HMIS Transition Update 9/2: New HMIS system is now live
Updated September 2, 2025
The new Homeless Management Information System (HMIS) software for the Austin/Travis County Homelessness Response System is now live. Following months of planning, preparation, and training by ECHO’s HMIS Team, our community’s nearly 600 HMIS users can now use the new system, called Clarity, to coordinate services for people working to end their homelessness.
System-wide trainings for the new system wrap up this week and will be replaced by a regular training calendar on the HMIS page of our website in the coming days.
The HMIS Helpdesk remains the best option to contact our team to resolve issues using the system.
Updated August 21, 2025
*New training added*: Due to demand, ECHO’s HMIS Team added another in-person training session for Rapid Rehousing (RRH) and Permanent Supportive Housing (PSH) providers to learn Clarity, our community’s new HMIS software.
- Wed., Sept. 3, 9:30 a.m.-12:30 p.m. | 700 Lavaca Street, Austin TX, 78701 | Register here
If you have already attended a Clarity training of a different program (or are registered for one that hasn’t taken place yet), please do not register for this training. We are prioritizing staff who are not registered at all.
The added training is for RRH/PSH staff only. Please do not register for this training if you are not a RRH/PSH staff or if you have already attended a Clarity training of a different program type/are already registered for a Clarity training. Clarity trainings will be added on an ongoing basis after the initial large group trainings are completed.
Updated August 8, 2025
The timeline for the transition to the new HMIS vendor has shifted. The last day to enter data into Community Services/WellSky is now Thursday, August 14. This means providers will need to begin using paper forms to track data a week earlier than originally expected. There are currently no changes to the rest of the timeline. Any additional changes will be emailed to providers and updated here.
Download copies of paper data collection documents from the BitFocus website.
Updated July 31, 2025
ECHO’s Homeless Management Information System (HMIS) Team will host six in-person training sessions in August to introduce HMIS users in Austin/Travis County to the new database management system, Clarity by the company BitFocus (see original post below for more on the new vendor).
HMIS users can register now for their preferred training. Completing the registration form is required to attend a Clarity HMIS training due to capacity limits for the training spaces and to ensure proper user set up in the training site. Each session is capped at 100 people and is tailored to users who work in the same or similar interventions. Use this form to register for the training that works for you.
Please note: These training dates are only for organizations that currently use HMIS. The HMIS Team will schedule training opportunities for new users after the system transition.
The training dates are:
- Rapid Rehousing & Permanent Supportive Housing
- Thu., Aug. 14, 9:30 a.m.-12:30 p.m. | 4815 Mueller Blvd, Austin, TX 78723 | FULL
- Thu., Aug. 21, 9:30 a.m.-12:30 p.m. | 1400 N IH 35 Austin, TX 78701 | FULL
- Wed., Sept. 3, 9:30 a.m.-12:30 p.m. | 700 Lavaca Street, Austin TX, 78701 | Register here
- Street Outreach
- Tue., Aug. 19, 9:30 a.m.-12:30 p.m. | 1400 N IH 35 Austin, TX 78701
- Thu., Aug. 28, 9:30 a.m.-12:30 p.m. | 4815 Mueller Blvd, Austin, TX 78723
- Emergency Shelter
- Wed., Aug. 20, 1:00-4:00 p.m. | 1400 N IH 35 Austin, TX 78701
- Tue., Aug. 26, 1:00-4:00 p.m. | 4815 Mueller Blvd, Austin, TX 78723
The HMIS Team will send out a calendar invitation closer to your selected training date. Additional trainings will be added as necessary. Please complete the registration form by the end of the day on Aug. 8.
Timeline
Here’s the timeline for the transition to the new system. Please note the timeline is subject to change.
- Aug. 1: Final day to access Community Services/WellSky New User training
- Aug. 14: Final day to enter data into Community Services/WellSky (Note: This is updated from the original timeline)
- Aug. 22: Blackout period begins (no access to either HMIS system) to facilitate data transfer between vendors; users will have access to paper documents to support data collection during this time
- Sept. 2: “Go-live” date with new HMIS system, Clarity
Original Post
In fall 2025, the Austin/Travis County Homelessness Response System (HRS) will transition to a new software vendor for our community’s Homeless Management Information System (HMIS). The change will bring more capabilities to providers and create a more comprehensive system to support people in ending their homelessness.
While the long-term benefits will far outweigh any difficulties during this period of transition for our community, we acknowledge some short-term effects may impact operations and planning at some partner organizations. This post lays out what we know is changing now, what’s changing next, and what to expect later this year.
The formal switch to the next system will happen in Fall 2025. Please note the timeline and details of the transition included here are subject to change as we continue configuring the system with the new vendor.
Key Changes:
Now
- New Coordinated Assessor trainings are paused after 4/24 until the new HMIS system is in place (11 people currently in training will be able to finish)
- 85 assessors are currently in the community to do CAs during transition period (find a provider: https://www.austinecho.org/gethelp/)
- No new projects or providers will be added to the current HMIS system
- ECHO’s HMIS Team will not fulfill any custom requests until the new system is in place
Next
- Starting in July, new HMIS users will train exclusively on the new system
- Re-training of current HMIS users begins this summer and continues through the fall
Fall 2025
- Data migration and formal transition to new vendor
- Blackout period (no access to either HMIS system) to facilitate data transfer between vendors (more details to follow)
- HMIS New User and CA Trainings will resume when the new HMIS system is in place; all users of the new system will have access to training materials and in-person trainings from ECHO’s HMIS Team, and the Technical Assistance (TA) Team at ECHO will be able to provide support with any additional data entry questions
*Please note: Permanent housing operations (referrals and staffings) will continue as normal for the foreseeable future. Changes to these operating procedures will be communicated in Summer 2025.*
Why are we switching vendors?
As the HMIS lead agency for our community, it’s ECHO’s responsibility to listen to and respond to concerns regarding the data system from providers, people experiencing homelessness, and all stakeholders in our HRS. We’ve heard a desire for a more comprehensive HMIS system, which, combined with a lack of needed improvements in our current system, led to the decision to seek a new vendor.
Who’s the new vendor?
ECHO requested proposals from potential vendors in fall 2024. After a thorough review process by a committee of staff, HMIS users, and community members (which included live demonstrations from finalists), the committee selected BitFocus as the new vendor for Austin/Travis County’s HMIS system.
BitFocus’ platform, called Clarity, offers more capabilities for providers in terms of street outreach, reporting, and Coordinated Entry. The system offers advanced technology and features not currently available to providers in our system.
Why pause trainings?
The current Coordinated Assessor (CA) training is based on our current HMIS system. To minimize disruptions during the transition, ECHO staff must re-create the training structure and materials for the new system. Pausing the training schedule allows staff to focus on creating this framework so there are no delays onboarding assessors into the new HMIS system.
Additionally, because CA training takes time, anyone who began the process now would need to start over once our community switches to Clarity.
We appreciate your patience during this transition. While we may encounter some challenges along the way, the result will be well worth it.