This guide serves a purpose of how to generate a By Name List (BNL) Report for Active Clients during certain periods of
their enrollment into a program. This report can be used to view your clients that are actively enrolled in a
program, when they began their enrollment and when they exited at any time during the program. With the
exported BNL report, you will also be able to discover if a client is missing any data elements that may affect other
reports. (ICA, Active Client List Report Guide)
NOTE: If submitting this report for the annual PIT/HIC please do not skip step 11.
Running the Report
1. Log in to ClientTrack and navigate to your Reports workspace.
2. In the menu on the left, click BNLs then select HMIS Active Client List.
3. For the Date Range, select 2/24/2022 for both dates.
4. For Report Type, select Active at Any Point from the drop down menu.
5. For Active Client Method, select Entry/Exit Dates from the drop down menu.
6. Confirm that your Organization has defaulted to select your agency.
7. Check the box for Filter by Programs and select one program to run the report for. This report should be run for individual programs one at a time.
8. Leave the CoC Filter and Sub-population fields empty.
9. For Head of Household, check the box for Include Heads of HouseholdsOnly.
10. For users, leave the Filter by User box empty (do NOT check).
11. For PII, check the box to Hide PII. NOTE: This step is extremely important to protect your clients’ information.
12. Click Report to see the report in real time, or click Schedule Report to have the report run automatically at a later time.
Reading the Report
In addition to using this report to create a BNL for the PIT/HIC, housing programs can use this report to easily analyze Housing Move-In Dates for clients in their program, without having to queue and wait on an APR or CAPER.
1. Log in to ClientTrack and navigate to your Reports workspace.
2. In the menu, click HMIS Exports, then choose CSV – APR FY[20XX] or CSV – CAPER FY [20XX].
Note: In the naming convention of the report above, [20XX] represents the most recently published HUD reporting standards i.e. 2026. HUD updates this report format regularly. Currently, the FY 2026 format is being used.
3. Complete the Date Range that you’d like to run the report for. Use the dropdown to select a range, or type a custom date range into the boxes provided.
4. Confirm that the organization selected is your organization.
5. Filter the report by program and select the program you are running the report for. For submitting the report to Sage, only 1 program should be selected.
6. If you need client-level data, under Validation File, check the box next to “Generate Validation File”. This will queue a report in the Files on Server that contains client-level data.
7. Click Run Export. Note that if you chose to create a validation file, ClientTrack will ask you to either password protect the document, or accept full responsibility for the safety of the file if you uncheck the encryption box. Choose one of these options, then click Done.
8. You will receive a notification that ClientTrack will being processing your report soon. Click OK.
9. You will be taken the Files on Server page. You can also access this page any time through the menu. Your report will display here when it is ready. While you are waiting on the report to run, you can view its status in the Task List by clicking “Click to view”.
First, you will see a pre-load file. Then you will see the export file once the pre-load file has run. If you chose to run a validation file, you will see that as well.
11. When the report has run, from the Files on Server page, use the button with the green arrow to download the file. The export file is what is imported to Sage. The validation file is what can be used to get client-level data for internal reporting purposes.
Uploading to Sage
In your web browser, go to sagehmis.info. You can use this page to test your reports and get a formatted PDF version of the report. Or, you can log in to submit the report if that is part of your responsibilities. Sage will prompt you to choose either APR or CAPER depending on which report you need to upload.
Differences Between APR & CAPER
These reports are run almost identically. In fact, in ClientTrack it can be hard to tell them apart at times. The main difference in the APR and CAPER is that the CAPER only displays clients with a Date of Engagement and Current Living Situation recorded.
Each of the sections below is a part of the basic APR. An APR is required for certain program types but can be useful for any program as it contains several helpful and commonly sought data points. Please use the list below to determine if the APR could be useful for your specific reporting needs.
Tip: You can use CTRL + F on your keyboard to search this page for a certain data element.
