Beginning October 1, 2025 the HMIS functionality of CharityTracker HMIS was discontinued. Because we found that many customers were only using the HMIS version of CharityTracker for the bed management features, we chose to retain this module and allow customer to continue using it.
We've kept almost everything the same. And where we made changes; we made things easier!
The big difference is that you no longer have to go to the [My Agency] -> [Projects] tab in order to add a site or edit the site's information (name and address). Instead all of the Bed Management functionality is now under the [My Agency] -> [Bed Management] tab.
Check out the how-to steps below to understand the changes. We've even added a new feature that will let you archive sites.
How to add a new site
Sites are now added directly in the [My Agency] -> [Bed Management] tab, as opposed to the old [My Agency] -> [Projects] tab.
Here are the new steps:
Click the blue [My Agency] tab
Click the [Bed Management] sub-tab
Click the [Add Site] button
In the window that appears you can add your new site's information as well as begin immediately adding your bed configuration (learn more)
When you're done, click the [Save Changes] at the bottom of the window.
How to edit the site information and bed configuration
Editing site information (name and address) used to be a separate window from managing the bed configuration for the site. This was previously necessary because of the way HMIS worked. Now, we have combined editing site information and bed configurations into one, unified window.
Here are the new steps:
Click the blue [My Agency] tab
Click the [Bed Management] sub-tab
Click the [MANAGE SITE / BEDS] button on the site you'd like to edit.
In the window that appears you can edit site information as well as make any changes to the bed configuration for the site.
When you're done, click the [Save Changes] at the bottom of the window.
NEW! – How to archive a site
Within the unified window for managing the site and beds, new functionality was added that allows you to archive a site.
Archiving a site hides it from view and prevents new client check-ins, while preserving all historical data for reporting needs. You can always unarchive a site to reactivate it.
Note: The "Archive Site?" checkbox only appears when a site has no occupied beds and no pending bed requests.
Click the blue [My Agency] tab
Click the [Bed Management] sub-tab
Click the [MANAGE SITE / BEDS] button on the site you'd like to archive.
In the window that appears, check the box for "Archive Site?"
Click the [Save Changes] at the bottom of the window.
You can view your archived site(s) at the bottom of the [My Agency] -> [Bed Management] page by checking the box "Show Archived Sites"
How to delete a site
Within the unified window for managing the site and beds, new functionality was added that allows you to delete a site.
Deleting a site permanently removes the site from the bed management module. This is good for when a site was created and never used, or if you made a site by mistake.
Click the blue [My Agency] tab
Click the [Bed Management] sub-tab
Click the [MANAGE SITE / BEDS] button on the site you'd like to delete.
Click the [Delete Site] button in the bottom right
A dialog box will appear for you to confirm you want to delete the site by pressing [OK] ... or you may see a message that says you cannot delete the site.
Note: A site can only be deleted if all of the following are true:
The site has no occupied beds.
The site has no bed requests.
The site has no historical bed assignments.