HMIS Newsletter: May 2026

Announcements

The Napa Bitfocus Website Has A New Look!

Have you visited our Napa Bitfocus Website lately? It has a brand-new look! While you are there, be sure to check out the HMIS Report Library Glossary a brand-new resource designed to help you navigate the report library seamlessly. 

 

Privacy & Security Training

Thank you to everyone who has already completed this year’s Privacy and Security training! Starting in July 2027, this training will become a mandatory annual requirement for all users.

This is a final reminder that anyone who has not completed the training will have their HMIS account deactivated on June 1st. If you have outstanding concerns or need to request extra time, please reach out to Karina Gallegos-Ruiz immediately at karina.gallegos-ruiz@countyofnapa.org

 

New Multi-Factor Authentication (MFA) Platform coming July 9th

We are excited to announce a major upgrade to the Clarity Human Services authentication foundation. On July 9th, 2026, we are migrating our multi-factor authentication platform to Auth0. From this date forward, the multi-factor authentication process to login to your HMIS account will look slightly different. While changing how you log in will require a brief adjustment, this upgrade is a critical step in providing a more unified, seamless, and highly secure foundation for protecting client data. View more details on Auth0 in our June 2026 Feature Updates Article.
 
 
Your Rollout Timeline
 
To ensure your team is prepared, this transition will happen in two phases for your community:
  • Training Site Rollout: June 25th, 2026
  • Live Site Rollout: July 9th, 2026

Why We Are Making This Change
Authentication is one of the most critical parts of any software platform. Moving to Auth0 allows us to deliver better support for modern security standards to protect Clarity data. For more details check out this Help Desk article: Auth0 for Clarity Human Services: Toolkit.

How to Prepare

  • Audit staff list for valid email addresses. Confirm every active user has a valid, unique email on file. Inactive users do not require attention.
  • Whitelist the Recovery Email: Ask your IT team to whitelist the email address: noreply@bitfocus.com

What to Expect on Day One

When your live site transitions on July 9th, Clarity users will notice a few immediate changes to their sign-in experience:
  • You will now use your unique email address to sign in rather than a separate username.
  • Every staff user will be required to enroll in MFA on their first sign-in. Supported methods include:
    • One-time password via authenticator app (Google Authenticator or Microsoft Authenticator for iOS and Android devices are two popular options)
      • Note: If users cannot use their phones to authenticate, they can use a desktop-based authenticator like Proton.
    • Push notification via the Auth0 Guardian app
    • Phone (SMS or voice)
Email will be available as a supported authentication method after the initial enrollment in the new multi-factor authentication platform. More details coming soon! Keep an eye out for more information on this.
 

 

"Spring into Summer" HMIS User Survey

We are launching the annual "Spring into Summer" HMIS User Survey on June 1st, 2026! The goal of this survey is to assess your use of the HMIS and to identify possible gaps in support, training, and other resources.

  • Why it matters: Your feedback helps us address concerns, bridge gaps in support, and create brand-new training resources.
  • Anonymity: Completely anonymous, so you can share your honest thoughts (unless you'd like us to know who you are).
  • Deadline: Please complete the survey by July 1st, 2026.

Taking this survey is optional. However, please note that each question must be answered before you can move on to the next one. Keep an eye on your inbox for the official launch email on June 1st! We greatly appreciate your time and look forward to your valuable feedback!

Feature Focus and a New Clarity Experience

We have been working steadily on the transition to the new Clarity User Interface. This transition has been a commitment to evolving your user experience and improving what you can do in Clarity HMIS. We are now entering the final stretch!

This Fall, the majority of our features will be available for users to make a full switch-over. In order to prepare, starting this month, we will begin to release weekly feature updates, rather than monthly, for the new Clarity interface and system improvements. Each Monday, you can review and test the updates in your Training site. Each Wednesday you’ll find the same features replicated in your Live site.

We’ll be working hard internally to update your resources and training for a smooth transition! If you have any questions though, please reach out to your admin team: napa@bitfocus.com

Reminders from Our Help Desk Team

Clarity Human Services logo small

Help Us Keep Your Data Accurate! Merging client profiles is a great way to stay organized and deduplicate your system, but since it's a permanent change that can't be undone, we need to be extra careful when end users request a client merge! To ensure a smooth merge process, please keep the following in mind:

  • Authorization: Before sending a request, please verify that you’re approved to make a client merge request.
  • The "Triple Check": Please confirm that the Full Name, DOB, and SSN match up perfectly. When in doubt, it’s always best to consult your agency lead and program staff.
  • Protecting Client Records: If our team spots a significant difference that suggests the records might belong to two different people, we will decline the merge to keep the data safe.

We appreciate your diligence in helping us maintain a high standard of data integrity!

For more details on how we use the Client Merge Tool in Clarity, please check out our online Help Desk article.

Upcoming Events

Napa CoC General Meeting | June 4th, 2026 at 2:30p-4pm | Open the Microsoft Meeting here

Monthly CoC meeting run by Napa County on the first Thursday of every month. The CoC meeting is now hosted on Microsoft Teams instead of Zoom. Join us at the link above.

Bitfocus is Hiring

Bitfocus Logo

Join our Team!

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

Need Help?

Your HMIS Administrators are happy to help.Adminstrator Sign Offs_Jennifer + Alexis-1Phone: 888-505-1832

Email: napa@bitfocus.com

Contact Support