Questions
Q4. HMIS Project Information
Q4a. Project Identifiers in HMIS
Q5. Report Validations
Q5a. Report Validations Table
Q6. Data Quality
Q6a. Personal Identifying Information
Q6b. Universal Data Elements
Q6c. Income and Housing Data Quality
Q6d. Chronic Homelessness
Q6e. Timeliness
Q6f. Inactive Records: Street Outreach and Emergency Shelter
Q7. Persons Served
Q7a. Number of Persons Served
Q7b. Point-in-Time Count of Persons on the Last Wednesday
Q8. Households Served
Q8a. Number of Households Served
Q8b. Point-in-Time Count of Households on the Last Wednesday
Q9. Contacts and Engagement
Q9a. Number of Persons Contacted
Q9b. Number of Persons Engaged
Q10. Gender
Q10a. Gender
Q11. Age
Q12. Race & Ethnicity
Q13. Physical and Mental Health Conditions
Q13a1. Physical and Mental Health Conditions at Start
Q13b1. Physical and Mental Health Conditions at Exit
Q13c1. Physical and Mental Health Conditions for Stayers
Q13a2. Number of Conditions at Start
Q13b2. Number of Conditions at Exit
Q13c2. Number of Conditions for Stayers
Q14. Domestic Violence
Q14a. History of Domestic Violence, Sexual Assault, Dating Violence, Stalking, or Human Trafficking
Q14b. Most recent experience of domestic violence, sexual assault, dating violence, stalking, or human trafficking
Q15. Living Situation
Q16. Case Income – Ranges
Q17. Cash Income – Sources
Q18. Client Cash Income Category
Q19. Cash Income Changes Over Time
Q19a1. Client Cash Income Change – Income Source – by Start and Latest Status
Q19a2. Client Cash Income Change – Income Source – by Start and Exit
Q19b. Disabling Conditions and Income for Adults at Exit
Q20. Non Cash Benefits
Q20a. Type of Non-Cash Benefit Sources
Q20b. Number of Non-Cash Benefit Sources
Q21. Health Insurance
Q22. Length of Participation
Q22a1. Length of Participation – CoC Projects
Q22b. Average and Median Length of Participation in Days
Q22c: Length of Time between Project Start Date and Housing Move-in Date
Q22e. Length of Time Prior to Housing – based on 3.917 Date Homelessness Started
Q22f. Length of Time between Project Start Date and Housing Move-in Date by Race and Ethnicity
Q22g. Length of Time Prior to Housing by Race and Ethnicity – based on 3.917 Date Homelessness Started
Q23. Exit Destination
Q23c. Exit Destination
Q23d. Exit Destination – Subsidy Type of Persons Exiting to Rental by Client With An Ongoing Subsidy
Q23e. Exit Destination Type by Race and Ethnicity
Q24. Targeted Questions
Q24b. Moving On Assistance Provided to Households in PSH
Q24c. Sexual Orientation of Adults in PSH
Q24d. Language of Persons Requiring Translation Assistance
Q25. Veterans
Q25a. Number of Veterans
Q25b. Number of Veteran Households
Q25c. Gender – Veterans
Q25d. Age – Veterans
Q25i. Exit Destination – Veterans
Q25j. Exit Destination – Subsidy Type of Persons Exiting to Rental by Client with An Ongoing Subsidy – Veteran
Q26. Chronic Homelessness
Q26a. Chronic Homeless Status – Number of Households w/at least one or more CH person
Q26b. Number of Chronically Homeless Persons by Household
Q26c. Gender of Chronically Homeless Persons
Q26d. Age of Chronically Homeless Persons
Q26e. Physical and Mental Health Conditions – Chronically Homeless Persons
Q27. Youth
Q27a. Age of Youth
Q27b. Parenting Youth
Q27c. Gender – Youth
Q27d. Living Situation – Youth
Q27e. Length of Participation – Youth
Q27f1. Exit Destination – Youth
Q27f2. Exit Destination – Subsidy Type of Persons Exiting to Rental by Client with An Ongoing Subsidy – Youth
Q27g. Cash Income – Sources – Youth
Q27h. Client Cash Income Category – Earned/Other Income Category – by Start and Annual Assessment/Exit Status – Youth
Q27i. Disabling Conditions and Income for Youth at Exit
Q27j. Average and Median Length of Participation in Days – Youth
Q27k. Length of Time between Project Start Date and Housing Move-in Date – Youth
Q27l. Length of Time Prior to Housing – based on 3.917 Date Homelessness Started – Youth
This report is a canned report with HMIS and allows you to easily report on how many clients are enrolled into a program.
