Building Your Stakeholder Register | Civio Engage Knowledge Base [Skip to content](#main) [ ![Civio Engage Knowledge Base](/civio-light.svg) ](https://engage.knowledge.civ.io) [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [ Support portal ](https://engage.knowledge.civ.io/portal/login) Toggle navigation [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [Support portal](https://engage.knowledge.civ.io/portal/login) 1. [Home](/) › 2. [Product documentation](/articles) › 3. [Stakeholder Management](/articles?category=16) › 4. Building Your Stakeholder Register Building Your Stakeholder Register ================================== Updated 4 weeks ago · 5 min read Search Search This article builds the register itself. Work through the steps in order, because each one gives the next something to point at. You need the **Stakeholder Manager** role or higher. If SRM is not in your left menu, see [SRM Roles](/articles/srm-roles). 1. Decide what a stakeholder record holds ----------------------------------------- Do this before you enter anyone. Every record you create, import or capture from a form maps onto these fields, and adding them later means going back over records you have already made. SRM gives you the fields most teams need: name, description, contact cards, influence, interest, sentiment, relationship owners, initiatives, groups and a team. Anything else your team tracks (a portfolio, a policy area, a jurisdiction, a consent flag) you add yourself as a **custom field**. 1. From the left menu, open **Settings**, then **SRM**, then **Stakeholders**. 2. Under **Custom fields**, click **Add input** and pick a field type. 3. Fill in the **Question**. That is the label your team will see. 4. Save. Repeat for organisations and initiatives if they need their own fields. ![The Custom fields section of the SRM Stakeholders settings page with two fields defined](https://engage.knowledge.civ.io/storage/xj9eekMF0oc3mt5PAqAeNQ4zSjDnvj9R1I19qsl2.png) A **Drop-down** field filters as a multiselect of its own options; a text field filters on a partial match only. [Custom fields for SRM records](/articles/custom-fields-for-srm-records) covers each field type. If you are migrating existing lists rather than starting fresh, read [Getting your stakeholder data into SRM](/articles/getting-your-stakeholder-data-into-srm) before you go further. 2. Create your organisations ---------------------------- Most stakeholders represent a body, so build that list first. Nothing in SRM merges two organisation records, so settle a naming convention before you start. ![Navigating to the Organisations list from the SRM menu and opening the create form](/storage/1g3ZTedX6rbRJ9goUBs7Bo0henmtDPhZy97jZyhf.gif) 1. Click **Organisations** in the SRM menu, then the **+** icon. 2. Enter the **Title** and a short **Description**. 3. Add **Owner(s)** if someone on your team leads the relationship with this body. 4. Save. Leave **Contacts** empty for now. An organisation's contacts are links to stakeholder records, so they come after the next step. See [Organisations](/articles/organisations). 3. Create your first stakeholders --------------------------------- ![Navigating to the Stakeholders list from the SRM menu and opening the create form](/storage/O5zmRU8SUvGkB6MDejVnMBxEMGNFgnFEWzssT5Tv.gif) 1. Click **Stakeholders**, then the **+** icon. 2. Enter the **Name**, and a **Description** saying who they are and why they matter. 3. Add a **contact**: pick the **Organisation** you just created, then the job title, email and phone. Choose **None/Personal** if they are not acting for a body. 4. Set **Influence level**, **Interest level** and **Sentiment**. 5. Set **Relationship Owner(s)**: one or more people on your team. 6. Fill in your custom fields, then **Save changes**. ![Setting the influence level and sentiment on the stakeholder form](/storage/WSFtHT7zQad83pankyke9jnwiyxxlorVw1FDAHzh.gif) ### The three scores Influence, interest and sentiment are set by your team rather than calculated. SRM combines high influence with negative sentiment into a risk score, which is what drives the **Stakeholders Needing Attention** widget. All three are also filters, columns and export fields. ### If they already have an account Where a contact email matches a user account on your engagement site, a **Website user** badge appears beside it, linking to that profile. There is nothing to switch on. From then on, what they do on the public site lands on this timeline. See [Users and stakeholders in SRM](/articles/users-and-stakeholders-in-srm). ### One person, two organisations Add a second **contact** card, not a second stakeholder. Someone who works for one body and also chairs a community group is one person with one history, and SRM does not deduplicate or merge records. 4. Segment with groups ---------------------- Groups are your own slicing of the register: *Workshop attendees Round 1*, *Affected landowners*, *Industry representatives*. A stakeholder can be in any number of them, and groups are used to filter, target and report on a cohort. ![Creating a stakeholder group from the SRM menu](/storage/mpMb9ewhwG13JXlnsGr2PGa7grZwzOBrb52KnugR.gif) 1. Click **Stakeholder groups**, then the **+** icon. 2. Give it a **Title** and a **Description** saying what the criteria for inclusion are. 3. Save, then attach stakeholders from the **Group(s)** field on each stakeholder's Edit tab, or in bulk from the stakeholders list. See [Groups](/articles/groups). 5. Set up an initiative ----------------------- An initiative is the programme of work that ties stakeholders, interactions, issues and tasks together: a consultation, a campaign, a policy process. ![Setting the status on the initiative form as it moves through its lifecycle](/storage/Xz4zqDcNKiA9bOcTRpZHPRzIw8X0lK5ig63mxio7.gif) 1. Click **Initiatives**, then the **+** icon. 2. Enter the **Title** and leave **Status** as **Planning**. Move it to Active, On Hold or Completed as the work progresses. 3. Set the **Start Date** and **End Date**, and add a **Description** covering objectives and scope. 4. Add **Owner(s)**. 5. If your engagement site runs projects and there is a matching one, link it under **Engage project(s)**. This is what connects a public consultation to its stakeholder context. 6. Save. Then link your stakeholders to it from the **Initiative(s)** field on each stakeholder's Edit tab. ![The stakeholder Edit screen with the Initiative(s) field in the sidebar highlighted](https://engage.knowledge.civ.io/storage/WjRWYBqY3IBifxlOJUYIVKxfwtoItQ9vz3aciWyC.png) See [Initiatives](/articles/initiatives). 6. Set ownership and access --------------------------- Two different fields, doing two different jobs. Field What it does **Relationship Owner(s)** / **Owner(s)** Records who leads the relationship. Drives dashboards and filters. **Does not restrict access.** **Team** Controls who can see and edit the record. One team per record; no team means everyone can see it. Team restriction is off by default, and can be switched on per site or per team. See [Teams in SRM](/articles/teams-in-srm) for how to choose between a shared register and team-restricted records. Other ways to add records ------------------------- Beyond typing records in one at a time: - **Migrating existing lists**: [Getting your stakeholder data into SRM](/articles/getting-your-stakeholder-data-into-srm) - **Letting people add themselves**: [Capturing stakeholders from a survey](/articles/capturing-stakeholders-from-a-survey) - **Assigning groups, initiatives, owners or teams to a cohort at once**: [Filtering, columns and bulk updates in SRM](/articles/filtering-columns-and-bulk-updates-in-srm) Was this article helpful? ------------------------- Your feedback helps us prioritise what to rewrite. Yes No [ Back to Stakeholder Management ](/articles?category=16) On this page ### Still need help? Raise a request in the support portal and track it to resolution. 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