Tag Archives: Tips and tricks

Financial Assessments in MAACLink

Fun with Financial Assessments in MAACLink

(well, maybe not fun, but these are some tips to make it a bit easier!)

If you need instructions on how to create a Financial Assessment (FA) for a client in MAACLink, please contact us for assistance and a current User Guide.

“Once I have created a Financial Assessment for a client, what can I do with it?”

You can view and access FAs for the client you are working with from the Financial Assessment link on the left-hand menu.


To view or edit the data for a FA, double-click that line item. You can navigate by clicking through the three screens of the FA. 

*Note: You may only edit or delete FAs created by the agency you are logged in as. Another agency cannot manipulate the FA that your agency created.

Income Sources

Required: Selecting ‘Yes’ or ‘No’ in the required drop-down to indicate if the client has any Income Sources.

If ‘Yes”, the sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right. A note can be typed in to the Description column as necessary, but is not required.

Non-Cash Benefits

Required: Selecting ‘Yes’ or ‘No’ in the required drop-down to indicate if the client receives any Non-cash Benefits.

If ‘Yes’, the sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right.

**Reminder** For Non-Cash Benefits, “zeros mean something”. You can click in the Amount column field for that line-item to enter a zero to indicate if the client receives that non-cash benefit source. Often, the dollar value for non-cash benefits is unknown or ambiguous, so entering a zero tells us they receive that item. If the client does not receive that non-cash benefit source, leave the Amount column field completely blank.


There is not a required drop-down for Expenses. The sources are listed in the column on the left and a dollar value for those sources can be entered in the Amount column on the right. A note can be typed in to the Description column.

“What are some things the Financial Assessments are used for?”

A FA is generally created prior to giving service and is sometimes used as an eligibility guideline for funding sources. This is true of most managed funds in MAACLink.

A FA can be entered prior to entering a service and will pull on the Standard Intake Form.

Some FAs are tied to the Entry, Interval, and Exit Assessments of HUD Case Enrollments for an agency’s APR and can be edited to correct that specific data for reporting.

As always…

Contact a MAAC Tech Team member if you have questions or need assistance with Financial Assessments in MAACLink.


Stay tuned for a future blog on FAs and the APR.

Updated United Way 2-1-1 Referral Service is Live!

United Way 2-1-1Our partners at the United Way of Greater Kansas City have released an enormous update to their 2-1-1 referral database over the past couple of weeks.  From their site:

United Way 2-1-1 is a free, confidential, 24-hour information and referral service giving you access to resources in your community. You can get information by dialing 2-1-1 or by searching the resource database below!

For people in need of services, from emergency shelter to a food pantry visit to utility or rent assistance, simply dialing 2-1-1 (like 9-1-1 for emergencies) from almost any phone (including cell phones!) in the Kansas City metropolitan area will connect you to a specialist at the United Way’s call center who will guide you to the nearest available resources.  The same database the specialists use can also be searched by anyone through http://uwgkc.bowmansystems.com/ (be sure to use ZIP code filtering; the database includes resources as far away from Kansas City as St. Louis!).

The system also offers users (typically case workers or other agency staff or volunteers performing multiple searches on behalf of clients) the ability to create a profile, save resource groups for your most frequent referrals, view recent activity, and more.  Start here to create a profile.

2-1-1 is a critical service in our community; big thanks to the United Way staff and leadership for all their work in making it even better with this release!

Searching (and Finding) Your Client in MAACLink

All data entry in HMIS is done on the client level. This means you first have to search for and find the client profile before you can give services, enroll them in a program, etc. MAACLink Client Search lets you perform a search on 5 different fields to find the client profile.

search fieldsSSN, Last Name, First Name and Client ID all accept “partial string” searches. Birth Date is an exact search field.

Let’s search for your client!

Start with the client’s SSN, even a partial will work! If their SSN is in the system correctly MAACLnk will find it.

search 2
If an SSN search doesn’t return an exact match, remove the SSN from the search field and try a different search term. We recommend trying Last Name next and to use only the last name. This will bring up all possible scenarios for the client name (i.e. Jeffrey Smith, Jeff Smith, Jeffry Smith).