The report displays the following data points:
Program name
Client name
Last 4 of SSN
Race
Gender
Age
Enroll Date
Exit Date
Days in program
Total number of enrollments and exit
Video Tutorial
Running the Report
1. Login to ClientTrack and navigate to your Reports Workspace. Click theEnrollment Reports tab in the menu on the left and select Clients in Programs.
2. Select the Date Range, Report Type from Run Report By section and the Program(s) according to your reporting needs. The other fields on this form are optional and could be useful.
3. Click on the Report button at the bottom right corner of the page to retrieve the report.
4. Review your report. Click on the positive sign to view client level details of the report. You can also export the report using the options at the top of the screen.
Beginning in October 2023, ClientTrack has released a new CSV Export 2024. Users needing to generate a CSV Export for any purposes, should go directly to the CSV Export 2024 report launch form.
Users will be need to utilize the filters outlined below in order to correctly generate a CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s).
Source End Point
Source Type
Date Range
Organization(s)
Exclude Deleted Records
Generating a CSV Export
Users can access the CSV Export 2024 by navigating to the Reports Workspace. Clicking on HMIS Exports and then CSV Export 2024:
Applicable Launch Page Filters for CSV Reports
Saved Report Settings:
Saved Report Settings can be set up by a user as they apply filters, choose projects or grants, and select the date ranges. Users can reuse these saved settings in the future to generate another report without needing to reapply the same parameters manually.
To use previously saved report settings, select the desired settings description. To save the current report settings, select Save Settings.
Type a description of the settings in the Save As field.
Select the report criteria, and run the report.
The saved settings will appear in the list the next time you access this screen.
Source Type
The Source Type is not a filter but is required before generating a CSV Export. According to the FY2024 CSV Specifications, this field identifies the type of source database that the data is exported from.
Select Continuum-Operated HMIS.
Select Dallas City & County/Irving CoC as the Continuum of Care Code (CoC):
Date Range
The Date Range filter can be used to filter the enrollments that were active at some point during the date range selected.
There are several pre-defined date ranges to choose from in the “Predefined Date Range” field:
Users may manually update the date range for the export by entering start and end dates in the “Enrollments active between” field:
The start date of the grant should be entered for the “Export Date” :
Organization
The Organization filter is a required field before generating an export.
Choose your organization by selecting the name of your organization:
Program(s)
The Program(s) filter may be used to restrict the export records to only include applicable records within the program(s) selected. This field is not required and users may select any and all applicable projects.
Grant(s)
The Grant(s) filter may be used to restrict the export records to only include applicable records within the grant(s) selected. This field is not required and users may select any and all applicable grants.
The list will only display grants that belong to the organizations you selected above.
Exclude Deleted Records
This filter will exclude any deleted records from the export. Deleted records may include, but are not limited to deleted programs, deleted enrollments, and deleted client records. This filter is set to default as ‘Exclude Deleted Records’. If a user would like to include the deleted records, they may uncheck this filter and generate the export.
It is highly recommended to continue to exclude deleted records when generating a CSV Export.
Additional Filters
CoC
This filter is not required, but when selected, allows users to filter the records included in the CSV Export to only include records associated with the CoC selected. The CoC selected must match the Enrollment CoC in the clients Universal Data Assessment at entry and/or the Program CoC for project setup.
Included Assessment Types
This filter is not required, but when selected, allows users to filter the records included in the CSV Export to only records associated with the specific Assessment Types selected. These Assessment Types include Entry, During Program, Enrollment/Update, Annual, Exit, Post Exit/Follow Up and Other.
Limit After Care to 180 days from Exit
This filter is not required, but when selected, allows users to filter the records to exclude any After Care assessments collected outside of the 180 day timeframe defined by HUD.
This filter is not required, but users generating a CSV Export for a RHY Export or a YHDP Supplemental Report should select this filter.
Limit Services to within the Enrollment Entry and Exit Dates
This filter allows users to filter the export to exclude any services that are provided to a client outside of the Enrollment Entry and Exit dates.
