Change request types

Applies to: Social Registry, SP-MIS

This guide describes the different types of change requests available in OpenSPP. Each type has its own form and purpose.

Overview

Request types define what changes you can make to registrant data. Your organization's administrator configures which types are available and what approval workflow each follows.

The types and fields described in this guide match the standard OpenSPP change request types (from spp_cr_types_base and spp_cr_types_advanced). Your deployment may enable a subset of these or add custom types.

Request types are divided into two categories:

• Basic types - Simple field updates. These use field mapping and can be customized via Studio (e.g., add or hide fields, change labels). Types: Edit Individual Information, Edit Group Information, Update ID Document.

• Advanced types - Complex operations that use custom logic (e.g., creating individuals, transferring memberships). These cannot be edited via Studio. Types: Add Group Member, Remove Group Member, Change Head of Household, Transfer Member, Exit Registrant, Create New Group, Split Household, Merge Registrants.

Basic request types

These types update fields directly on the registrant record.

Edit Individual Information

Purpose: Update personal information for an individual registrant.

Target: Individuals only

When to use:

• Contact information changed (phone, email, address)

• Name spelling correction

• Correcting birth date or gender

• Updating address after a move

Fields you can update:

Field	Description
Given Name	Person's first name
Family Name	Person's surname
Date of Birth	Birth date
Gender	Gender identity
Phone	Contact phone number
Email	Email address
Address Line 1	Street address
Address Line 2	Apartment, unit, etc.
City	City name
Postal Code	ZIP or postal code

Example use case:

Maria moved to a new apartment and got a new phone number. The registry officer submits an "Edit Individual Information" request to update her address and phone.

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Edit Group Information

Purpose: Update information for a household or group.

Target: Groups/Households only

When to use:

• Household moved to a new address

• Contact phone number changed

• Group name needs correction

Fields you can update:

Field	Description
Group Name	Household or group name
Phone	Contact phone number
Email	Contact email
Address Line 1	Street address
Address Line 2	Additional address info
City	City name
Postal Code	ZIP or postal code

Example use case:

The Patel household moved from one district to another. The registry officer submits an "Edit Group Information" request to update their address.

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Update ID Document

Purpose: Add, update, or remove identification documents.

Target: Both individuals and groups

When to use:

• Adding a new ID number (national ID, passport, etc.)

• Correcting an ID number that was entered incorrectly

• Recording a renewed ID with a new expiration date

• Removing an invalid or expired ID

Information required:

Field	Description
Operation	Add New ID, Update Existing ID, or Remove ID
ID Type	Type of identification (National ID, Passport, etc.)
ID Number/Value	The identification number
Expiry Date	When the ID expires (if applicable)
Description / Remarks	Optional notes

Example use case:

John received his new national ID card. The registry officer submits an "Update ID Document" request to add the ID number to his record.

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Advanced request types

These types involve more complex operations that create, modify, or link records.

Add Group Member

Purpose: Add a new person to an existing household or group.

Target: Groups/Households only

When to use:

• A baby was born

• Someone moved into the household

• A family member was missed during initial registration

Information required:

Field	Description
Given Name	New member's first name
Family Name	New member's surname
Date of Birth	Birth date
Gender	Gender identity
Relationship	Role in household (Child, Spouse, Parent, etc.)
Phone	Contact phone (optional)
ID Number	National ID or other identification (optional)

What happens when approved:

1. A new individual record is created in the registry

2. The person is added as a member of the household

3. The household size is automatically updated

Example use case:

The Garcia household had a new baby. The health worker submits an "Add Group Member" request with the baby's name, birth date, and relationship (Child).

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Remove Group Member

Purpose: Remove a person from a household or group.

Target: Groups/Households only

When to use:

• A family member moved out to their own household

• Correcting a person who was added to the wrong household

• Recording a death (the individual record is kept but membership ends)

Information required:

Field	Description
Member to Remove	Select from current household members
Reason for Removal	Why the member is being removed (e.g., Left Household, Deceased, Married Out, Migrated, Data Correction, Other)
End Date	When the membership ended

What haappens when approved:

1. The membership is ended (not deleted, for audit purposes)

2. The household size is updated

3. The individual record remains in the system

Example use case:

The eldest son in the Nguyen household got married and moved out. The registry officer submits a "Remove Group Member" request.

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Change Head of Household

Purpose: Designate a different person as the household head.

Target: Groups/Households only

When to use:

• The current head passed away

• The current head moved out

• Correcting an incorrect head assignment

Information required:

Field	Description
New Head of Household	Select from current household members
Previous Head's New Role	The role for the previous head after the change (e.g., Spouse, Other Adult)
Reason	Why the head is being changed (e.g., Head Deceased, Head Moved Out)

What happens when approved:

1. The previous head's role changes from "Head" to another role (e.g., "Member")

2. The new head's role changes to "Head"

Example use case:

The original household head passed away. The registry officer submits a "Change Head of Household" request to designate the spouse as the new head.

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Transfer Member

Purpose: Move a person from one household to another.