If the Last Name returns a lot of results, add a letter or a string of two or three of the first name to filter results. For example, if your client’s name is Robert, use “ob” in the First Name field. The “ob” string will pick up Robert, Rob, Bob, Bobby, etc and will aid you in finding the client in MAACLink.

search 3
Once you have found an exact match for your client, you can open their profile and begin work.

After exhausting your search, if you’re unable to find the client you can click on the Add Client menu to create a brand new MAACLink profile. Doing a thorough search will prevent duplicate records existing for the same person and will improve overall data quality.

When duplicates are found send the client IDs to the MAAC Support team noting which ID should be kept. We’ll merge the records together and get rid of the extra profile(s).

Tips on using Internet ‘favorites’ or bookmarks & desktop shortcuts for MAACLink

Do you use an Internet ‘favorite’ or desktop shortcut to access MAACLink?

If so, that’s okay (we do too!). But, we’d like you to know a few things. Please read on for some tips and information…

First, some basics:

Internet browser = the program that you use to access the internet and view web pages on your computer. Commonly used browsers are – Microsoft Internet Explorer, Google Chrome, Mozilla Firefox, Apple Safari.

Desktop shortcut = an icon on your computer screen desktop that leads directly to a program, file or web page. In this case, we are specifically talking about it taking you to the web page for the MAACLink login screen.

Internet ‘favorite’ or bookmark = a way to save/mark a website address for easy access after opening your Internet browser. These are created/stored differently depending on what browser you use.

Tips for using favorites/bookmarks and shortcuts with MAACLink:

If you have created a shortcut or favorite/bookmark for MAACLink, they will most always get you to MAACLink login screen and even allow you to log in and work with/enter data. However, it’s important to know that if your shortcut or favorite is not updated occasionally, you might experience issues with MAACLink.

Our developers occasionally push out version releases to the MAACLink software (so broken things can be fixed and so new and improved functionality can be added). If you have not updated your shortcut or favorite on your computer since the last version release, you may not be on the most current version of the software.

To fix this, simply open your Internet browser (do not use the old MAACLink shortcut on your desktop) and go to an Internet page other than MAACLink. In the browser address bar at the top of the page (not a search engine bar) type the MAACLink website address. If you don’t have this, call us and we’ll help.

Once the login page loads, hit the browser’s refresh button or the ‘F5’ key at the top of your keyboard a few times. It will refresh the login page. You can confirm that you are on the most recent version of the software by looking at the text under the grey cartoon person on this screen. If you aren’t sure what the version number should be, call us and we’ll help.

Once you are on the most current version, you can now save this web page as your new Internet favorite/bookmark and/or desktop shortcut for MAACLink (you can either save over the old favorite or shortcut by using the same name as before or you can delete the old favorite or shortcut before starting these steps).

From that point, you can log in as normal. Once logged in, it is mostly likely not going to look any different to you but taking these steps will help to ensure you are on the most current version.

Questions or problems? As always, let us know… we’re happy to help!

How to see more than 10 pages of client services in MAACLink

Several MAACLink users have asked me recently how they can see more than the default 10 pages of client services on the client profile screen.  Some of them were trying to document chronic homelessness, while another just wanted more background on the client to inform her case management.

If you aren’t currently using our MAACLink social service software:

  • The “client profile” contains a person’s identifying, demographic, and housing status information (the HUD-defined universal data elements)
  • “Services” can be added to a profile to document all types of social services, from shelter bed nights to food pantry visits to case management and more

The Client Services screen automatically displays a client’s most recent 500 services, 50 services per page, up to 10 pages.  If a client has received more than 500 services, here’s a step-by-step process for accessing the entire service history:

  1. Search for the client profile under the Client Case Manager tab (yellow arrow in the screenshot below), Search for a Client screen (gray arrow).  Double-click the client profile you want from the search results
  2. Click on the Client Services screen (pink arrow)
  3. Search the service history by entering a start date (red arrow), end date (green arrow), and clicking the search button (purple arrow, bottom right corner).  It is usually OK to enter a long search period, even up to four years or more
MAACLink social service human services software screenshot

Click thumbnail to enlarge screenshot

This search will return more than 10 pages of results if the client has that many services; there may be 15, 20, or more pages.  You can sort the search results by clicking the column headers (I recommend sorting by date).  You can also export the services list to a spreadsheet using the green export icon at the bottom right corner of the list.

That’s it!  Any questions?