Visibility in HMIS defines which users and agencies can access specific client records. It’s a system-wide structure designed to protect client privacy while allowing appropriate data sharing across projects. For users, visibility determines what you can see, what you can edit, and what shows up in reports. This matters because visibility directly impacts how you interact with the system. Whether you're searching for a client, entering data, or running reports, visibility controls what’s available to you.
This article provides a general overview of how visibility works in HMIS, including examples of static and dynamic visibility, the concept of global visibility, and how visibility affects client searches and data entry.
Types of Visibility Settings
There are two main types of visibility settings: static and dynamic. These settings are managed by system administrators, but they shape your experience in the system.
Static Visibility
It controls access to core record components that are tied directly to the agency or project. If a client is not visible in searches or reports, or if you cannot access their enrollment details, static visibility settings are likely the reason.
Static visibility governs access to:
- Client profile information (e.g., name, date of birth, demographics)
- Project entry and exit records
- Services and case notes entered by your agency
- Enrollment history within your agency’s projects
This type of visibility affects whether you can see a client in search results, view their enrollment details, or access service history. If a client is not appearing in a report or you’re unable to open their record, static visibility settings are likely the reason.
Dynamic Visibility
This type of visibility affects whether you can view assessment based data collected through specific workflows or shared across agencies. If a client has completed an assessment but you’re unable to view it, dynamic visibility settings are likely the reason.
Dynamic visibility governs access to:
- Assessment-based data, examples including:
- HUD Assessments
- Coordinated Entry Assessments
- Funder-Specific Assessments (VA, RHY, PATH)
Examples of How Visibility Affects Your Work
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You search for a client you know is in the system, but nothing comes up.
- This is typically related to static visibility. If the client is enrolled in a project outside your agency, and your agency doesn’t have access to that project’s data, the client won’t appear in your search results. Static visibility controls access to client profiles and enrollment records.
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You run a report and notice missing clients.
This is a result of static visibility. Reports only include clients your agency has visibility into. If a client was served under a project your agency doesn’t have access to, or if visibility settings limit access to their assessment data, they won’t appear in your report results. -
You receive a referral from Coordinated Entry and suddenly have access to a client record that was previously hidden.
This is an example of dynamic visibility. The referral process triggers visibility to assessment-based data, such as the Coordinated Entry assessment. You may not have access to the full record, but you can now view the assessment responses needed to proceed with the referral. -
A client declines to share their data during intake, limiting visibility to only your agency.
This is controlled by dynamic visibility. When a client does not consent to share their information, their assessments and other shared data remain restricted. Other agencies won’t be able to view or access the record, even if the client is referred elsewhere.
Global Visibility
Global visibility refers to a visibility configuration where static and dynamic visibility settings are set to “global”. This means that visibility rules are applied across all agencies and projects in the system, rather than being limited to a single agency or a defined group.
It does not replace static or dynamic visibility. Those rules still determine what types of data are visible:
- Static visibility continues to control access to client profiles, entry/exit records, services, and case notes.
- Dynamic visibility continues to control access to assessment-based data, such as HUD Assessments, Coordinated Entry Assessments, and funder-specific assessments.
When visibility is set to global, these rules are evaluated system-wide. For example:
- A client’s entry/exit record may be visible to any agency if the static visibility setting for that project is set to global.
- An assessment completed at one agency may be visible to another if the dynamic visibility setting for that assessment is set to global and the client has consented to share their data.
Global visibility does not override client consent. If a client chooses not to share their information, their data remains restricted regardless of visibility settings.
For any questions on visibility, please reach out to Helpdesk@allchicago.org