> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/core-features/recipient-management/add-recipient.md). # Add Recipient Use **Add Recipient** when you need to create one recipient record inside a sponsorship program. The fields you complete come from that program's recipient profile form, so the add workflow can look different from one program to another. Start from **Recipients**, choose the program you want to work on, then open the program's recipient table.
Select Add Recipient when you are ready to create one recipient in the selected program.

Select Add Recipient when you are ready to create one recipient in the selected program.

Animated walkthrough of adding a recipient

Walkthrough: adding a recipient to a program.

## Add One Recipient to a Program Use this workflow when your team already has the recipient details and wants to add the record directly in Gratona. 1. Open the recipient table for the program you are updating. 2. Select **Add Recipient**. 3. Complete the required recipient details. 4. Review the sponsorship settings that apply to the program. 5. Add tags when your program uses tags for grouping or reporting. 6. Select **Save**.
The Add Recipient drawer uses the recipient form fields assigned to the selected program.

The Add Recipient drawer uses the recipient form fields assigned to the selected program.

After saving, Gratona closes the drawer, refreshes the recipient table, and updates the program statistics. If your program is a campaign or peer-to-peer program, the button and drawer may use a more specific label such as **Add Designation** or **Add Fundraiser**. The workflow is the same: you are adding a new record to that program's recipient-style table. ## Complete the Right Fields Required fields are marked in the drawer. Gratona will not save the recipient until required fields are complete. The drawer can include: * profile fields from the recipient form * sponsorship settings, such as sponsor count or sponsorship amount, depending on the program type * **Portal Email** when recipient portal login is enabled for the program * tags when tags are available for the program If the drawer says **No Recipient Fields found**, update the program's recipient form before adding recipients. ## Change the Fields You Collect Use **Manage Form Fields** when the add-recipient form does not collect the information your team needs.
Manage Form Fields changes the recipient profile form used by the program.

Manage Form Fields changes the recipient profile form used by the program.

Changing form fields updates the program form, not only the one recipient you are adding. Use this when you want future recipient records in the program to collect different fields, required fields, sortable fields, or filterable fields. See [Program Forms](/guides/core-features/program-management/program-forms.md) for the full form setup workflow. ## Let Someone Add Recipients Without Admin Access Use **External Data Entry** when someone outside your admin workspace needs to submit recipient records for a program.
The External Data Entry link opens a public form for adding recipient records to the program.

The External Data Entry link opens a public form for adding recipient records to the program.

The External Data Entry form uses the program's recipient form fields. Share this link only with people who should be able to submit recipient records for that program. External Data Entry links are managed from the program's **Website & Embed** tools. See [Website & Embed](/guides/core-features/program-management/website-and-embed.md) for the full sharing workflow. ## Permissions and Setup Your role controls whether you can add recipients, manage form fields, or share external data entry links. Program setup can also affect the add-recipient workflow. If a program still needs required setup steps, finish setup before adding recipients. ## Related Guides * [Recipients Table](/guides/core-features/recipient-management/recipients-table.md) * [Program Forms](/guides/core-features/program-management/program-forms.md) * [Website & Embed](/guides/core-features/program-management/website-and-embed.md) * [Program Settings](/guides/core-features/program-management/program-settings.md)