedule the report. Check out the Why is my report timing out? article for instructions.

4. To export your report, select the floppy disc icon, then choose Excel Data from the drop-down menu.

This will produce an Excel sheet in your computer's Downloads file. You can use that sheet to count the   clients in your program.

To run the Current Client Roster data checker, follow these steps:

1. On your home dashboard, go to the Data Checkers section and select Current Client Roster.

2. This data checker produces a list of currently enrolled clients in a selected program. Select the program you want in the Program options in the Set Data Checker Parameters section.

3. Scroll down and click the Search button at the bottom of the page.

A list of clients will appear, and the total number of clients will be shown at the top of the list.