Record Housing Applications

Use the HOUSING APPLICATION object to log listings, viewings, and housing applications. 

• Listing: Refers to a prospective unit. 

• Viewing: Refers to a unit that was viewed by the client. 

• Application: Refers to a completed application submitted by the client.

Enter a new housing application for each unique unit. You will log and update a listing, viewing, and application for a specific unit in the same housing application.

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Entering a new HOUSING APPLICATION (Listing, Viewing, or Application)

1. Navigate to your client’s Case record
2. Click the Housing Tracker Manager button on the top right of the case record
3. Select the Create New Housing Application option from the list.

4. Enter the relevant information in the fields and click NEXT to save. Key fields include:

For Listings/Viewings: 

• Listing Type: Indicate if the listing was identified by the client or the staff member
• Listing Date: Date of the listing [REQUIRED]
• Viewing Status: Indicate if the client ended up viewing the listing. If you do not know at the time of entry, you can go back and update this field at a later date.
• Viewing Date: Enter the date the client viewed the unit [REQUIRED if applicable]
• Viewing Notes: Enter any relevant details about the viewing, including an explanation if the client decided not to apply. 

For Housing Applications: 

• Application Date: Date the application was submitted [REQUIRED]
• Application Name: 
• Application Type: Specify the type of unit 
  • Transitional Housing Unit:
  • Subsidy Application:
  • Permanent Housing Application:
  • Market Rate Housing:
  • Section 8:
  • RAP:
  • PBV:
• Holding Fee:
• Holding Fee Status:
• Application Status: Select SUBMIT when the application is first submitted. You will go back to this record and update this field once you know the status of the application:
  • Submitted: The completed application was submitted.
  • Accepted: The client's application was accepted.
  • Denied: The client's application was denied.
  • Selected: [For lottery applications only] The client's application was selected in the lottery.
  • Did not apply: The client opted not to apply after viewing the unit. ONLY select this option if the client viewed the unit.
• Lease-Up Disqualification:
• Waitlist Number:
• Date Status Checked: 
• Application Note: Include any additional information about the application
• Subsidized Housing Option: 

Updating an existing HOUSING APPLICATION

You will update an existing housing application when you have new information or the status has changed on a specific unit. For example, if the client ends up applying for a unit they viewed, you will need to enter application information. Or if you learned that the client was accepted for unit after submitting an application you will need to update the "Application Status" field.

1. Hover over the Housing Tracker related list link. You will likely see two types of records. You can identify the Housing Application records because the Housing Stage and Living Situation will be blank. Click on the link (Housing Tracker #) of the record you wish to update.

2. Click on any of the pencil icons to enter edit mode or click the "Edit" button on the top right.

3. Complete/update the relevant fields and click SAVE when done.

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