Module 6: Housing Modules

The Diversion module records attempts to help a client avoid entering the shelter system by connecting them with other housing options. It has two recording methods: a Standard Form and a guided Workflow option with a customizable script.

How to Add a Diversion Attempt (Standard Form)

1. From the Front Desk menu, select Diversion.
2. Click Add Diversion Attempt.
3. Use the Anonymous toggle if the client wishes to remain anonymous. If anonymous, enter age group, gender, and Indigenous/disability indicators. If not anonymous, enter the client's name.
4. If applicable, add family members, date/time, and select the Reason for Service.
5. Record referral information, housing history (using Add Housing), contacts (Add Contact), and contributing factors.
6. Select the Caseworker, and if applicable, enter time spent, associated program(s), and indicate if financial assistance was provided.
7. If applicable, click Housing Loss Prevention to add a Housing Loss Prevention record.
8. Select the Expected Diversion Destination, record next steps, and enter a Scheduled Follow-up Date.
9. If applicable, record the diversion story, add comments, goods and services, and select the Diversion Result.
10. Click Save.

How to Add a Diversion Attempt (Workflow Option)

1. From the Front Desk → Diversion, click Add Diversion Workflow.
2. Enter the client's name, family members (if applicable), date/time, Caseworker, and program. Click Next.
3. The workflow guides you through each step: Reason for Service → Housing History → Contacts → Contributing Factors → Financial Profile → Diversion Destination → Goods & Services → Housing Loss Prevention → Next Steps & Follow-up → Diversion Result.
4. Click Next at each step, then click Save Diversion at the end.

The Housing Placements module tracks efforts to place a client into permanent or long-term housing. Once a client moves into housing, a Housing History record is automatically created in their profile.

How to Add a Housing Placement Record

1. From the Front Desk menu, click Housing → Housing Placements.
2. Click Add Housing Placement.
3. Search for and select the client. If a family member is selected, choose which family members are included.
4. Select the caseworker responsible for the placement.
5. Select one or more Housing Type(s) Sought.
6. Confirm the search start date. Enter a target date if applicable.
7. If applicable, select the program and referral information.
8. Click Start Housing Placement.

How to Record Housing Placement Attempts

1. From the Housing Placement List, locate the record and click Manage.
2. On the Attempts tab, click Add Housing Placement Attempt.
3. Confirm the date attempted, select the reason housing was not secured, and select the caseworker.
4. If this is the final attempt, indicate Final Attempt. Add comments if applicable, then click Save.

How to Search for and Secure a Housing Unit

1. From the Housing Placement Details page, click New Housing Search.
2. Click Filter Options and adjust parameters based on the client's needs. Click Apply Filters.
3. Locate the matching housing unit and click Secure Unit.
4. Confirm the date the housing was secured and the expected move-in date, then click Secure Unit. The status changes to Housing Secured.

How to Move a Client Into a Housing Unit

1. From the Housing Placement Details page, click the Move In button.
2. If applicable, enter the rent for the unit and update contact information.
3. Confirm the move-in date.
4. Indicate whether to use an exact date or number of months for the first follow-up appointment.
5. Click Move In. The status changes to Moved Into Housing.

How to Do a Follow-Up on a Housing Placement

1. From the Housing Placement Details page, select the Follow-ups tab (only appears after move-in) and click Add Follow-up.
2. Confirm the follow-up date and indicate months since last follow-up or move-in.
3. Use the Final Follow-up toggle. If final, indicate whether all clients are still in housing.
4. If not final, indicate the date or months until the next follow-up.
5. Add comments and click Save.

Housing Loss Prevention records activities that help clients who already have housing to maintain it. Like Housing Placements, follow-ups and subsidies can be recorded under a Housing Loss Prevention record.

How to Add a Housing Loss Prevention Record

1. In the client's record, click Client Information → Housing History.
2. Click Add Housing Loss Prevention.
   

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   This button only appears if the client has an active Housing History record and no existing open Housing Loss Prevention record.
3. Select the Reason for Service, confirm the start date, and select the caseworker.
4. If applicable, select the program and enter the date for the first follow-up.
5. Click Save.

How to Record a Rent Subsidy

1. From the Housing Loss Prevention Details page, go to the Subsidies tab and click New Subsidy.
2. Select the program funding the subsidy, confirm the start date, select the reason, and enter the subsidy amount.
3. If applicable, set the end date, payment date, frequency, and add any comments.
4. Click Save.

The Housing Units module maintains the inventory of housing units available for Housing Placements. Related modules — Landlords and Housing Maintenance — track landlord information and maintenance work respectively.

How to Add a Housing Unit

1. From the Front Desk menu, click Housing → Housing Units.
2. Click Add Housing Unit.
3. On the Address tab, enter the building name, address, unit number, country, province, city, and postal code.
4. Select the Geographic Region.
5. On the Details tab, select the Housing Type and Status. Confirm the status observed date.
6. If applicable, select Occupancy Status, landlord, service provider, and unit features.
7. Indicate whether the unit can be shared and if it is active.
8. Enter area, year built, bedrooms, floors, floor number, and rent as applicable.
9. Add comments and click Save.

How to Record Maintenance Work on a Housing Unit

1. On the Housing Unit List, locate the unit and click Edit.
2. Select the Maintenance tab, then click Add Maintenance Work.
3. Select the type of maintenance work, add a description, and select the contractor if applicable.
4. Indicate if the work is completed, enter company name, scheduled and actual dates, and cost information.
5. Click Save.