Understanding intake, capacity models, and invites only

PICMI is an opportunity intake and engagement platform used for employment, services, placements, and participation management. An opportunity can be a job, position, role, contract, service, placement, programme intake, or workforce allocation.

Each opportunity can include an intake configuration that controls how applications, placements, and service engagements are managed.

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Quick summary

• Intake controls whether new participation is currently allowed.
• Capacity model controls how availability is calculated.
• Capacity limit sets the maximum (when a model uses a maximum).
• Intake closed pauses/stops intake regardless of available capacity.
• Intake window defines when intake starts and ends.
• Invites only controls who can apply, not how capacity is calculated.

Core concepts

Intake configuration

An intake configuration defines how applications, placements, or service engagements are managed for an opportunity.

Capacity model

A capacity model defines how PICMI calculates and manages availability. PICMI supports these models:

• Fixed Capacity
• Active Allocation
• Unlimited

Capacity limit

A capacity limit defines the maximum number of active placements, allocations, or engagements permitted.

Intake closed

Intake Closed temporarily prevents new intake, even when capacity is available.

Intake window

An intake window defines the period during which applications or intake are permitted:

• Intake Start Date
• Intake End Date

Key intake settings

Setting	What it means
Capacity Model	How availability is calculated: Fixed Capacity, Active Allocation, Shared Pool, or Unlimited.
Capacity Limit	The maximum count used by the selected model (if applicable).
Intake Closed	Whether intake is currently paused.
Intake Start Date	Date intake begins (when enabled).
Intake End Date	Date intake ends (when enabled).
Invites only	Whether intake is public or restricted to invited people.

Capacity models

Fixed Capacity

Use Fixed Capacity when you have a defined total intake limit.

Typical usage:

• seasonal hiring rounds
• fixed-number placements
• capped programme intake
• limited service slots

Typical calculation:

Remaining availability = Capacity limit - counted engagements

Counted engagements are usually:

Offered + Accepted + Completed

Active Allocation

Use Active Allocation when you want to maintain a current active level over time.

Typical usage:

• ongoing workforce coverage
• rotating crews
• rolling placement programmes
• active service caseload targets

Typical calculation:

Remaining availability = Capacity limit - currently active or reserved engagements

Reserved engagements often include offers to prevent over-allocation.

Unlimited

Use Unlimited when no capacity limit applies.

Typical usage:

• expression of interest intake
• always-open recruitment
• open service registration
• uncapped programme participation

Shared Pool (not yet supported)

Use Shared Pool when multiple opportunities draw from the same capacity or resource pool.

Typical usage:

• multiple programmes sharing one allocation cap
• region-based or site-based shared resources
• pooled workforce assignments across linked opportunities

Availability is calculated at the pool level, then applied to participating opportunities.

Intake closed vs capacity limit of zero

These settings are related but not the same.

• Intake Closed = true means intake is paused administratively.
• Capacity Limit = 0 means intake has zero configured capacity.

Both can stop new intake, but for different reasons.

Intake window behaviour

Intake windows apply date-based control to intake:

• before Intake Start Date, intake is not yet open
• between start and end dates, intake can operate normally
• after Intake End Date, intake period has ended

Practical examples

Example 1: seasonal job intake

Capacity Model: Fixed Capacity
Capacity Limit: 30
Intake Closed: false
Invites only: false

Outcome: intake remains open until 30 counted placements are reached.

Example 2: ongoing placement allocation

Capacity Model: Active Allocation
Capacity Limit: 15
Intake Closed: false
Invites only: true

Outcome: invited participants can enter intake, and availability reopens as active allocations reduce.

Example 3: temporary intake pause

Capacity Model: Unlimited
Intake Closed: true

Outcome: intake is paused even though no capacity limit exists.

Example 4: seasonal job intake stopping at a future date

Capacity Model: Unlimited
Intake Closed: false
Intake End Date: (future date)
Invites only: false

Outcome: job/position/role stops taking applications at a known date.

Example 5: seasonal job intake starting at a future date

Intake Closed: false
Intake Start Date: (future date)
Invites only: false

Outcome: job/position/role is advertised but is not yet open for applications.

Related

• FAQs
• Opportunity controls
• Understanding applications