This filter is not required, but users generating a CSV Export for an official HUD purpose, including the SSVF Export, RHY Export, YHDP Supplemental Report, should select this filter.
Hash PII
This filter will apply the HUD defined Hash algorithm to the Personally Identified Information (PII) included in the CSV Export.
This filter is not required, but users generating a CSV Export for a RHY Export, a YHDP Supplemental Report will need to select this filter to generate a Hashed CSV Export.
The Timing Report displays enrollments for the program(s) selected with timing data per user. Timing data refers to the Average Days from Entry and Average Days From Exit for a client. This report is useful to determine the timing of data entry for enrollments and exits.
Navigate to your Reporting Workspace
2. Under the “HMIS Reports” dropdown, select “HMIS Data Entry Timing Report”
3. On the reporting screen: select Date Range, Type, Organization, and Program(s)
Note: The “Programs” field is multi-select!
4. Once the required information is captured, select “Report“
If the reports are running in the background, you’ll see the notifications below.
5. When the report is ready, you will see something like the one below. By clicking on the plus signs, you will be able to see client-level data.
6. To save the report, select the “Save” icon and choose “Excel“. This will save the report in the same formatting you are seeing it in ClientTrack!
Users can access the HMIS Data Entry Timing Report by navigating to the Reports Workspace. Clicking on HMIS Reports and then HMIS Data Entry Timing Report:
Select a Date Range:
Select the appropriate Type for your agency’s needs:
Select the Program(s):
Other Filter Options:
When checked the grant filter displays grants that belong to the organization and program you selected above:
Select “Report” to run the report:
Below is an example of what information is displayed via the online report
To download the report in an editable format, please select ‘Excel’
The HMIS Data Standards require that each client with an active enrollment of at least 1 year receives an Annual Assessment. The Annual Assessment is due within a 60-day window of the anniversary of the client’s project start date in the program (i.e. the day the Entry Assessment/Intake was completed). This 60-day window starts 30-days before the anniversary date and extends 30-days after the anniversary date.
Programs can determine if any Annual Assessments were missed using the steps detailed below. This process uses the current APR to view Annual Assessment data.
Running the APR
1. Log into ClientTrack and navigate to the Reports Workspace. Under HMIS Exports, select the most current CSV APR. At the time this article is being written, the most current APR is FY2024. Please confirm that you are selecting the correct report, which may be different than what is shown here.
2. Complete the basic report parameters as follows.
Date Range: Select a Begin Date that is at least one year prior to the current date. Choose an end date that allows the date range to be at least 1 year long.
Organization: The organization should default to your HMIS organization.
Grant Program: Do not select anything for these fields. Grant information is not needed.
3. Projects: Deselect “HMIS Projects Only”. Check the box to “Filter by Project(s)“, then select the Projects you wish to see. This is a multi-select and will allow you to run the report for several programs at once.
4. Click Run Export.
5. Confirm your security/encryption method. Our team recommends the following selections.
You should receive a pop-up confirming that the report is queued. Select “OK” to close this pop-up. Your report will display on the Files on Server page when it is finished processing.
Viewing the Report
1. From the Files on Server page of the Reports workspace, Download the “Validation” ZIP folder.
2. On your device, open the downloaded ZIP folder and select the “APR_20XX_Annual_Detail” file.
3. In the Annual Detail File, these columns will help determine Annual Assessment data
Column A – Client ID
Column B – Enrollment ID
Column E – Annual Assessment Date (most recent)
Column AU – Required Annual
Column AU – Required Annual answers “Is an Annual Assessment needed for this client?”
If “No” – this client has been enrolled for less than 1 year, and no Annual Assessment is required.
If “Yes” – this client needs an annual assessment. Check Column E – Annual Assessment Date
No data in Column E signifies that no Annual Assessment Date has been recorded.
If a date displays in Column E, confirm the Project Start Date and Annual Assessments by continuing the steps below, keeping in mind that:
A date within the last 11 months likely means the client’s Annual Assessment is up to date.
A date more than 11 months in the past likely means the client needs a new Annual Assessment.
Record Any Missing Assessments
Once you use the report to determine which clients have missing Annual Assessments, take these steps to record the missing assessments for each client.
