415.429.1400
marin@bitfocus.com

HMIS Newsletter: June 2026

Announcement

 

Last Chance: Share Your Feedback on the Marin "Spring into Summer" HMIS User Survey!

This is your final reminder to participate in the HMIS User Survey. Your feedback is crucial in helping us improve the system, enhance user experience, and better support your daily workflows. The survey closes July 1st, so if you haven’t had a chance to share your thoughts you can complete the survey using this link :"Spring into Summer" HMIS User Survey

To everyone who has already completed the survey, thank you so much! We truly appreciate you taking the time out of your busy schedules to provide such valuable feedback. Your dedication helps us continuously improve the Marin HMIS experience for the entire community.

New Multi-Factor Authentication (MFA) Platform Coming 7/9

 

Why We Are Making This Change

Bitfocus is upgrading Clarity Human Services to a new authentication platform called Auth0. This upgrade modernizes our security foundation to better protect sensitive client data and changes how you log into your account. For more details check out this Help Desk article: Auth0 for Clarity Human Services: Toolkit.

 

The Rollout Timeline

To ensure your team is prepared, this transition will happen in two distinct phases.

  • Training Site Rollout: June 25th, 2026
  • Live Site Rollout: July 9th, 2026

We recommend that you use the training site launch to familiarize yourself with the new authentication process before it hits the live site.

Checklist: What to Do Before July 9th

To ensure you aren't locked out of the live site on launch day, please verify your account settings and coordinate with your agency’s internal IT department:

  • [ ] Verify Your Account Email: Log into your HMIS account. Ensure the email address listed on your staff profile is valid and that you have direct access to it.
  • [ ] Ensure Email Uniqueness: Every user must have a unique email address on file.
  • [ ] Whitelist the Recovery Email: Contact your internal IT department immediately and ask them to whitelist the email address: noreply@bitfocus.com. This ensures critical system and recovery notifications don't get blocked by your agency's spam filters.

Checklist: What to Have on Hand

On July 9th, every staff user will be required to enroll in Multi-Factor Authentication (MFA) during their very first login. Depending on the method you choose, make sure you have one of the following ready:

  • [ ] Smartphone or Tablet (For Authenticator Apps or Push): If you choose to authenticate via an app, ensure you have an authenticator app downloaded on your device (Google Authenticator or Microsoft Authenticator are two popular options). Alternatively, you can use the Auth0 Guardian app to receive direct push notifications.
  • [ ] Phone (For SMS or Voice): A mobile phone or direct desk line capable of receiving SMS text messages or automated voice calls with login codes.
  • [ ] Desktop Authenticator (No-Phone Option): A desktop-based or browser-based authenticator (such as Proton Authenticator) installed on your computer before launch day.

 

What to Expect on Day One (July 9th)

MFA is a mandatory layer for all users on the new platform to stay compliant with modern data security standards. You will not be able to bypass enrollment on July 9th. When you navigate to the live Clarity site on launch day, your sign-in experience will look different:

  • Username Retirement: You will no longer use a standalone username to log in. Moving forward, you will sign in using your unique email address. Shared or generic office email mailboxes (e.g., admin@agency.org or intake@provider.org) cannot be utilized across multiple users.
  • Mandatory First-Time Enrollment: The system will immediately require you to pair an MFA factor (App, Push Notification, SMS, or Voice) to your account.
  • Future Email MFA Option: Email authentication will not be available for your initial setup. However, after you have successfully enrolled your primary authentication factor using an app or phone number, email will become available as a secondary supported authentication method later on.

 

Simplifying Your Daily Login: "Remember This Device"

To prevent you from having to complete the MFA step every single time you sign in, the new login screen includes a "Remember this device" checkbox.

  • How it works: When logging in and completing your MFA verification, check this box to trust your current device.
  • The Benefit: The system will remember your browser, allowing you to bypass the second-factor prompt on subsequent logins for the set 30-day period.
  • Important Security Rule: Only use this feature on your regular, secure work computer or agency-issued device. Never check "Remember this device"

 

Need Help or Locked Out?

If you experience issues during the setup process on July 9th:

  • Check Spam Folders: If you are waiting on a verification email, check your junk or spam folder first. Also check in with your IT department to make sure they successfully whitelisted noreply@bitfocus.com.
  • Contact the Bitfocus Help Desk: Our Help Desk is available to assist you if you have any issues with the initial MFA enrollment or beyond.

