Start with the shift, not the software
List the places staff check during an ordinary arrival: the bed board, reservation list, intake record, attendance count, and notes from the previous shift. Identify which information your HMIS already supports well and which work depends on separate tools.
If your existing system handles these tasks clearly, adding another tool may create unnecessary effort. If staff repeatedly reconcile different lists, a shared operations workspace may be worth evaluating.
Assign a purpose to each record
For each item below, agree on the authoritative record, the person responsible, and the point in the shift when it is updated. Your local HMIS and reporting requirements determine the reporting process; this guide does not define those requirements.
- Bed readiness: where staff check available, cleaning, reserved, and unavailable beds.
- Arrivals and exits: who records the event and completes any required entry in the other system.
- Nightly attendance: how staff review the count and resolve differences.
- Shift follow-up: where the next staff member finds unfinished work.
- Reporting: who checks the data used for required submissions.
Be explicit about duplicate entry
Do not assume that “works alongside HMIS” means automatic integration. Ask a vendor to demonstrate exactly what transfers, in which direction, and what happens when information changes or a transfer fails.
For ShelterCurrent, the systems are separate: automated HMIS sync is not included. Some information may need to be entered in both. An export is not, by itself, a supported HMIS import or a completed reporting submission.
Try a fictional arrival and exit in each workflow. Count the repeated steps and decide whether the operational benefit justifies them for your team.
Write a simple working agreement
- Name the record staff consult for each daily decision.
- Assign responsibility for repeated entry and review.
- Choose when discrepancies are checked and who resolves them.
- Document the approved fallback during an outage.
- Review the routine with both frontline staff and the person responsible for HMIS.
Test the agreement with one ordinary arrival, one change during a stay, and one exit. A process that only works when the same person handles every shift needs more clarification.
Use the software evaluation worksheet to record the demonstrated workflow, remaining manual entry, and unanswered integration questions for each product you consider.
Where ShelterCurrent fits
ShelterCurrent covers beds, intake, nightly census, handoff, and operational reports for one eligible facility. It does not replace HMIS, coordinated entry, or mandated reporting. The current standard offer is $79 per facility/month plus applicable taxes, with no per-user charge.
Review the daily workflows and service eligibility before deciding whether the extra workspace fits your shelter. For a concrete starting point, follow an arrival through intake and identify the separate HMIS steps your staff would still complete.