Overview

The Gender On/Off Toggle functionality is the latest update in ClientTrack that enables administrators to control the visibility of the Gender fields throughout the system based on which Organization the user is logged into via a new session variable CurrentUser-GenderOnOff. There are three primary parts to this functionality: Security Organization Setup to indicate if an organization should display or hide Gender, Rules on Forms to hide Gender based on the Organization setup, and Collection Forms to hide or display gender. Review the article below for details on how to setup and manage this functionality within your ClientTrack system.

Accessing Gender Toggle Setup

Home Workspace > Global Administration > Setup Data Management > Security Organizations > Gender On/Off (multi-edit form - FormID 5352)

Home Workspace > Global Administration > Setup Data Management > Security Organizations > Edit/Add New Security Organization (FormID 2767)

Setting Up an Organization

Administrators can set the Gender Collection to ON/OFF on an organization-by-organization level. Users can navigate to Edit/Add a New Organization (FormID 2767) to indicate On/Off for the organization. Users can also use the Gender On/Off multi-edit form (FormID 5352) to update multiple Organizations at one time. 

• When ON is selected for a given organization, it means that the gender fields will be visible to users logged into that organization. ON is the default option enabled upon deployment and upon new organization creation. 
• When OFF is selected, it means that the gender fields will not be visible to users logged into that organization. This is done via a session variable, CurrentUser-GenderOnOff, being set to 0/No for the organization. The session variable is then compared to the organization the user is logged into and is referenced throughout the application to hide the gender fields. 

Please Note: The Gender On/Off toggle does not remove existing gender data, it simply impacts the visibility of the gender data to a user.
 

Setting Up Forms 

CaseWorthy has updated the HMIS Baseline Forms (FormIDs included below) with rules to compare the Current Users Organization and the Gender On/Off rules for that organization. Then, if Gender is Off, Gender is hidden and not required on the form. If Gender is On, Gender is visible on the form. 

Example Rules

Rule for Basic Data Entry Forms

Rule for 5330 / 2026 HMIS Client Intake

• CurrentUser-GenderOnOff == 0 (Off)
• When CurrentUser-GenderOnOff is Off, Gender and the dependent field Please Specify (only relevant when Different Identity is selected for Gender) are going to be hidden and not required.

 

 

Rule for Search Forms

Rule for 1909 / Find Caller

• CurrentUser-GenderOnOff == 0 (Off)
• When CurrentUser-GenderOnOff is Off, Gender is going to be hidden as an element, as a search parameter, and in the search result columns.

 

 

Rule for Multi-Edit Forms

Rule for 5088 / Family Members 

• CurrentUser-GenderOnOff == 0 (Off)
• When CurrentUser-GenderOnOff is Off, Gender & Please Specify are going to be hidden as an element, as a search parameter, and in the multi-edit columns.

 

 

Additional Considerations:

Reporting

Reporting will not be impacted by the Gender On/Off Toggle functionality at this time. If a baseline report includes Gender, Gender will still be included on that report, regardless of Gender On/Off status for the organization. 

Important Note: Gender has been removed from all federally compliant reports that indicated Gender was to be retired. Only baseline ClientTrack reports will continue to display Gender. 

Custom/Configured Forms

Custom/Configured Forms will not be impacted by the Gender On/Off Toggle functionality unless an administrator adds a rule to consider the new functionality. Only baseline forms will be updated with this functionality. 

Important Note: Baseline HMIS Forms have been prioritized for the roll-out of the Gender On/Off functionality. We are actively working to update additional forms across the system, including Refugee Resettlement Forms, CSBG Forms, etc.

Deployment Defaults

All Organizations will be defaulted to have Gender ON upon the first deployment of this functionality. In order to hide Gender, administrators will need to use the multi-edit or Edit/Add New Organization Setup form to update the value to OFF for an organization. Gender is defaulted to ON to avoid disruptions in customer operations.

Forms Displaying Gender: