Version 3.0 – May 2025
HIFIS Comprehensive Training Course
A complete, self-paced training program covering all modules of the Homeless Individuals and Families Information System (HIFIS). Learn to enter client records, manage services, complete assessments, and run reports — all at your own pace.
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About This Course
Who this course is for and what you'll learn
Course Overview
This training course is designed for front-line workers, caseworkers, shelter staff, and administrators who use HIFIS to manage client data and services. The course follows the HIFIS User Guide (Version 3.0, HIFIS 4.0.60.5) and covers every module of the system.
Each module includes step-by-step instructions, helpful tips, and a video lesson placeholder. Complete all modules and pass the final assessment to demonstrate your HIFIS proficiency.
Learning Objectives
- Navigate the HIFIS interface and locate modules
- Create and manage client records accurately
- Record admissions, services, and case management activities
- Document housing placements and loss prevention
- Complete SPDAT and VAT assessments
- Use reporting tools to generate data-driven insights
- Understand coordinated access and the Unique Identifier List
Course Modules
0
Welcome & Introduction
Start here
Learn about the HIFIS Toolkit, the purpose of the system, and how to navigate this training course.
1
Getting Started with HIFIS
Logging in, navigation, and account setup
Log in and out of HIFIS, switch service providers, understand common icons, and manage your user account.
2
Client Information
Creating and managing client profiles
Create client records, record demographics, consent, housing history, financial profiles, health information, and more.
3
Admissions & Shelter Operations
Book-ins, chores, storage, turn aways
Manage shelter stays with book-in and book-out procedures, assign chores, log storage items, manage medication dispensing, and record turn aways.
4
Case Management
Cases, appointments, calls & visits, surveys
Open and manage case files, schedule and track appointments, log calls and visits, and complete client surveys.
5
Services & Programs
Goods, services, food banks, group activities
Record goods and services provided to clients, food bank transactions, group activities, and manage service restrictions.
6
Housing Modules
Diversion, placements, loss prevention, units
Record diversion attempts, manage housing placements from search to move-in, prevent housing loss with follow-ups and subsidies, and maintain housing unit records.
7
Assessments
SPDAT, VI-SPDAT, and VAT
Complete VI-SPDAT and SPDAT assessments for individuals, families, and youth, and administer the Vulnerability Assessment Tool (VAT).
8
Outreach & Community
Encampments, coordinated access, incidents
Track encampment enumerations, manage outreach activities on a map, work with the Coordinated Access Unique Identifier List, and record incidents and conflicts.
9
Communications & Tools
Messaging, bulletins, people, reports, PiT Count
Send messages and broadcasts, manage bulletins, maintain the People and Directory of Services records, run reports, and understand the Point-in-Time Count module.
10
Administration
Users, programs, rooms, custom tables, data export
Manage system users and access rights, configure rooms and beds, create programs and questionnaires, merge duplicate clients, and export data.
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Course Resources
Reference documents and quick guides
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LU HIFIS Support Team
hifis@lakeheadu.ca — Lakehead University. For accounts, duplicate profiles, and local questions.
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HIFIS User Guide
Version 3.0 – May 2025 (Official guide from Housing, Infrastructure and Communities Canada)
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HIFIS Client Consent Forms
English and French versions of the HIFIS client consent form. Consent is valid for two years from the date signed.
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CHAT Referral Checklists
Brief and comprehensive referral checklists for the Thunder Bay CHAT access point
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Workflow Diagrams
Thunder Bay HIFIS process maps for CHAT, case management, and housing placements — provided by TBDSSAB