1. Log into ClientTrack and navigate to the Clients Dashboard. You can use the Client ID from the report to easily search for the correct client.
2. In the Enrollments section of the dashboard, find the relevant program enrollment. Click the Action menu (three dots) next to the relevant program enrollment, then select Associated Assessments.
3. Find the Entry Assessment and note the Assessment Date. Based on the current date, determine how many missing Annual Assessments need to be recorded.
4. Record each missing Annual Assessment following the appropriate steps to backdate each assessment so that it falls within the 60-day window. If you need assistance completing an Annual Assessment, see our guide for Annual Assessments: https://housingforwardntx.org/docs/update-annual-assessments
Beginning in October 2023, ClientTrack has integrated the RHY Export into the overarching CSV Export 2024. Users needing to generate a CSV Export for RHY and/or YHDP purposes should go directly to the CSV Export 2024 report launch form.
Users will be need to select the filters outlined below in order to correctly generate a RHY CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s).
Source End Point
Source Type
Date Range
Organization(s)
Exclude Deleted Records
Limit After Care to 180 days from Exit
Limit services to within the Enrollment Entry and Exit Dates
Hash PII
Generating a RHY Export
Users can access the CSV Export 2024 by navigating to the Reports Workspace. Clicking on HMIS Exports and then CSV Export 2024. In the Source End Point field select RHY Export.
Applicable Launch Page Filters for CSV Reports
Source Type
The Source Type is not a filter but is required before generating a CSV Export. According to the FY2024 CSV Specifications, this field identifies the type of source database that the data is exported from.
Select Continuum-Operated HMIS.
Select Dallas City & County/Irving CoC as the Continuum of Care Code (CoC):
Date Range
The Date Range filter can be used to filter the enrollments that were active at some point during the date range selected.
There are several pre-defined date ranges to choose from in the “Predefined Date Range” field:
Users may manually update the date range for the export by entering start and end dates in the “Enrollments active between” field:
The start date of the grant should be entered for the “Export Date” :
Organization
The Organization filter is a required field before generating an export.
Choose your organization by selecting the name of your organization:
Exclude Deleted Records
This filter will exclude any deleted records from the export. Deleted records may include, but are not limited to deleted programs, deleted enrollments, and deleted client records. This filter is set to default as ‘Exclude Deleted Records’. If a user would like to include the deleted records, they may uncheck this filter and generate the export.
It is highly recommended to continue to exclude deleted records when generating a CSV Export.
Limit After Care to 180 days from Exit
This filter is not required, but when selected, allows users to filter the records to exclude any After Care assessments collected outside of the 180 day timeframe defined by HUD.
This filter is required for users generating a RHY Export.
Limit Services to within the Enrollment Entry and Exit Dates
This filter allows users to filter the export to exclude any services that are provided to a client outside of the Enrollment Entry and Exit dates.
This filter is not required, but users generating a CSV Export for an official HUD purpose, including the SSVF Export, RHY Export, YHDP Supplemental Report, should select this filter.
Hash PII
This filter will apply the HUD defined Hash algorithm to the Personally Identified Information (PII) included in the CSV Export.
This filter is not required, but users generating a CSV Export for a RHY Export, a YHDP Supplemental Report will need to select this filter to generate a Hashed CSV Export.
Additional guidance for timelines and requirements for the RHY Export can be found in the RHY-HMIS Program Manual.
This cheat sheet reviews the save settings for most ClientTrack Canned (pre-built) reports. Almost all reports in the Reports Workspace (excluding the Data Explorer) will have these save file options after being run.
Saving Your Report
1. After running the report, click the Save button on the report in ClientTrack.
2. Choose your desired format from the file format options. Most reports will have the option for:
Excel – this format gives you an .xls file with formatted report information and headings
Excel Data – this format gives you an .xml file that should open in Excel after being downloaded and provides the raw report data with no formatting
PDF – this format gives you an almost identical copy of what you see in the ClientTrack report, but in a PDF file
Word – this format gives you an almost identical copy of what you see in the ClientTrack report, but in an MS Word file
3. Once you select your file format, the file will download onto your device. Your device settings will determine where the file is saved on your device (most often this is a Downloads folder), and whether or not the file opens automatically after being downloaded. Contact your internal IT department if you have any difficulty locating your downloaded file.
Format Recommendations and Tips
Format Recommendations
Excel – not typically recommended, unless you need a spreadsheet that is pre-formatted
Excel Data – strongly recommended for accessing, filtering, and utilizing raw data
PDF – strongly recommended for viewing and sharing with stakeholders
Word – not typically recommended, unless you need a Word document that is pre-formatted and editable
Tips
Occasionally, users have technical difficult when viewing Excel Data downloads, as the .xml file format open differently than a typical .xls (Excel) file. HMIS Team members have found the following steps helpful in resolving this error. However, if you follow these steps and continue have issues opening your .xml file, please contact your internal IT department for assistance.
1. Open MS Excel and click File – Open
2. Browse to the location that has the .xml file saved, and click Open to open the file.
3. A pop up with 3 options should display. Select As an XML table radio button.
4. This opens and displays the .xml file as an Excel table.
Beginning in October 2023, ClientTrack has integrated the SSVF Export into the overarching CSV Export 2024. Users needing to generate a CSV Export for SSVF purposes should go directly to the CSV Export 2024 report launch form.
Users will need to utilize the filters outlined below in order to correctly generate an SSVF CSV Export. Additional filters may be applied, including selecting specific Program(s) and Grant(s).
Source End Point
Source Type
Date Range
Organization(s)
Exclude Deleted Records
Limit services to within the Enrollment Entry and Exit Dates
Generating a SSVF Export
Users can access the SSVF Export 2024 by navigating to the Reports Workspace. Clicking on HMIS Exports and then CSV Export 2024:
In the Source End Point field select SSVF Export.
Applicable Launch Page Filters for CSV Reports
Source Type
The Source Type is not a filter but is required before generating a CSV Export. According to the FY2024 CSV Specifications, this field identifies the type of source database that the data is exported from.
Select Continuum-Operated HMIS.
Select Dallas City & County/Irving CoC as the Continuum of Care Code (CoC):
Date Range
The Date Range filter can be used to filter the enrollments that were active at some point during the date range selected.
There are several pre-defined date ranges to choose from in the “Predefined Date Range” field:
Users may manually update the date range for the export by entering start and end dates in the “Enrollments active between” field:
The start date of the grant should be entered for the “Export Date” :
Organization
The Organization filter is a required field before generating an export.
Choose your organization by selecting the name of your organization:
The list will only display grants that belong to the organizations you selected above.
Exclude Deleted Records
This filter will exclude any deleted records from the export. Deleted records may include, but are not limited to deleted programs, deleted enrollments, and deleted client records. This filter is set to default as ‘Exclude Deleted Records’. If a user would like to include the deleted records, they may uncheck this filter and generate the export.
It is highly recommended to continue to exclude deleted records when generating a CSV Export.
Limit After Care to 180 days from Exit
This filter is not required, but when selected, allows users to filter the records to exclude any After Care assessments collected outside of the 180 day timeframe defined by HUD.
Limit Services to within the Enrollment Entry and Exit Dates
This filter allows users to filter the export to exclude any services that are provided to a client outside of the Enrollment Entry and Exit dates.
This filter is required, for users pulling a SSVF Export.
Hash PII
This filter will apply the HUD defined Hash algorithm to the Personally Identified Information (PII) included in the CSV Export.
Additional guidance for timelines and requirements for the SSVF Export can be found in the SSVF FY24 Data Guide.
This report is a custom report that is built in Data Explorer which allows you to easily report on how often users at your agency are logging into ClientTrack.
The report will display the following data points:
• Active Status
• User ID
• User Name
• Email
• Organization Last Logged on to
• User Created Date
• Last Login Date
• Workgroup Last Logged in to
Running the Report
1. Log in to ClientTrack and navigate to your Reports Workspace.
2. In the menu, select Data Explorer.
3. Uncheck “Only show my questions”.
4. Search for “User Tracker” and select that query.
5. Under “Which records do you want to include?” change the organization to your agency.
Click the agency name.
Choose “Enter a value”
Search for your agency from the list, or scroll to find it, and select it.
6. Click “Show Me” then use the export button in the top right corner of the report to export your report.
