Sending Invites

Once you've created an opportunity (ideally duplicated), it should be straight forward to invite people to apply for a job or service proposal.

note

Before you send out an invitation, ensure that the opportunity and application workflow is correctly configured and that intake availability is enough for the opportunity. If Check Configuration appears when sending an invite, fix the failed rows before sending. See Check Configuration and field validation and restrictions on actions.

General process

• use the Help Tour Guide to learn about the major functions
• know the people you want to receive an invite to a job
• only people with an email can receive an invite digitally (ie by email)
• can search for existing people who have been previously invited on other jobs
• add a personal message to the email (include reusing existing messages from other people)
• only after an invite has been generated (or provisional user created), can personal overrides be added to the application for individual employment conditions
• the outgoing email can be previewed
• you can send more than one email at a time
• you can import multiple email records through the clipboard (as well as download templates for each) from
  • Email application contacts list
  • Google Sheets
  • CSV
  • Numbers
  • Excel
• PICMI provides downloadable templates to be used in the spreadsheet applications

note

People without an email can be added as a provisional user—they are then invited or contacted by other means

Send invites

Send a single invite

This is the simplest way to send a single email.

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click (vertical dots) to open menu
4. Select Send Invite
5. Click Invite
6. Add
   • Email (avoid spaces either side)
   • Name (optional)
7. Optionally a personal message can be added
   • Click Add Personal Message
   • Enter a message to be included in invite (note: existing messages can be reused from Show Existing)
8. Click Preview Email Invite at anytime to view the email that will be sent
9. When you are ready, click Send

Back in the list you can watch the process of the email being sent

note

Avoid typing an email address by using import or copy-and-paste to ensure that you don't introduce unnecessary errors—bounced email addresses will be notified and the application should be cancelled

Service proposal invites: how Name and Email are interpreted

When you send a service invite by entering a person's Email and Name, PICMI uses the email address to look for an existing employee and to identify the organisation associated with that person. The name is used for the invitee when PICMI creates a new user or employee record.

The result depends on whether the person, organisation, or application already exists:

Situation	Result
An existing employee already belongs to the target organisation	PICMI creates the application for that organisation and invitee.
An existing employee is not affiliated with the target organisation	PICMI creates the application, notifies the organisation to add the invitee, and reports an error. The application still exists.
An existing employee is found, but the target organisation is new	PICMI creates the organisation using the employee, then creates the application.
No existing employee is found, and the target organisation is new or cannot be matched by email domain	PICMI creates a new user, employee, organisation, and application.

PICMI also checks for an existing service application for the same receiving organisation and opportunity:

Existing application	Result
One matching application exists with Invited status	PICMI returns the existing application and sends the invitation notification again.
One matching application exists in another state, such as In Progress, Accepted, or Declined	PICMI returns the existing application without changing its status or sending a new invitation.
More than one matching application exists	PICMI logs an error and does not return a usable application ID. The request will fail.

The existing-application check uses the same receiving organisation and opportunity. It does not create a new application or reset the existing one based on whether the current application is active, declined, cancelled, or completed. For example, an existing Declined application is returned as-is; it is not recreated or changed back to Invited.

Send bulk invites from a spreadsheet application

You can always bring in a set of emails from your spreadsheet application. Create this information in the import template format that you have downloaded.

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click (vertical dots) to open menu
4. Select Send Invite
5. Locate More (vertical dots) to open menu
6. Locate the Bulk section
7. Select one of the import options (download template)
   • Google Sheets
   • Excel
   • Numbers
   • CSV Spreadsheet
8. In your spreadsheet, select the import emails into your clipboard
9. Right-click, Paste to enter the clipboard into the field
10. The emails will be validated and entered into the list on the screen
11. When you are ready, click Send

In this list, you can edit and remove emails, as well as preview the email

note

When importing from CSV, the order of Email first is important before Name

Send bulk invites from mail application

You can always bring in a set of emails from your mail client that already has the email addresses. No import template is required, select the emails from the application contact list.

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click (vertical dots) to open menu
4. Select Send Invite
5. Locate More (vertical dots) to open menu
6. Locate the Bulk section
7. Select the import option Email application
8. In your mail application, select the import emails into your clipboard
9. Right-click, Paste to enter the clipboard into the field
10. The emails will be validated and entered into the list on the screen
11. Now add Personal Messages to any of the rows
12. When you are ready, click Send

In this list, you can edit and remove emails, as well as preview the email

Search Existing People

Invite people who have already had applications and are entered in the system.

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click (vertical dots) to open menu
4. Select Send Invite
5. Locate More (vertical dots) to open menu
6. Locate the Existing section
7. Select the import option Search People
8. Now locate one or more existing people via the search filter
   • Select Status filter to narrow (or All)—you must select a status to show existing people
   • Type in a name or email in Search applications to narrow the search
   • Select Jobs to narrow people
   • Select Dates on each to change setting shown
9. Select the people row to invite
10. Click Add Email and Name
11. When you are ready, click Send

note

If finding returning provisional users, in the Search applications filter type @noreply.picmi.io (as well as all statuses Completed)

Download import template

Adding multiple email, names and messages in a spreadsheet is usually quicker and easier! Download a CSV file or copy to clipboard to bring into your spreadsheet application

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click More (vertical dots) to open menu
4. Select Send Invite
5. Locate (vertical dots) More to open menu
6. Select Download import template
7. Select the format you want:
   • Download to file (saves as per your browser preference)
   • Copy to clipboard

Now open your spreadsheet application with either the file or copy and paste from clipboard and then file in the fields ready to import

note

Important template has three fields: Email, Name, Message (order is important!)

FAQs

see Email FAQs see Invites FAQs