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Managing entities

Purpose​

An entity in KCFIS is a reporting organisation — an MDA, NGO, county, donor, etc. — to which users and submissions belong. The Settings screen is where administrators register new entities and keep the list current.

Who can use this screen​

Administrator only. Other roles see "You do not have permission to access this page."

Layout​

  • A header with Add Entity button.
  • A table of entities: name, type, created date, and actions (Edit, Delete).

Entity types​

Pick one of:

  • MDA — Ministries, Departments, and Agencies.
  • NGO — Non-Governmental Organisations.
  • County — Kenyan county governments.
  • Private Sector — private companies.
  • CSO — Civil Society Organisations.
  • Donor — bilateral or multilateral donors.
HQ is reserved

The type HQ is reserved for system entities. KCFIS rejects names or types of HQ when you try to create or edit.

Step-by-step​

Create a new entity​

  1. Click Add Entity.
  2. In the dialog, enter the Name (full official name).
  3. Pick a Type from the dropdown.
  4. Click Create.
Expected result
  • The dialog closes.
  • The new entity appears in the table.
  • The entity becomes selectable when inviting users.

Edit an entity​

  1. Click Edit on the row.
  2. Adjust Name or Type.
  3. Click Save.

Delete an entity​

  1. Click Delete on the row.
  2. Confirm in the dialog.
Be careful with delete

Deleting an entity may fail if there are submissions or users that reference it. Reassign or remove dependents first.

Common errors​

You seeMost likely causeFix
"HQ is reserved for system entities only"Tried to create or edit with name or type HQPick a different name or type.
Delete failsEntity has users or submissionsReassign users to another entity and either lock or remove dependent data first.
"You do not have permission"You are not an administratorAsk an administrator to make the change.