Manually Entering An Applicant
Table of Contents
This article walks users through manually entering an applicant (or program participant) in HomeKeeper. The process may differ if your organization utilizes online applications to create files.
Step One: Create the Service File
Use the “New” button under Services to create a new file, selecting the appropriate Record Type, and entering key details.
Step-by-Step Instructions for Creating a New Service File
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.
Follow your organization's naming convention for Service Files and add the appropriate "Program" and "Status." Then click Save.
Step Two: Enter Household Details Using the Applicant Info Tab
Click into the Applicant Info tab in the newly created Service File to add the household's Contacts, Demographics, Household Members, Income, Assets, and Debts
Step-By-Step Instructions for Entering Household Details in the Applicant Info Tab
Click into the Applicant Info tab in the newly created Service File to add the household's Contacts, Demographics, Household Members, Income, Assets, and Debts.
Enter the Primary Applicant information.
Add information about the primary applicant. Some organizations create contact records for everyone who applies to the program, attends workshops/events, or engages in any way. If this is the case, then double-check to avoid duplicates when you enter the applicant manually. To double-check whether an applicant has a Contact record, select “Yes” to the question “Has a Contact record for the Primary Applicant already been created?”. Then, search for the person's name and link the correct Contact. If the person does not have a Contact Record, select “No” and add their contact and household member information.
When using the “Applicant Info” tab, click through each application step with the prompting buttons at the top and bottom of the page.
Enter the Co-Applicant information.
Follow the process used to enter the Primary Applicant for any Co-Applicants.
Add additional Household Members.
HomeKeeper allows you to save anonymous dependents. You can leave a household member entry blank and save. The blank entry will be counted towards the household size.
If your organization tracks information about dependents and household members (ex. schools, ages) then complete any fields that support your data goals.
Add Income Sources.
You can add income information that is self-reported or verified (paystubs, W2s, bank statement, etc.) You can add information about:
- type of income
- gross annual amount
- employment information
- your organization's eligibility adjustments
- notes your program's income calculation
To exclude an income source from eligibility calculations on the Service File, check the box “Do Not Include In Eligibility Income”.
Enter Debts.
You can add information about your client's debt, including the:
- Payee (creditor)
- Current balance
- Type of debt
- Date of the verification document (or self-reported date)
- Minimum monthly payment
- Verification type
Ensure that you link the debt to the correct household member's Contact record.
Enter Assets.
Capture the applicant's assets by recording:
- Asset Name (use the naming convention that your organization prefers. The image example uses the bank name and the last four digits of the account).
- Type
- Value
- Date of the verification document (or self-reported date)
- Verification type
Be sure to assign an asset owner and link the asset to the correct household member's Contact record.
Complete the Applicant Info tab by selecting “Finish”.
Step Three: Connect the AMI Record to Calculate “Percent of AMI”
AMI records can be created from the AMI tab on the main navigation menu, or from the Service File “AMI” field. Use the Median Income to create an AMI. Once created and connected to the Service File, HomeKeeper will calculate the household's percent of AMI based on the household size and income.
Step-By-Step Instructions for Connecting the AMI Record
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.
Identify the “AMI” field on the Service File and click the edit button.
In the AMI searchbar, click “New AMI”.
Complete the new AMI record. You will add one median income record for each county your program serves every year. To do that, create one AMI record for a family of 4 at 100% AMI. You do not need to add AMI records for each household size. Once you enter an AMI record for a family of four, HomeKeeper will do the math and calculate AMI for different household sizes and incomes.
Refresh the browser. Then, view the updated Qualifying Calculations on the right-hand panel of the Service File.
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.
Step Four: Enter Remaining Applicant Details
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 About the Applicant on the Service File Details tab.
Sections like Living Situation at Time of Application and Application Details allow your program to capture additional details about applicants. Living Situation at Time of Application can help your organization capture the impact of homeownership on the client's financial and personal living situation.
Step Five: Leverage the Application Pipeline Section to track Progress
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.
