The whole product
Everything Need Navigator does, on one page
Need Navigator is one system for the whole agency, and every module is configured to your agency — your programs, your forms, your roles, your vocabulary. A searchable Settings hub lets your own staff maintain the option lists behind the product, from demographic answer sets to document types and bed types, with no vendor request to change a dropdown. Here is the whole map, grouped the way agencies think about the work.
Client & household records
For the intake desk and everyone after it. Each agency chooses which profile fields appear and which are required, so the record matches your intake practice instead of forcing a template onto it. Duplicate prevention blocks exact copies at save and warns about likely ones; a merge tool consolidates history when one slips through anyway.
Households group people under a head of household with a member-to-member relationship matrix, and income — with proof documents attached — feeds eligibility checks against federal poverty level (FPL) and area median income (AMI) thresholds. Every client file gets a document type, organized in folders with team-based visibility, and funder demographics are first-class fields: race, ethnicity, gender, language, housing status, veteran status, and more.
Service delivery
The daily work of helping someone: a request comes in, a supervisor approves it, dollars move, and the record proves it. Assistance requests climb a clear status ladder — pending, review, approval, all the way to voucher printed — with funding pools that tie every dollar to a funder or program and warn when allocations don't reconcile.
Visits, case notes, goals, and tasks keep the casework itself in one place, with manager review where your policy wants a second set of eyes. Billing records generate automatically from visits and needs, validate against insurance coverage dates, and export as claim-ready batches to Excel. Smart Buttons and no-code Automations turn your repeated multi-step workflows into a single tap.
Forms & intake
Built for the front desk and the people applying. Staff build their own forms — conditional logic, repeatable sections, live client-record fields — without a developer, and an AI-drafted translation puts a whole form in Spanish in seconds for bilingual staff to review and polish.
Submissions land in Quick Forms, a live spreadsheet-style grid where the whole team works at once and every edit and status change appears in real time. A matching engine classifies each submission as an exact match, probable match, or new person, and a family application can build the entire household in one pass. The public intake portal lets community members apply for help online, in English or Spanish, with no account needed.
Community-facing
What the public and your partner organizations see. Events get a public page with online registration, promo codes, and QR check-in on the day itself. Parent education runs end to end: course catalog, public registration that verifies a phone or email before it stores one, SMS and email reminders, attendance against a fidelity threshold, and printable completion certificates.
Referrals close the loop with a QR code the receiving provider scans — no login needed — while a partner directory keeps the organizations and contacts you work with organized, and a partner portal gives them controlled channels of their own. Agencies that both run Need Navigator can opt in to work together, sending referrals system to system.
Facilities & field work
Beds and buildings inside; outreach in the field outside. Shelter staff work from a floor plan they can actually see — multi-floor layouts with live bed-status colors, drawn by hand or drafted by an AI assistant from your room and bed inventory — and a reservation workflow that runs from booking through check-out, with families booked and checked in or out together as one group. A week-at-a-glance bed-by-date matrix shows what is open tonight.
For street outreach and home-visiting teams, GeoTracker logs a GPS-stamped location for a client encounter in one tap and puts everything on a clustered supervisor map — well suited to Point-in-Time (PIT) count fieldwork.
Insight & oversight
For the director, the board, and the funder questionnaire. A report builder spans eleven record types — clients, households, visits, needs, referrals, and more — with saved definitions, scheduled delivery, Excel export, and per-report redaction levels for personally identifiable information (PII), so a board-ready export doesn't carry sensitive identifiers. Program dashboards put the metrics your team watches on a shared widget board: funding-pool balances, build-your-own query tables, recent clients.
Underneath it all runs the audit trail: every create, update, delete, and client-record view is logged, and suspicious-access rules flag unusual patterns for an administrator to review. The data model is HMIS-adjacent — HMIS is the Homeless Management Information System — built to support your funder reporting.
See the modules your work runs on
A demo is a walk through your own workflows — bring your programs, your forms, and your intake practice, and we will show you the modules that carry them.