Attention: Not all programs collect notes on the Notes tab. Check with your supervisor for specific directions on adding notes in your programs. 


To add program notes, first pull up the client's profile either through using the Client search or using the CASELOAD tab in Clarity. From the PROFILE, click on the "Programs" tab. Then click on the "Edit" button. 



Adding Notes from the Program Level 'Notes' Tab


Click on "Notes" tab. Then click on "Add Note."





Title: Adding a descriptive title can help you find information later.

Category: Categories should also be used to help identify the topics covered in the notes. Notes categories were identified by Clarity users. Contact HMISsupport@end-homelessness.org if you have suggestions on how to make this feature more useful. Current categories include:

  • CMHA Application  
  • Education 
  • Food Insecurity 
  • General Issues 
  • Health / Wellness 
  • Household Items 
  • Housing Issues (Repairs Needed or Landlord Issues) 
  • Housing Search / Inspection / Leasing  
  • Income / Benefits 
  • Individual / Family Support 
  • Job Search / Employment Issues 
  • Life Skills / Personal Needs  
  • Rental Arrears / Eviction 

Date: The date will default to the date you are entering the note into Clarity; however, this can be changed by clicking on the calendar icon.

Time Tracking: Time tracking is not required but is used by some programs/agencies. Please check with your supervisor to find out if time tracking is required by your organization.


When complete, click "Add Record" at the bottom of the screen to save the note. 


How to Set Notes to Private

  • Each of these items have a "Private" toggle at the bottom on their screens.
  • By toggling on "Private" these items will now only be visible/accessed by users signed into that agency.


Adding Notes from the Program Level 'Services' Tab


Click on the "Services" tab. Then click on the appropriate service to enter the note (see your supervisor for specific instructions.



If needed, choose the appropriate service item.



Enter the dates of the service (the start and end date should be the same date). Enter the note and hit SUBMIT.



You can view the note from the Program level HISTORY tab. Scroll over the notes icon to view the notes.


How to Set Notes Entered as Service Items to Private

  • After documenting a service from the "Provide Services" tab, select "Save and Close.
  • Go to the Program level navigation "History" tab.
  • Click on the edit icon next to the newly added service.
  • Scroll down to the bottom of the screen.
  • Toggle on "Private."
  • This service item will now only be visible/accessed by users signed into that agency.


Contact Information


If you need help, or wish to offer suggestions or feedback, please contact the Cincinnati/Hamilton County HMIS support team at HMISsupport@end-homelessness.org or by calling 513-263-2790 9 a.m. - 3 p.m. Monday-Friday (excluding holidays). 


When contacting HMIS Support, please do not include any Personal Identifiable Information such as social security numbers, birth dates, etc. Instead please use the Clarity Unique Identifier found on the Clarity client's profile page.