We've launched the new HomeKeeper Knowledge Center! Click here for an updated how-to on manual applicant entry.
This article will walk users through the process of manually entering an applicant or program participant in HomeKeeper. This process may differ if your organization utilizes online applications to create files.
IMPORTANT NOTE: This support article reflects instructions as of HomeKeeper Version 2.13, with the addition of the Applicant Info tab. If you would like this feature added, consider upgrading to the latest Version of HomeKeeper. Not sure what version you're on? Use these instructions to find out, and get upgraded today!
All instructions are in the Salesforce Lightning User Interface.
A recorded overview of Applicant Entry is available here (recorded prior to the release of the "Applicant Info" tab. See the "Enter Household Info Using the Applicant Info Tab" section below for up-to-date instructions if you are using this feature.)
Entering a Complete Application
First, create the new Service File by clicking the "New" button on the Services tab.
Select the appropriate Service File Record Type. Your organization may be using any combination of the "out of the box" Record Types shown below, or have custom Record Types.
- Homeownership: Includes purchase and subsequent sale transaction
- 1-1 Counseling: For clients receiving individual counseling services
- Assistance: Other services or financial assistance
- Group Education Only: For clients attending educational sessions, but not receiving any other services
If you're unsure which record type to use, check with your Administrator, or refer to your Getting Started Meeting for configuration details.
Be sure to follow your organization's naming convention for Service Files, and add the appropriate "Program" and "Status." Then click Save.
Click into the Applicant Info tab in the newly created Service File to add the household's Contacts, Demographic, Household Members, Income, Assets, and Debts
Watch the recorded overview of the Applicant Info Tab here, or follow along with this support article.
To calculate Percent of AMI, add the appropriate AMI record under the AMI field on the Service File. This should correspond to the Year and County in which you are verifying income for this applicant.
Don't have the AMI record you need? Follow these instructions to add it!
Once you have added the Income, Household Members, and AMI record to the Service File, refresh your browser to view automated calculations under the "Qualifying Calculations" section.
Enter any additional details collected in your application on the Service File "Details" tab, under the About the Applicant, Living Situation at the Time of Application, and Application Details sections.
Information like First Time Homebuyer Status, Primary Language Spoken, Veteran Status, etc. can be entered under the Details tab on the Service File.
The Application Pipeline section of the Service File is there to help you track where applicants are at in the process of applying and qualifying for your programs.
As applicants complete steps, check them off in this section to see at a glance what steps still need to be completed in order to move the application forward. Standardizing this section also allows you to create reports and list views that show you a bird's-eye view of your entire application pipeline.
Consider customizing this section to match your application process! Add fields and edit the layout to make the most of this feature.
Need help creating your application pipeline reports? Watch our Reporting 101 and Reporting 201 trainings, or reach out to HomeKeeper Support.
Once an application has been completed and reviewed by staff, be sure to update the Service File status to keep your application pipeline up-to-date!
Need custom Statuses? You can update the picklist values to match your application process.
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