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Data Entry: Methods to Check Clients into Shelter
A client can be checked in by one of three methods:
- Search by client name
- Enter client ID
- Scan client ID card
Check client in using Client Name
1. Enter in the client’s First and Last name. If more information is available such as Alias, Social Security Number, Veteran info, enter the information to narrow down the search.
2. Click Search.
3. Look in the Client Results field to see if there are any matches with a 500000+ identifier. Check the additional information to see if it is the same client with which you are working. If it is, click on the green circle + 
to the left of the client’s name to use that same record.
If there are no matches or the matches that show are not the same client, click Add New Client With This Information. If the client already has a client record in HMIS that shows in the Client Results field, click the client’s name to use that same record. If there are no matches, click Add New Client With This Information.
4. The client’s name and information will now appear on the client list as entered.
Check client in using Client ID number
If you know what the client’s ID number is, the client can be checked in using the ID number. Remember to use client IDs over 500000 ONLY.
1. Go to the Client Number section in the middle of the screen.
2. Enter the client number in the blank Client ID # box.
3. Click Submit.
4. The client’s name and information will now appear in the Express Check In List as entered.
Check client in using the client’s Scan Card
If the client has a scan card, the client can be checked in using the scanner.
1. Go to the Client Number box in the middle of the screen.
2. Use the scanner to read the bar code on the card and the client number will appear in the blank Client ID # box.
3. Click Submit. Check the picture on the profile to see if it matches the person checking in for the night.
4. The client’s name and information will now appear on the client list as entered.
Warning screens
Client has already been checked in
If a client was checked in earlier in the process, the following screen message will appear.
Client has been banned from entering shelter
If a client has been banned from the shelter, the following screen message will appear.