 

Resources

For more details check out this Help Center article: Auth0 for Clarity Human Services: Toolkit

June 2026 Feature Release  

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We're releasing updates every week! A summary of every new feature and system update will be added to our comprehensive article: Clarity Human Services: June 2026 Feature Updates. Each entry includes links to updated documentation so you can dive deep into the technical details.

Please note the following schedule for your sites:

  • Every Monday: Updates are available to test and review on your Training Sites, giving you a first look at new functionality.
  • Every Wednesday: Those same features go live on your Production (Live) Sites.

Here are some highlights of recent feature updates included in our June release schedule:

  • Clarity CSV: We’re excited to introduce Clarity CSV as a new import format for the Data Import Tool (DIT), providing a new, expanded option for importing custom data.
  • Updated Public Listing Settings: Managing program visibility just got better. Our latest update gives you clearer insight and flexibility into who can make referrals, to which programs, and how the process works. If you're noticing something different in your referral workflow, please let us know: marin@bitfocus.com

Here are some highlights of recent feature updates available in the new Clarity interface:

  • Sensitive Data Protections: Fields marked as Protected in applicable screens are now automatically hidden from users who don’t have the required permissions for the agency that owns the record.
  • Check-In Button: An Active Referral(s) card is now available on the right sidebar of a client's Profile page. Case managers can use this single-click Check-In button that resets the Last Activity date across all Pending status referrals for the client at once.
  • Multi-Select Filter Standardization: Filtering is now more efficient! You can now select multiple values within a single filter in just one step.
  • Service Details Authorization Lock Field: Prevent unauthorized edits by locking service records. The new Authorization Lock field can be found in the Additional Information section of the Service Details page.
  • Coordinated Entry Events: A new "Events" tab in client program enrollments provides a complete view of all Manual and Inferred CE Events. From this tab, you can manage client event provisions (add, edit, delete, restore) and view a full audit log based on permissions.
  • Streamlined Referral Reassignments:The Reassign Referral workflow now allows direct placement into specific units/beds (including a simplified 1-step form for single clients). The new Available Unit / Beds field replaces the Opening field and is used to select the appropriate placement.
  • Additional Program Exit Functionality: You can now close open services and occupancies directly within the Exit modal to skip manual post-exit cleanup. This update also adds support for CE/Encampment program auto-exits and automatically removes referrals from the Community Queue upon permanent placement.

Want additional resources to understand these updates?

  • Read our June 2026 Feature Updates article.
  • Want a video about recent feature updates? We record every session so you never have to miss a thing. You can access the full recording in our Past Bitfocus Webinars library, making it easy to watch (or re-watch) whenever it fits best into your schedule.

Important Reminders for HMIS Trainings  

 

Please ensure all new and existing staff use their agency email address when registering for trainings on the Skilljar training portal. This helps in two important ways:

  • Expedited Training Verification: Matching emails speeds up the training verification process and avoids delays in setting up new user accounts.
  • Avoid Account Deactivation: Mismatched email addresses between Clarity and Virtual Trainings causes accounts to be flagged during the Annual Privacy Training verification and deactivated, as the system will not match them to confirm that required training has been completed.

Upcoming Events

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HMIS Agency Leads Meeting* | July 15, 2026 at 11am-12pm Click here for the Zoom registration link

 

*Agency Leads Only

We ask that the designated HMIS Agency Leads and Security Officers join this meeting on a bi-monthly basis so the information discussed can be shared agency-wide. We will be discussing topics such as community initiatives, trainings, client privacy and security, program and data management, and much more!

 

Watch Past Video Recordings Here.

 

Want more details? Check out our full events calendar.

Bitfocus is Hiring

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Join our Team!

  • Work with us at Bitfocus! Join a team committed to innovation, collaboration, and real-world impact in human services.  

Questions?

Your HMIS Administrators are happy to help.

Santa Cruz Admins- CrewsHolloway-Arbaca

Phone: 415-429-1400

Email: marin@bitfocus.com

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A Homeless Management Information System (HMIS) is an online database that enables organizations to collect data on the services they provide to people experiencing homelessness and people who are at risk for homelessness.

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