Planning and reporting · Excel + Word + PDF
Shelter software evaluation checklist
Free shelter software evaluation workbook and demo checklist. Compare workflows, HMIS fit, access, support, exports, and first-year costs using your own evidence.
Made to customize. Change the wording, add your shelter’s details, and share with your team. No account needed.
Software comparison workbook
Compare two vendors using your own requirements, evidence, and cost assumptions.
Vendor demo checklist
A one-page checklist you can change before a demo, then print or complete in Word.
Make your first copy
- Rename the vendor labels and edit the starter requirements to match your daily work.
- Choose your must-haves before demos. Add evidence, owners, and follow-up dates as you compare.
- Use the Word checklist for a single demo. Use Excel for side-by-side evidence and comparable costs.
Word and Excel files are editable and unlocked. PDFs are print copies. Save a master, then use a separate working copy.
Use the Word checklist during a vendor demonstration and the Excel workbook to compare two options side by side. Bring the same workflow scenarios to each demonstration using fictional records. Record evidence, unanswered questions, and first-year costs; the worksheets contain no vendor rankings, predetermined scores, or automatic winner.
How to use it
- Agree on must-have requirements with frontline staff and the person responsible for purchasing before meeting vendors.
- Ask each vendor to demonstrate the same bed change, intake, handoff, export, and staff-access scenarios using synthetic data.
- Record evidence and follow-up questions. Distinguish a demonstrated feature from a promise, integration claim, or future roadmap item.
- Compare the first-year cost, migration work, support availability, and exit process. Review gaps with the team; the worksheet does not select a winner automatically.
FICTIONAL EXAMPLE
Ask for a demonstration, then record evidence
- Scenario
- A bed becomes unavailable during intake. Ask the vendor to show what both staff members see.
- Record
- Demonstrated / Needs follow-up / Not available, plus the evidence and date.
- Follow-up
- Ask how existing HMIS entry and required exports fit this workflow. Do not assume an integration exists.
What the terms mean
- Must-have
- A requirement your organization decides it needs before adoption.
- Evidence
- A demonstration, sample export, written support term, or other material your team can review.
- First-year cost
- Recurring subscription and usage fees plus one-time setup and migration costs; record taxes and staff implementation time separately.
Adapt it to your shelter
This is an original comparison aid from ShelterCurrent, a shelter software provider. It contains no vendor rankings or predetermined scores. Have your responsible staff review contracts, privacy, security, and local reporting fit.
Published by ShelterCurrent · Web guidance updated .
Downloads prepared September 8, 2026 · Version 1.1.
Sources and further reading
These references provide context. The downloads are original ShelterCurrent templates, not official forms or endorsed materials.
Use the checklist with a practical buying guide
Use the guide to prepare your requirements, then record what each vendor demonstrates in the workbook. If ShelterCurrent is one of your options, check its current price and service eligibility against the same requirements.
Explore the ShelterCurrent demo with fictional data. No account is required.