HMIS Newsletter: March 2026

Table of Contents

• 2026 HIC / PIT
• Announcements
• April Feature Release
• Community Content
  
• Upcoming Events 
• Bitfocus is Hiring

2026 Housing Inventory and Point-in-Time Count

Reporting for the 2026 Housing Inventory (HIC) and Point-in-Time (PIT) Count is now live! This means we’re actively working with agencies and staff to finalize client and housing program data in HMIS so that we can report to HUD by the upcoming deadline.

This annual effort provides a vital snapshot of both sheltered and unsheltered individuals experiencing homelessness in our community.

If you have a housing program, please review the client and program information for the night of the PIT: 01/27/2026

• Client Information: To ensure our community provides HUD with the highest quality data, please verify that all relevant client records—including profile demographics, enrollment/exit dates, move-in dates, and housing services—are complete and up-to-date for the PIT count date.
• Program Information: For all housing projects, please confirm that project start/end dates, available beds and units, and voucher counts are accurate.

Helpful Reports for Preparing for the HIC/PIT:

• [GNRL-106] Program Roster: This report outlines program stays and relevant inventory information, based on dates you include when you run the report. The report will include a list of all clients who were enrolled, exited, or remained active during the reporting period.
• [GNRL-220] Program Details Report: This report is a detailed review of all relevant profile, enrollment, exit, and housing service data in one place.
• [HSNG-108] Housing Census: This report provides bed occupancy rates by date, with the ability to drill down and see a client list for those dates.
• [HSNG-200] Current Housing Availability: This report summarizes (by housing project type, then program name) the amount of available bed and unit inventory on the night before the report is run. This is most helpful for ensuring your program configurations are accurate.

Thank you again for your diligence and commitment to data quality, which ensures the success and accuracy of our annual PIT Count. If you have any questions, please let us know by emailing us at marin@bitfocus.com.

Announcements

Marin County HMIS Training Site: Now Live!

We are excited to announce that the Marin County HMIS Training Site is now ready for you! This space is specifically designed for you to practice workflows and enter test data safely. You can log in using your current live site credentials. Login Here

If your your password isn't working, follow these steps:

If you are unable to log in after selecting "Forgot Password," your training site account may not be set up yet. Please contact your Agency Lead, who can submit a formal access request on your behalf. Once your account is set up, you'll need to set your password to get started. Just follow these quick steps:

• Click the Forgot Password link on the login page and enter your email.
• Set up Two Factor Authentication steps.
• Follow the instructions in the email you receive to create your new password.

Need Help
If you require further assistance please reach out to our support team at marin@bitfocus.com. Important: Never enter real client data. Use fictional "test" information only.

Bitfocus Feature Release Article

In April, we’re releasing several updates to help your community get the most out of Clarity. Here are some of the key changes you should know about:

• New Interface: We’ve continued to roll out Coordinated Entry workflow functionality in Clarity’s modernized interface. In addition, users can now collect, anonymize, and report on client information more easily. Client forms and files have been improved at the program and client-level – allowing end users to search for file names, rather than scrolling through the screen. Files and forms have been split to ensure cleaner workflows. And the consent refused toggle has been addede, making it easier to manage and de-identify clients efficiently.

Read the details: Check out the April 2026 Features article and webinar, under News and Announcements, for a deep dive into these changes.

Try it yourself: These updates will be available in your Training Site starting March 23, 2026 and available in your Live Site starting April 6, 2026. If you need help exploring them, reach out to your Bitfocus Administration team: marin@bitfocus.com.

In Our Community

Client Profile SSN Validation and Partial SSNs

To help keep our data as clean and accurate as possible, we wanted to share a quick refresher on how our system handles Social Security Number (SSN) entries. Depending on what you type into the SSN field, the system will automatically help categorize the "Quality of SSN" for you.

Numerical vs. Non-Numerical: What Happens?
The system is designed to "auto-populate" the SSN quality based on your input. Here is a quick guide on what to expect: 

*Note: Even though these responses auto-populate, you can still manually edit them if needed!

Mindful Data Entry: Understanding HUD Definitions

 When you are unable to collect a full, valid SSN, you’ll encounter specific response options. To ensure our reporting is accurate, please keep these HUD Definitions in mind:

• Client Doesn't Know: The client literally does not know the information.
• Client Prefers Not to Answer: The client knows the information but chooses not to provide it for the record.
• Data Not Collected: The worker did not record the information. This happens if the client wasn't available to ask, or if the worker simply missed asking the question.

Upcoming Events

HMIS Agency Leads Meeting* | May 20, 2026 at 11am-12pm Register here *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

Join our Team!

• Visit bitfocus.com | Jobs | About Bitfocus

• 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.

Phone: 415-429-1400

Email: marin@bitfocus.com