Group Registration

The Group Registration module is designed for the management of collective financial entities such as Susu groups, cooperatives, trade associations, or social clubs. This module allows the institution to register a “Group” as a single administrative unit while maintaining linked records of all individual members. It captures vital operational data including meeting schedules, leadership hierarchies (President, Treasurer, etc.), and group objectives, facilitating specialized group-based lending or savings schemes.

PURPOSE

  • Standardize the registration of non-individual collective bodies.
  • Document group governance structures for credit risk assessment.
  • Link individual customers to a shared “Group Account” for collective reporting.
  • Track meeting schedules and locations (via GPS) for field officer visits.
  • Enable group-level analysis (Gender distribution, objectives, and leadership).

STEP-BY-STEP GUIDE

Step 1 — Accessing the Module

  1. Navigate to Customer Records module and select Group Registration via the sidebar.
  2. The dashboard displays Authorised and Unauthorised tabs for managing group statuses.

Step 2 — Creating a New Group Profile

  1. Click the Add Group button to open the registration form.
  1. Basic Info: Enter the Group Name and select the Meeting Day (e.g., Every Monday).
  2. Logistics: Capture the Meeting Time and Meeting Place (using Ghana Post GPS coordinates).
  3. Statistics: Input the number of Males and Females currently in the group.
  4. Objectives: Define the primary purpose of the group (e.g., “Mutual Savings”).

Step 3 — Documenting Leadership Fill in the specific officer fields to define accountability:

  • President / Secretary / Treasurer: Enter the full names of the primary executives.
  • Contact Person: Designate one individual for all official institutional communications.
  • Phone No.: Provide the verified mobile number for the group’s lead representative.

Step 4 — Adding Group Members

  1. Once the group profile is saved/recalled, the Create Group Members button will become active.
  1. Click Find Customers and Add as Group Members.
  2. Use the search tool to locate existing registered customers.
  3. Select the customer and click Add to Group.
  4. Review: The “Group Members Register” will now show the member’s name, occupation, and phone number linked to this group.

Step 5 — Finalizing & Authorization

  1. Click Save to submit the group profile for review.
  2. System Action: The group remains in the Unauthorised queue.
  3. A supervisor must verify the group credentials on the Group Auth page before group-based transactions (like Group Loans) can be processed.

KEY NOTES

  • Pre-requisite: Every group member must first be registered as an Individual Customer through the standard Registration module before they can be added to a group.
  • Dynamic Statistics: While you manually input “No. of Males/Females” during setup, the actual linked member list provides the definitive audit trail for reports.
  • Recall Function: Use the Recall button in the search table to update group leadership or add/remove members as the group evolves.