Enroll beneficiaries

Applies to: SP-MIS

What you will do

Learn how to add registrants to a program and verify their eligibility.

Before you start

• You need Program manager, Program validator, or Administrator roles assigned to your user account.

• Registrants must already exist in the Registry

Understanding enrollment

Enrollment adds registrants to a program as beneficiaries. There are three ways to enroll:

Method	Best for	How it works
Import Eligible	Large-scale enrollment	System finds all registrants matching eligibility rules
Enroll Eligible	Verifying and activating	Moves imported registrants from Draft to Enrolled
Individual Enrollment	Single registrants	Enroll one registrant from their profile

Note

Large-scale operations: When importing or enrolling 1,000 or more beneficiaries, the system processes these operations in the background to ensure performance. The program will be temporarily locked during processing, and you'll receive notifications when operations start and complete.

Enrollment states

Beneficiaries progress through these states:

State	Meaning
Draft	Added to program but not yet verified
Enrolled	Actively enrolled and eligible for benefits
Paused	Temporarily suspended (still in program)
Exited	Permanently removed from program
Not Eligible	Does not meet eligibility criteria
Duplicated	Flagged as a duplicate record

Method 1: Import and enroll eligible registrants

This is the standard workflow for enrolling multiple registrants.

Step 1: Open the program

1. Click Programs > Programs in the main menu.

2. Click on the program where you want to enroll beneficiaries.

Step 2: Import eligible registrants

1. Click the Import Eligible button.

   

2. Wait for the import to complete. A notification shows how many registrants were found.

   

   Note

   Large-scale imports: If importing 1,000 or more beneficiaries, the system processes the import in the background. You'll see a warning notification saying "Started importing X beneficiaries" instead of an immediate success message. The program will be locked during the import process, and you'll receive a notification when the import completes.

3. The imported registrants appear in the Beneficiaries tab with Draft status.

   

Step 3: Enroll eligible registrants

1. Click the Enroll Eligible button.

   

2. The system verifies each registrant against the eligibility rules.

3. A notification shows the enrollment results:

   • Small batches (< 1,000 beneficiaries): Immediate success notification showing "Enrolled Beneficiaries: X successfully and Y unsuccessfully"

   • Large batches (≥ 1,000 beneficiaries): Warning notification saying "Eligibility check of X beneficiaries started" - the process runs in the background

   

   Important

   Background processing: For large-scale enrollment (1,000+ beneficiaries), the program will be locked during processing. You'll see a lock indicator and the reason "Eligibility check of beneficiaries". Wait for the process to complete - you'll receive a notification when finished.

4. Successfully enrolled registrants now show Enrolled status.

   

Step 4: Review results

Check the Beneficiaries tab to see:

• Enrolled - Successfully enrolled and eligible

• Not Eligible - Did not meet eligibility criteria

• Duplicated - Flagged as potential duplicate

Method 2: Enroll individual registrant

Enroll a single registrant directly from their profile.

Step 1: Open the registrant

1. Go to Registry and find the registrant you want to enroll.

2. Open their profile.

Step 2: Click Enroll in Program

1. In the Participation section, click Enroll in Program.

   

2. A wizard opens.

Step 3: Select the program

1. Select the program from the dropdown.

   

   Only programs matching the registrant type (individual or group) are shown.

2. Click Enroll.

Step 4: Verify enrollment

1. A notification confirms the enrollment.

   

2. The enrollment appears in the registrant's Program Enrollments section.

Verify eligibility

Re-check eligibility for beneficiaries who are currently Enrolled or Not Eligible (useful when registry data changes or eligibility rules are updated):

1. Open the program.

2. Click Verify Eligibility.

   

3. The system re-evaluates beneficiaries in Enrolled and Not Eligible states against the current eligibility rules.

4. Beneficiaries who no longer qualify are marked as Not Eligible. Beneficiaries who now qualify (previously marked as Not Eligible) are moved to Enrolled status.

   Note

   Large-scale verification: If verifying 1,000 or more beneficiaries, the process runs in the background. The program will be locked during verification, and you'll receive a notification when complete.

View beneficiary details

From the program

1. Open the program.

2. Click the Beneficiaries tab or the Beneficiaries smart button.

3. Click on a beneficiary row to see their details.

   

Beneficiary information

Field	Description
Registrant	Link to the registrant's profile
Program	The program they are enrolled in
State	Current enrollment status
Enrollment Date	When they were enrolled
Exit Date	When they exited (if applicable)

Manage beneficiary status

Pause a beneficiary

Temporarily suspend a beneficiary without removing them:

1. Open the beneficiary record.

2. Click Pause.

   

3. The status changes to Paused. They will not receive benefits until resumed.

Resume a beneficiary

Reactivate a paused beneficiary:

1. Open the beneficiary record.

2. Click Resume.

3. The status changes back to Enrolled.

Exit a beneficiary

Permanently remove a beneficiary from the program:

1. Open the beneficiary record.

2. Click Exit.

   

3. The status changes to Exited and the exit date is recorded.

4. Exited beneficiaries cannot be resumed. To re-enroll, create a new enrollment.

Deduplicate beneficiaries

Find and flag potential duplicate enrollments:

1. Open the program.

2. Click Deduplicate.

   

3. The system checks for duplicates based on configured rules.

4. A notification shows how many duplicates were found.

5. View duplicates using the Duplicates smart button.

   

Are you stuck?

Import Eligible button does nothing?

• The program may not have an eligibility manager configured

• Contact your Program Manager to verify the configuration

No registrants found during import?

• Check that registrants exist in the Registry

• Verify the program's target type matches (individual vs. group)

• Review the eligibility criteria with your Program Manager

Program is locked and I can't make changes?

• The program is currently processing a large-scale import or enrollment operation

• Wait for the background process to complete - you'll see a notification when finished

• Check the program's chatter/messages for status updates

• The lock will automatically release when the operation completes

Registrant shows "Not Eligible" after enrollment?

• The registrant's data may not meet the eligibility criteria

• Open their profile and verify their information is complete

• Check with your Program Manager about the specific eligibility rules

Cannot pause or exit a beneficiary?

• You may not have the required permissions

• The beneficiary may already be in the state you are trying to set

"Already enrolled in this program" error?

• A registrant can only be enrolled once per program

• Check the program's beneficiary list for existing enrollment

• If they were exited, you may need to create a new enrollment

Individual enrollment shows no programs?

• Check that active programs exist for the registrant's type

• Individual registrants can only enroll in individual-targeted programs

• Group registrants can only enroll in group-targeted programs

Next steps

• Work with program cycles - Create cycles to distribute benefits

• Manage entitlements - View entitlements for enrolled beneficiaries