Target: Groups/Households only

When to use:

• A person moves between registered households

• Correcting a person assigned to the wrong household

Information required:

Field	Description
Member to Transfer	Select from source household members
Destination Household	The household they are moving to
New Relationship	Their role in the new household
Transfer Date	When the transfer takes effect

What happens when approved:

1. Membership in the source household is ended

2. New membership in the destination household is created

3. Both household sizes are updated

Example use case:

A child moves from their parents' household to live with grandparents (also registered). The registry officer submits a "Transfer Member" request.

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Exit Registrant

Purpose: Deactivate or exit a registrant from the system.

Target: Both individuals and groups

When to use:

• A registrant has passed away

• A registrant has permanently left the program area

• A registrant requests to be removed from the registry

• A household has dissolved

Information required:

Field	Description
Exit Reason	Why they are exiting (e.g., Deceased, Emigrated, Duplicate Record, No Longer Eligible, Voluntary Exit, Fraudulent Registration, Other)
Exit Date	When the exit takes effect
Remarks	Additional context. Date of Death and Destination Country may be required depending on exit reason.

What happens when approved:

1. The registrant is marked as inactive

2. They no longer appear in active registrant lists

3. Their data is preserved for historical records

4. If exiting a group, all memberships are ended

Example use case:

A household permanently relocated outside the country. The registry officer submits an "Exit Registrant" request for the household.

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Create New Group

Purpose: Create a new household or group from scratch.

Target: Groups/Households only

When to use:

• Registering a new household through the change request workflow

• Creating a household for someone who was previously an individual

Information required:

Field	Description
Group Name	Name for the new household
Group Type	Type of group (e.g., household), if configured
Head of Household	Select an existing individual as head, or create a new head with name, date of birth, gender, and phone
Address	Address Line 1, Address Line 2, City, State/Province, Postal Code
Phone	Contact phone number (for head or group)

What happens when approved:

1. A new group record is created

2. If a head is specified, they are added as a member with "Head" role

Example use case:

An individual is getting married and setting up their own household. The registry officer submits a "Create New Group" request.

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Split Household

Purpose: Divide one household into two separate households.

Target: Groups/Households only

When to use:

• Part of a household is moving out to form a new household

• Correcting households that were incorrectly combined

Information required:

Field	Description
Members to Transfer	Which members move to the new household
New Household Name	Name for the new household
New Head	Who will head the new household

What happens when approved:

1. A new household is created

2. Selected members are transferred to the new household

3. Both household sizes are updated

Example use case:

A large household is splitting because adult children are forming their own household. The registry officer submits a "Split Household" request.

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Merge Registrants

Purpose: Combine duplicate registrant records into one.

Target: Both individuals and groups

When to use:

• The same person was registered twice

• Duplicate household records exist

Information required:

Field	Description
Primary Record	The record to keep
Records to Merge	The duplicate records to merge in
Field Resolution	Which values to keep when conflicts exist

What happens when approved:

1. Data from duplicate records is merged into the primary record

2. Duplicate records are deactivated (not deleted)

3. References to duplicates are updated to point to the primary

Example use case:

A person was registered in two different locations. The registry officer submits a "Merge Registrants" request to combine the records.

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Quick reference

Request Type	Target	Complexity
Edit Individual Information	Individual	Basic
Edit Group Information	Group	Basic
Update ID Document	Both	Basic
Add Group Member	Group	Advanced
Remove Group Member	Group	Advanced
Change Head of Household	Group	Advanced
Transfer Member	Group	Advanced
Exit Registrant	Both	Advanced
Create New Group	Group	Advanced
Split Household	Group	Advanced
Merge Registrants	Both	Advanced

Choosing the right Type

What do you need to do?
│
├─ Update information for ONE PERSON?
│  └─ Edit Individual Information
│
├─ Update information for a HOUSEHOLD?
│  └─ Edit Group Information
│
├─ Add or change ID DOCUMENTS?
│  └─ Update ID Document
│
├─ Add someone to a household?
│  └─ Add Group Member
│
├─ Remove someone from a household?
│  └─ Remove Group Member
│
├─ Change who is the household head?
│  └─ Change Head of Household
│
├─ Move someone between households?
│  └─ Transfer Member
│
├─ Deactivate a registrant?
│  └─ Exit Registrant
│
├─ Create a new household?
│  └─ Create New Group
│
├─ Split a household in two?
│  └─ Split Household
│
└─ Combine duplicate records?
   └─ Merge Registrants

Are you stuck?

Request type you need is not listed? Your organization may not have all types enabled. Contact your administrator.

Not sure which type to use? Follow the decision tree above. If still unsure, ask your supervisor.

Need to do something not covered by any type? Contact your administrator. They may need to configure a new request type or use a different process.

Request type is grayed out when selecting a registrant? Some types only work with individuals or only with groups. Make sure your registrant matches the request type's target.

Next steps

• Submit a change request - Learn how to submit a request

• Review a change request - Learn how validators review requests