Beneficiary Register for NGOs and Trusts
Funders and trustees both ask how many people a programme reached and who they were. This register is where those names and details are kept.
What a beneficiary record holds
How a person enters the register
Field staff enrol the person at the centre, on a phone or on a sheet the office keys in later. Duplicate checks run on name, village and date of birth, because the same child is often enrolled twice by two workers. From then on, attendance, camp visits and material issued attach to that one record. Counts for a funder report are read from it.
Who reads the register
What the trust decides
Which identity documents may be collected, stored or shown to a funder is a matter for the trust and its advisors. Whatever fields the trust asks for are built in, and GullySystem takes no position on what may be held.
- Which fields are compulsory at enrolment and which stay optional
- Whether beneficiary names are visible to trustees or only counts
- How long an exited beneficiary record is kept
- Who may export a beneficiary list out of the system
Frequently asked questions
Can the same person appear on two programmes?
Yes. One record is linked to both programmes, so the person is counted once as an individual and once in each programme.
Is a photograph needed for every beneficiary?
No. A photograph is an optional field, and the consent box beside it records whether the image may be used.
How are duplicate enrolments caught?
Checks on name, village and date of birth flag a likely match at entry. The programme head decides whether to merge the two.
Can field staff see beneficiaries of another centre?
Only if the trust allows it. Most set each worker to their own centre, with the programme head reading across all of them.
Tell us what you need.
Send a short brief and one of our engineers will come back to you within one business day.
- No obligation
- A reply within one business day
- Your details stay private