Register an individual

Applies to: Social Registry, SP-MIS

What you will do

Add a new person to the registry with their basic information, identity documents, and contact details.

Before you start

• You need Registry Officer or Administrator access

• Have the person's information ready (name, date of birth, ID documents)

Steps

Step 1. Open the registry

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

Step 2. Click New Individual

Click the New Individual button to open the registration form.

Step 3. Enter basic information

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

Field	Required	What to enter
Family Name	Yes	Last name or surname
Given Name	Yes	First name
Middle Name	No	Additional name(s)
Registration Date	Auto	Date of registration (defaults to today)

Step 4. Add demographics

In the Demographics section, enter additional information.

Field	Required	What to enter
Date of Birth	No	Birth date (use calendar picker or type YYYY-MM-DD)
Gender	No	Select from dropdown
Age	Auto	Calculated from date of birth
Birth Place	No	Place of birth
Approximate Birthdate	No	Check if birth date is estimated
Civil Status	No	Marital status (single, married, etc.)
Occupation	No	Select from list
Income	No	Monthly income amount

Step 5. Add contact information

In the Contact Information section, enter address and phone details.

Field	Required	What to enter
Address	No	Physical address
Email	No	Email address

Add phone numbers

To add a phone number:

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

2. Enter the phone number

3. Select the country (optional)

You can add multiple phone numbers.

Step 6. Add tags (optional)

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

Click in the tags field and select from available tags, or type to search.

Step 7. Save the record

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

Step 8. Add identity documents (optional)

After saving, you can add identity documents in the Identity tab.

1. Click the Identity tab

2. In the Identity Documents section, click Add a line

3. Select the ID type and enter the ID number

Field	Required	What to enter
ID Type	Yes	Type of document (National ID, Passport, etc.)
ID Number	Yes	The document number
Expiry Date	No	When the document expires

Click Save to save the identity document.

Step 9. Verify registration

Search for the individual in the Registry Search Portal to confirm they were registered.

Form tabs overview

The individual form has four tabs:

Tab	Contents
Profile	Name, demographics, contact info, tags
Identity	ID documents, relationships to other registrants
Participation	Group memberships, program enrollments
History	Audit information, status changes

Are you stuck?

Cannot find the New Individual button?

• Verify you have Registry Officer or Administrator access

• Contact your administrator if you need access

Date picker not working?

• Try typing the date as YYYY-MM-DD (for example, 1990-05-15)

• Make sure the date is not in the future (for birth dates)

Cannot select a Gender or Civil Status option?

• These options come from configured vocabularies

• Contact your administrator if options are missing

Required field error when saving?

• Family Name and Given Name are always required

• Other required fields depend on your program's configuration

• Look for fields marked with a red asterisk

Phone number not saving?

• Enter the phone number without country code prefix if selecting a country

• Check the format matches what is expected in your country

Next steps

• Register a group - Create a group and add this individual as a member

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