B-5a · Document Checklist — what applicants must provide¶

Book B — Agency Administrator Guide · draft v1 (2026-09-07)

Who: the agency's program manager (power users — Technician permission level below 3.5) When: once per program, then whenever the agency's application requirements change Time: about 20 minutes the first time; the sample checklist is already loaded

What you'll end up with¶

A per-program list of everything an applicant household has to hand in — photo ID, birth certificates, tax returns, paystubs, bank statements, property papers — with a rule on each item that says who must provide it. HousingOS applies those rules to each project's household and builds that project's Application Checklist (▸ C-8a): one row per item per person or account, ticked off as documents arrive, and turned into a request letter for whatever is still missing.

Your part is the list and the rules. Caseworkers never see this page.

Part A — The Document Checklist page¶

Settings ▸ DOCUMENTS ▸ Document Checklist. Pick a program at the top. Cards show every item for that program plus the ALL PROGRAMS items shared by every program, grouped by category (Identification, Property, Financial Accounts and Assets, Income Verification, …). Each card names the rule it uses, its sources, and the wording that goes into the request letter. 📷 B05a-01 The Document Checklist page for one program.
Show switches between active and retired items. Non-power users can open the page but see no Edit, Retire, or Add buttons.
HousingOS ships a starter list (the Anaheim sample, about 40 items) as ALL PROGRAMS rows. Edit it, retire what you don't ask for, add what you do.

Part B — Adding or editing an item¶

Click + Add Item, or Edit on a card. The item has:

Field	What it is
Program	the program it belongs to, or `*` for every program
Category	the heading it appears under, on the page and in the letter
Item	the short name
Letter text	the sentence the applicant reads — see the placeholders below
Applies to	the rule (Part C)
Sources	for two rules only: which income types, or which account types
Required	required, or "if applicable" wording in the letter
Tied to box on Household Composition	optional — links the item to one of the six document boxes on that form (Part D)
Auto-received when	optional — what on file satisfies the item without a click (Part D)
Sort order	order within the category

📷 B05a-02 The item editor with the Applies-to list open.

Placeholders in the letter text are filled per row when the letter is built: {MemberName}, {MemberFirstName}, {ApplicantName}, {Program}, {AgencyName}. So "Does {MemberName} file federal income taxes?" prints each member's name.
Retire, don't delete. Once an item is on any project's checklist, Delete is refused; Retire hides it from future evaluations while projects keep their history. Restore brings it back unchanged.
Copy items from (header) starts a second program from another program's list; items the target already has are skipped.

Part C — The "Applies to" rules¶

Each item has exactly one rule. The rule decides how many rows the item produces on a project and who each row is for.

Rule	Produces
Every application (one item)	one row for the household
Every household member	one row per member
Members 18 and older / Members under 18	one row per member of that age (from Date of Birth; a member with no date of birth gets no age-based rows until one is entered)
Members who have income	one row per member with Income Earner ticked
Members with one of these income types	one row per member who has an income row of a type you tick in Sources (the same income-type list staff use on the Income tab)
Students 18 and older / Students under 18 · Veterans · Disabled members	from the member's boxes
Property held in a living trust · Property with a first mortgage · Mobile / manufactured home	one household row when the project's property record says so
Each bank or asset account of these types	one row per account (Checking, Savings, Other)
Adults who file taxes · Adults who do not file taxes · Adults whose tax filing is unknown	from the Files federal taxes? answer on Household Composition (▸ C-5): Yes → tax return; No, or no income → statement of non-filing; Unknown → a question in the letter
Manual	never produced automatically — staff add it to a project by hand

The rules are fixed; the items are yours. If the agency needs a rule the menu cannot express, make the item Manual and tell Housing Programs.

Part D — Items that satisfy themselves¶

Two optional settings on an item let HousingOS mark a row Received from data already on file, and reopen it if that data goes away. A row a person marked Received by hand is never reopened by these.

Tied to box on Household Composition — Identification, Birth Certificate, Income Verification Received, Bank Verification Received, Social Security card, State ID. Ticking the box on the form marks the member's row Received (received-by Household Composition); marking the row Received on the checklist ticks the box. The starter list ties Photo identification and Birth certificate this way.
Auto-received when:
Bank statements on file for the account — the account's statements on Bank Data run consecutively and number at least the program's Bank statements required (▸ B-5 §1). Same number drives the deposit-averaging window.
A tax return is on file for the member.
Paystubs on file or employment verification back — the member's employment-type income rows each have a consecutive run of paystubs, newest within 30 days, meeting the program's Paystubs required (a count of stubs, or months' worth — ▸ B-5 §1); or, when the agency's Employment verification switch is on (▸ B-4), that row's verification letter has come back.

The starter list sets these on the three account-statement items, the tax return item, and the paystub item. Rows still open say why on the project checklist ("2 of 6 statements on file", "gap between paystubs").

Watch-outs¶

Program names must match. An item assigned to a program fires only on projects whose program is spelled exactly the same; use * for anything every program asks for.
Income-type items match the exact income-type wording on the member's income row. A row with a blank type fires nothing.
Retired items with open rows stay on the project until staff close them by hand; re-evaluation never closes anything on its own (John's rule).
Editing is power-user only. Everyone else sees the page read-only.

Screenshot shot list (Demo backend)¶

B05a-01 Document Checklist page, one program, Show = Active.
B05a-02 Item editor: Applies-to list open, Sources list showing.
B05a-03 A card with "Tied to box" and "Auto-received" rows.

Open items for John¶

Whether to document the six income sources added 09-05 (Work Study, VA Survivor/Dependency, Endowment/Trust, Legal Settlement, Tribal Per Capita, Interest) in B-6 or here.
Portal side (later): the tax-filing question in ApplicationOS and automatic Received from portal uploads.