Recording consent

This guide is for implementers and users recording consent from beneficiaries. You'll learn how to create consent records and manage consent status.

Navigate to consent records

Go to Registry → Configuration → Consent Management → Consent Records.

Recording individual consent

Step 1: Create new consent record

Click New to create a consent record.

Step 2: Configure basic information

Data Subject section:

Field	Value	Notes
Consent Name	Maria Santos - Program Enrollment	Descriptive name
Data Subject	Maria Santos	The beneficiary
Privacy Notice	Social Protection Enrollment	Notice shown to beneficiary
Status	Given	Current consent status
Legal Basis	Consent	Why processing is allowed

Step 3: Configure dates

In the Consent Details tab → Validity section:

Field	Value	Notes
Effective From	2024-03-15	When consent starts
Expiry Date	2025-03-15	When consent expires (required)

Note

Consent must have an expiry date. Choose a reasonable period based on your program (typically 1-2 years). You can renew consent before it expires.

Step 4: Record collection details

In the Consent Details tab → Collection section:

Field	Value	Notes
Collection Method	Written/Signed Form	How consent was obtained
Indicated By	(leave empty or select)	Who gave consent if not the data subject
Delegation Type	Self	Relationship to data subject

Collection Methods:

Method	When to Use
Written/Signed Form	Paper consent form signed
Verbal (Witnessed)	Verbal consent with witness
Electronic/Digital	Digital form, tablet, mobile app
Biometric Confirmation	Fingerprint or biometric

Delegation Types:

Type	When to Use
Self	Beneficiary signed for themselves
Legal Guardian	Court-appointed guardian signed
Parent/Caretaker	Parent signed for child
Power of Attorney	Legal representative signed
Authorized Representative	Other authorized person

Step 5: Configure purposes

In the Processing tab → Purposes section, select what the beneficiary consented to:

• Beneficiary Registration

• Eligibility Assessment

• Program Enrollment

• Benefit Delivery

Step 6: Configure data recipients

On the main form → Data Recipients section:

Field	Value
Recipient Mode	Specific Organizations OR Organization Categories

If Specific Organizations: Select the exact partners who can receive data.

If Organization Categories: Select types of organizations (e.g., "All UN Agencies", "Government Health Departments").

Step 7: Attach evidence

In the Consent Details tab → Evidence section:

Field	Value
Evidence Document	Upload signed form
Delegation Evidence	Upload authorization (if applicable)

Step 8: Save and give consent

Click Save to create the consent record. Then click Record Consent Given to change status from "Requested" to "Given".

Important

Once status is "Given", consent terms become immutable. The parties, purposes, recipients, dates, and collection method cannot be changed. To correct errors, invalidate the consent and create a new one.

Consent status options

Status	Meaning	When to Use
Requested	Awaiting beneficiary response	Consent form sent but not returned
Given	Beneficiary consented	Form signed, consent recorded
Renewed	Re-confirmed after expiry	Consent extended
Refused	Beneficiary declined	Consent explicitly refused
Withdrawn	Previously given, now revoked	Beneficiary revoked consent
Expired	Past expiry date	Auto-set when date passes
Invalidated	Voided	Consent invalid due to error/breach

Recording consent in bulk

For mass registration, use the Bulk Consent Recording Wizard.

Step 1: Open bulk wizard

From the Consent Records list, click Action → Bulk Record Consent.

Step 2: Configure common settings

Field	Value
Privacy Notice	Select notice
Legal Basis	Consent
Collection Method	Electronic/Digital
Effective From	Today
Expiry Date	1 year from today
Purposes	Select applicable purposes

Step 3: Select beneficiaries

Choose beneficiaries from the list or filter by:

• Program membership

• Area

• Registration date

Step 4: Execute

Click Record Consent to create records for all selected beneficiaries.

Withdrawing consent

When a beneficiary wants to withdraw consent:

Step 1: Find the consent record

Search for the beneficiary's consent record.

Step 2: Click withdraw button

Click the Withdraw Consent button in the header (only visible when status is "Given" or "Renewed").

Step 3: Record withdrawal details

Field	Value
Withdrawn Date	Today
Withdrawn By	Person who requested withdrawal
Withdrawal Reason	Beneficiary's stated reason
Withdrawal Channel	How request was received

Withdrawal Channels:

• Web Portal

• Mobile App

• API

• Paper Form

• Verbal Request

Step 4: System actions

After withdrawal, the system automatically:

• Updates consent_summary cache

• Blocks API access for this beneficiary

• Logs the withdrawal in consent history with timestamp and user

Renewing consent

Before consent expires:

Step 1: Find expiring consents

Go to Registry → Configuration → Expired Consents to see consents expiring soon.

Step 2: Contact beneficiaries

Reach out to collect renewed consent.

Step 3: Click renew button

Open the consent record and click Renew Consent button. The system will:

• Change status to "Renewed"

• Record the renewal in history

• Update consent summary cache

You can optionally update the expiry date when renewing.

Consent for children

For beneficiaries under 16:

1. Select the child as Data Subject

2. Select the parent/guardian as Indicated By

3. Set Delegation Type to "Parent/Caretaker" or "Legal Guardian"

4. Attach evidence of guardianship if required

Viewing consent history

Each consent record tracks version history:

1. Open a consent record

2. Click the History smart button (shows count of history entries)

3. View all status changes with timestamps, users, and reasons

The history includes:

• Status changes (requested → given → withdrawn, etc.)

• Who made each change

• When changes occurred

• IP address and channel (for electronic consent)

Are you stuck?

Can I change a consent record after saving?

You can only modify consent terms while status is "Requested". Once status changes to "Given", consent terms are locked to preserve the legal agreement. To correct errors, invalidate the consent and create a new one.

What happens when consent expires?

Status automatically changes to "Expired". Data processing should stop until consent is renewed.

How do I handle consent refusal?

Set status to "Refused" and record the refusal reason. The beneficiary can still be registered but data sharing will be restricted.

Can one beneficiary have multiple consent records?

Yes, for different purposes or notices. For example, separate consent for program enrollment and research participation.