HMIS Newsletter: April 2026

Table of Contents

• Announcements
• Federal Reporting Updates
• Help Desk Reminders
• In Our Community
  
• Upcoming Events 
• Bitfocus is Hiring

Announcements

Required Training: SCC Annual Client Consent & MyConnectSV

All Clarity HMIS users in Santa Clara County are required to complete two updated training modules by May 19, 2026. Completion is tracked automatically via Bitfocus, provided you use your HMIS-associated email address.

Mandatory Training Modules

Success Tips & Requirements

• Email Matching: You must use the same email address for training that you use for your HMIS account to ensure your progress is recorded.
• Active Window: Do not switch tabs or multitask; the training may pause if the window is not active.
• Audio/Captions: You can listen to recordings via the volume icon or use closed captions.
• No Reporting Needed: Do not email the team upon completion. Bitfocus tracks progress automatically and will contact Agency Leads if requirements are missing.
• Need help? Direct any specific questions or clarifications to your Agency Lead.

Federal Reporting Updates

Point-in-Time Count & Housing Inventory Count

We’re thrilled to share that the Point-in-Time Counts (PIT) and Housing Inventory Count (HIC) has been finalized and submitted to HUD! A huge thank you to everyone in the CoC for helping us ensure that our HUD reporting accurately reflects the scale and impact of our collective work to end homelessness.

2026 HIC/PIT Recap

On 1/21/2026, our community conducted the 2026 Point-in-Time (PIT) Count, providing a vital snapshot of sheltered individuals. 

The Inventory: Alongside the PIT, we completed the Housing Inventory Count (HIC) for HMIS participating and non-participating programs. The HIC is a snapshot of our housing programs; available beds in your housing program, utilization of those beds, and client demographics for those served on the night of the HIC/PIT.

Whether you submitted a Non-Participating Program form or prioritized HMIS data cleanup, your help in this process ensures our community’s data is accurate and complete. Thank you for your commitment to making every person count!

Interested in more detailed information about HUD’s requirements for HIC and PIT? Learn more on the HUD Exchange website here.  

Reminders from Our Help Desk Team

Pro-Tip: Want a speedier resolution when you email Help Desk? Including all the details in the first email help us move faster! By knowing the "what, where, and when" from the start, we can route your request to the perfect team member and jump into troubleshooting immediately!

Please include, as applicable:

• Steps to replicate the issue (Step 1, Step 2, Step 3, etc.)
• Impacted client records or reports (for example, specific client record Unique IDs or the Report Name)
• Screenshots and/or screen recordings of the issue (avoiding any client Personally Identifiable Information)
• What happened Vs. What you expected to happen
• How this prevents you from getting your work done

Need Help with a Client Records?
When you need assistance with client records, please include:

• Details for the issue/request
• Client Unique IDs and/or Record URLs
• Do not include Client PII in the email body or in attachments
  

User Accounts (Clarity or Looker)
When you need assistance with a user account, please include:

• User’s full name
• User’s email address
• Access role (if known)
• Agency name
• Link/URL to the Clarity instance the user needs access to (for example: scc.clarityhs.com)
• Any other details that may help us process your request

Reporting / Federal Reporting / Looks / Dashboards
When you need help with reports or dashboards, please include:

• Name and/or number of the canned report, link to the Look, or Dashboard
• Reporting parameters (date ranges, filters, etc.)
• Agency/Program name
• Details of the issue (what is wrong or not working as expected)
• Client Unique IDs involved (if applicable)
• User(s) experiencing the issue

In Our Community

SCC HMIS Quarterly Compliance Certification Checklist - Deadline Reminder

SCC HMIS Quarterly Compliance Certification Checklist - Due Thursday, April 30 EOD

• Click Here to Open PDF of Quarterly Security Checklist Report: How to Guide - Note that Coordinated Entry [CE] "Agency Name" Only Agencies TA/Agency Lead should have received an email with a list of End Users that require certification
• This certification list will cover the timeframe from January 01, 2026 - March 31, 2026
• Once certification is received the TA/Agency or Security Officer will received a confirmation email

Clients with Assessments but No Referral to CHQ

Upcoming Events

Technical Administrator (TA/Agency Lead Meeting) | May 7, 2026 2:00pm - 3:30 pm

These meetings discuss the Agency Administrator reports and data collection requirements in HMIS. Additionally, updates regarding changes and/or upcoming changes to HMIS are explored in an effort to ascertain impacts on programs and/or end users. Furthermore breakout sessions allow for exploration of the understanding of ongoing data updates, and/or challenges being experienced by end users.

SCC HMIS Looker - HMIS Report Spotlight Office Hours | May 11 & 25 2:00pm - 3:00pm | Open the Zoom Registration Link Here

We know that lots of issues and questions can arise when using Clarity (HMIS) and Looker. Office Hours are a great opportunity to get your questions answered, see demos of anything you can't figure out or can't remember how to do, find out how to fix things that might have gotten messed up, and participate in discussions with other users around solutions to common challenges.

HMIS Clarity Office Hours | May 7 & 21 10:00am - 11:30am | Open the Zoom Link and Join Here

We know that lots of issues and questions can arise when using Clarity (HMIS). Office Hours are a great opportunity to get your questions answered, see demos of anything you can't figure out or can't remember how to do, find out how to fix things that might have gotten messed up, and participate in discussions with other users around solutions to common challenges.

Bitfocus is Hiring

Join our Team!

• Visit bitfocus.com | Jobs | About Bitfocus

• Work with us at Bitfocus! Join a team committed to innovation, collaboration, and real-world impact in human services.  

Questions?

Your HMIS Administrators are happy to help.

Phone: 408.596.5866 Ext. 2

Email: sccsupport@bitfocus.com