Adding a New Refugee Record

Written by asmith

Updated at April 1st, 2025

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Table of Contents

Navigation Existing Records Search Refugee Profile Contact Information Search for Family Demographics Finding Existing Refugee Records Editing Existing Refugee Record

This guide provides step-by-step instructions on how to add, find, and edit refugee records within ClientTrack, using a user-friendly approach to ensure clarity and ease of use.

Navigate to the Refugee Workspace and select New Intake from your menu

ClientTrack Refugee Baseline* workgroup > Clients workspace > New Intake workflow menu option.

Note: The menu option name may differ based on your organization's unique configuration.

Existing Records Search

Before adding a new record, search for existing refugee records to avoid duplicates.

Enter partial identifying information and click Next.

Note: If the last or first name is unknown, use the wildcard '%' in these fields to search.

No Matches Found

Potential Matches Found

Click Next to start the Refugee Intake.

A list will display; select an existing record if it matches.

If not, Next to start the Refugee Intake.

Refugee Profile

Once confirmed as a new refugee, the New Intake workflow begins. The initial section of this workflow gathers identifying data required by the Office of Refugee Resettlement (ORR), which is then linked to the individual's transactional data—such as services, referrals, and program enrollments—within the system. The required fields are as follows:

Birth Date (DOB):	Used to calculate age for ORR program eligibility.
Birth Location:	Choose the correct status based on eligibility for ORR benefits.

Note: Selections made here determine the options in the Immigration Status dropdown list.

Immigration Status:

Select from the dropdown based on birth location.

Date of Arrival / Community Status Date:	Enter the relevant date in MM/DD/YYYY format.
Parent / Guardian Status Date:	Required for specific U.S.-born immigration statuses.
Alien Number / Alternative Identifier:	Use the Alien Number format ###-###-###; Check ‘Unknown’ if not available.
Relationship to Principal Applicant:	Choose 'Self' for principal applicants or select the relevant relationship.

Note: There can only be ONE (1) designated Principal Applicant per household..

Once all required fields are entered, click ‘Next’ to proceed to the next step.

Contact Information

In this section, you'll find a blend of ORR-required and optional fields designed to facilitate contact with them.

Required

Current Address

City/County/State/Zip Code

Optional

Different Mailing Address	Phone
Alternate Phone	Email Address

Click this check box if you wish to create a 30 day follow up

Note: This checkbox creates a task for the selected individual in your User Tasks.

Family:

This required element appears if 'Self' was not chosen previously in the Relationship to Principal Applicant field. To connect the current individual with an existing family or create a new family record, click the magnifying glass icon to search.

Search for Family

A pop-up window will open, allowing you to search for and select the individual's family from existing records. Selecting any family member will associate the member's family with the current refugee.

To choose a record from the search results, click on the corresponding row.

To create a new family record, click Add New Family.

Once a selection has been made, the name of the family's Principal Applicant will be displayed in the Head of Household field.

Click Next to proceed to the next step.

Demographics

In this section, only basic information is gathered; additional details are recorded in future forms.

Gender:	Female Pregnancy Status (if female is selected) Due Date (if yes) Male Refused Unknown Unspecified or another gender identity
Marital Status:	Single Married Domestic Partner Divorced Separated Widowed
Country of Origin:	Geographic location from which the applicant originates.
Nationality Of Origin:	The country where a person was born or first held citizenship
Race:	American Indian, Alaska Native, or Indigenous Asian or Asian American Black, African American, or African Hispanic/Latina/e/o Middle Eastern or North African Native Hawaiian or Pacific Islander White Client doesn't know Client prefers not to answer Data not collected
Language:	ORR Requires the current English proficiency for reporting.

Additional key information collected in this step includes:

Secondary Migrant Information
Interpreter Information and Consent

Click Finish when done, to view the refugee’s dashboard.

Finding Existing Refugee Records

Once you have entered a Refugee into ClientTrack, you can find them again at any time by using the Find Refugee feature.

Go to the Refugee Workspace and select Find Refugee.

Enter identifying info in the form and hit Search. Leaving fields blank will show all records.

Click the refugee’s name to access their dashboard.

Note: For quick access, use the Global Search Bar to type the last name; recent refugees appear on the right.

Editing Existing Refugee Record

From the Refugee's Dashboard in the Refugee workspace, click the Edit icon next to the refugee's name.
Update necessary information in the Refugee Intake form.
Click Finish to save changes.

refugee refugee resettlement orr

Adding a New Refugee Record