Register a group

Applies to: Social Registry, SP-MIS

What you will do

Create a new group (such as a household) and add individual members to it.

Before you start

• You need Registry Officer or Administrator access

• Individuals should already be registered before adding them to a group

• Have the group information ready (name, type, address)

Understanding groups

A group represents a collection of related individuals, typically a household. Groups are important because:

• Many programs target households rather than individuals

• Benefits may be calculated based on household composition

• One member is usually designated as the household head

Steps

Step 1. Open the registry

Click Registry in the main menu to open the Registry Search Portal.

Step 2. Click new group

Click the New Group button to open the group registration form.

Step 3. Enter group information

Fill in the Profile tab with the group's basic information.

Field	Required	What to enter
Group Name	Yes	Name to identify this group (for example, "Santos Household")
Group Type	No	Type of group (Household, Family, etc.)
Registration Date	Auto	Date of registration (defaults to today)

Step 4. Add contact information

In the Contact Information section, enter the group's address and contact details.

Field	Required	What to enter
Address	No	Physical address of the group
Email	No	Contact email address

Add phone numbers

To add a phone number for the group:

1. In the Phone Numbers section, click Add a line

2. Enter the phone number

3. Select the country (optional)

Step 5. Add tags (optional)

In the Tags section, add labels to categorize this group.

Note

If no tags appear in the dropdown, they may need to be configured by your administrator first. Contact your administrator to set up tags for your organization.

Step 6. Save the group

Click Save in the top left corner to create the group record.

Step 7. Add members to the group

After saving, add individuals as members of this group.

1. Click the Participation tab

2. In the Group Members section, click Add a line

3. Select an individual from the Member Name column dropdown.

4. Fill in the membership details:

Field	Required	What to enter
Member Name	Yes	Select the individual to add
Membership Types	No	Role in the group (Head, Spouse, Child, etc.)
Start Date	Auto	When membership began (defaults to now)
End Date	No	Leave empty for active members

5. Repeat to add more members

6. Click Save to save all members

Step 8. Designate a household head

One member should be designated as the household head:

1. Click the membership row for the head of household

2. In Membership Types, select Head

3. Click Save

Note

Only one member can be the Head per group. If you try to set a second Head, you will see an error message.

Step 9. Verify the group

Search for the group in the Registry Search Portal to confirm it was created with all members.

Viewing group membership

From the group record

Open the group and click the Participation tab to see all members.

Each row shows:

• Member name

• Date of birth

• Gender

• Membership type

• Start and end dates

• Status (active or inactive)

From an individual record

Open an individual and click the Participation tab to see which groups they belong to.

Ending a membership

To remove someone from a group without deleting their individual record:

1. Open the group

2. Click the Participation tab

3. Find the member and click their row

4. Set an End Date for the membership

5. Click Save

The membership status will change to Inactive.

Are you stuck?

Cannot find the New Group button?

• Verify you have Registry Officer or Administrator access

• Contact your administrator if you need access

Cannot find an individual to add as a member?

• The individual must be registered first

• Use Register an individual to register them, then return to add them to the group

• Check your search term if using Search More

Error: "Only one Head is allowed per group"

• Each group can only have one member with the Head membership type

• Remove the Head type from the current head before assigning it to someone else

Error: "Duplication of Member is not allowed"

• Each individual can only be added to a group once

• Check if the person is already listed in the Group Members section

Members not showing after save?

• Make sure you clicked Save after adding members

• Refresh the page if members still do not appear

Group Type options are missing?

• Group types come from configured vocabularies

• Contact your administrator to add more group types

Next steps

• Search and filter registrants - Learn how to search for groups and individuals

• Register an individual - Register more individuals to add to groups