Adding provisional users

Create provisional users when a person has no email address currently available. Provisional users are created with an application ready to apply for a specific job. Other than access details and no emails sent until the person enters a deliverable email address on their profile, they are identical to a normal user.

Once you've created a job (ideally duplicated), it should be straight forward to add a person who does not have an email for a job.

note

As a business you should help people set up an email account as quickly as possible.

Type of access

Provisional users have specific access details to log into PICMI and don't use a username and password. There are three ways to provide access details and all options are available to be used at any time.

• Direct link is active for 30 days from generation, containing a unique code. Links are regenerated on each page load and are suitable for sending via messages. They should not be saved for later use.
• QR code is active for 30 days from generation, which can be scanned or downloaded and printed for later use. QR codes are regenerated on each page load.
• Access key/code/expiry is active for a specified number of days—and can be stopped/revoked at any time. Access is via a key and a code. The key is provided by the business to identify a person. It is recommended to use an easy-to-type and personally-identifiable key, such as, a name. The code is generated by the system and can be regenerated at any time. The key can be repeated across different people because it is matched with a code. Duplicate keys are not recommended because it can make identifying users against people harder.

General process

• have a list of the people you want to access as provisional users
• you need to decide on which type of access you want to use
• only after user have been created, can personal overrides be added to the application for individual employment conditions
• you can update the Expiry and Access Code at any time
• you Stop Access at any time
• you can view multiple people at once using Customise Columns in People

Add a provisional user

This is the simplest way to add a single user for a person.

1. Go to Jobs
2. Locate the job row
3. Click (vertical dots) to open menu
4. Select Create with provisional user
5. Optionally, choose your approach (from the menu top-right)
   • QR code (choose the number of users to create)
   • Access code (enter the name as a code and expires in days)
6. Click Add to list when you are ready
7. Click Add user to create the new applications with provisional users for access
8. Return to People, a new person will have been added and will be Invited

note

You can add more than one provisional user at a time using Import multiple new provisional users

View provisional user details

This is the simplest way to add a single user for a person.

1. Go to Jobs
2. Select Customise Columns
3. Locate the Provisional User section
4. Select the columns to view (also via clear or none):
   • Provisional User – indicates whether the person is a provisional user (yes/no)
   • Access Key – a unique identifier (typically a name or code) used by the business to identify the provisional user
   • Access Code – the system-generated code the provisional user needs, paired with the access key
   • Active Access – shows whether the provisional user’s access is currently active
   • Access Expires – the date or number of days remaining before the user’s access expires
5. Click Save when you're done
6. The columns will now be shown in the table for all entries
7. Locate the person row

note

Using custom columns allows you to see more than one person at a time, but at this stage only one person at a time can be updated

Import multiple new provisional users

You need to have prepared a list in either Google Sheets, Excel or CSV and have it already in your clipboard

1. Go to Jobs
2. Locate the job row
3. Click (vertical dots) to open menu
4. Select Create with provisional user
5. Click ⋮ (vertical dots) to open the menu
6. Locate the Import bulk access codes section (download template)
7. Choose from the application spreadsheet
   • Google
   • Excel
   • Numbers
   • Csv
8. Update Set default expiry in days (optionally it different from 90 days)
9. Paste from your clipboard the details with Name and (optionally) an expiry (otherwise it will default to the set value)
10. Clipboard values will now be showing in a table
11. Select and edit (or delete) any rows
    • Name
    • Days from now expiry
12. Click Add user to create the new applications with provisional users for access
13. Return to People, a new person will have been added and will be Invited

note

You can add duplicate one provisional user (with the same name) and each will have a different access link or code—this might hard to remember who has each link!

Add multiple existing provisional users

See invite via search for existing users

note

In the Search applications filter type @noreply.picmi.io

Provide details to a person

Having created a provisional user, you need to in contact with them (because they don't have an email!)

1. Go to People
2. Locate the person row
3. Click (vertical dots) to open menu
4. Select Access Code, QR Code or Direct Link and provide the person
5. Click Done when finished with getting the information to the person

Access Key/Code

The person will need to type these into a browser

• the link given in application
• access code
• access key

QR Code

The person will need to scan the QR code for themselves (on a phone)

• directly from your screen
• downloaded and provided to them (but remember, not by email!)

Direct link

The person will need to click on this link (because it is not typeable)

• supply the link via a message (such SMS/txt, Facebook, WhatsApp)

note

Do not access this account yourself without permission from the person and ensure details are provided to ONE person only

::::

Update existing provisional user

1. Go to People
2. Ensure that provisional user columns are showing
3. Locate the person row
4. Click (vertical dots) to open menu
5. Select Update expiry and access key and provide the person
   • Expires in (days) – the new duration (in days) for which the access will remain valid
   • Access Key – update or confirm the unique identifier used to identify the provisional user
6. Click Save when finished

note

You can stop access via the Stop access option on each provisional user

Download access codes template

Import templates for multiple provisional users from the spreadsheet application! Download a CSV file or copy to clipboard to bring into your spreadsheet application.

1. Go to Jobs
2. Locate the job row
3. Click More (vertical dots) to open menu
4. Select Create provisional user
5. Locate (vertical dots) More to open menu
6. Select Download access codes 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 two fields:

• Name: include both first and last as to be displayed
• Expiry in days, eg 30, 120 (default: 90, if nothing added)