Submit a change request

Applies to: Social Registry, SP-MIS

This guide is for users (program staff, registry officers) who need to submit change requests to update registrant information.

What you will do

Create a change request to modify registrant information, such as updating personal details, adding household members, or correcting ID documents. Change requests go through an approval workflow before being applied to the registrant's record.

Before you start

• You need Change Request User permissions

• Know which registrant needs the update

• Have any required documentation ready (ID documents, birth certificates, etc.).

Steps

Step 1. Open change requests

Click Change Requests in the main menu.

Step 2. Start a new request

Click New Request in the sidebar menu.

This opens the create change request wizard.

Step 3. Select the request type

Choose the type of change you need from the available options. Common request types include:

Request type	Use when
Edit individual information	Updating personal details (name, phone, address)
Edit group information	Updating household details
Add group member	Adding a new person to a household
Remove group member	Removing someone from a household
Update ID document	Adding or correcting ID numbers
Change head of household	Designating a new household head

Note

Available request types: The system may have additional request types configured (such as transfer member, exit registrant, create new group, split household, merge registrants). See Change request types for a complete reference of all available types.

Click on the request type you need.

Step 4. Select the registrant

In the Registrant field, search for the person or household you are updating.

Type part of their name or ID number to search.

Select the correct registrant from the dropdown.

Note

Some request types only work with individuals, others only with groups. The system filters the registrant list based on your selected request type.

Step 5. Click create

Click Create to create the change request.

The system creates the request and automatically opens the detail form for editing.

Note

Automatic Detail Form: After clicking Create, the detail form opens automatically. If you navigate back to the main change request form, you can use the Edit Details smart button or the Continue Editing button in the Details tab to return to editing.

Step 6. Fill in the change details

The form shows fields specific to your request type. Fill in the information you want to change.

For Edit Individual Information:

Field	What to enter
Given Name	Person's first name
Family Name	Person's surname
Date of Birth	Use the calendar picker
Gender	Select from dropdown
Phone	Contact phone number
Email	Email address
Address	Street address, city, postal code

For Add Group Member:

Field	What to enter
Given Name	New member's first name
Family Name	New member's surname
Date of Birth	Use the calendar picker
Gender	Select from dropdown
Relationship to Head	Their role in the household (child, spouse, etc.)

Step 7. Save the details

Click Save to save your changes to the detail form.

The detail form remains open after saving. To submit the change request, navigate to the main change request form using the breadcrumb navigation or by opening the change request from the list.

Step 8. Upload documents (if required)

If your request type requires supporting documents:

1. On the change request form, click the Documents tab.

   

2. Click Upload Document.

   

3. Select the document type and attach the file.

   

4. Click Upload.

Step 9. Add notes (optional)

Click the Notes tab to add:

• Description - Explain why this change is needed.

• Internal Notes - Notes for reviewers (not visible to the registrant).

Step 10. Review your changes

Before submitting, open the main change request form and review the Details tab to see a preview of the proposed changes.

The preview shows:

• Current Data - What the registrant record looks like now.

• Proposed Changes - What will change if approved.

Note

Preview availability: The preview is only visible in the main change request form, not in the detail form. Make sure you've saved the detail form and navigated to the main change request form to see the preview.

Step 11. Submit for approval

When everything is correct, click Submit for Approval.

The status changes from Draft to Under Review (also referred to as "Pending Approval" in some menus).

What happens next?

After you submit:

1. The request appears in the Pending Approval (or "Under Review") queue for validators

2. A validator reviews your request

3. They may:

   • Approve it - Changes are approved and ready to be finalized (requires "Finalize & Record Changes" action to actually apply)

   • Request Changes - You will need to edit and resubmit

   • Decline it - The request is rejected

4. You can track the status in the All Requests view.

Note

Approval vs. finalization: When a validator approves your request, it moves to Approved status. However, the changes are not yet applied to the registrant's record. A separate "Finalize & Record Changes" action must be performed to actually record the changes. This provides an additional safety check before making permanent changes.

Are you stuck?

Cannot find the Change Requests menu? You may not have Change Request User permissions. Contact your administrator.

Request type dropdown shows no options? No change request types have been configured. Contact your administrator.

Cannot find the registrant?

• Make sure they are already registered in the system.

• Check if you selected the right request type (some only work with individuals or groups).

• Try searching by ID number instead of name.

Submit button is disabled?

• Check that all required fields are filled (marked with *).

• Make sure you saved the detail form.

• The system checks that you have actually proposed changes - make sure you've entered information in the detail form that differs from the current registrant data.

• Some request types require documents before submission.

Made a mistake after submitting? If a validator sends it back for changes (status: Needs Changes), you can edit and resubmit. Otherwise, you may need to ask a validator to decline it so you can start over.

Need to cancel a draft request? Open the request and use the Action menu to delete it (only possible while in Draft status).

Next steps

• Review a change request - Learn how validators review requests

• Change request types - See all available request types