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Frequently Asked Questions (FAQs)
General Questions
What is PICMI?
How does the straight-through hiring process work?
What should I do if I can't log into my account?
Who do I contact for technical support?
How do I force a refresh my view?
How can I write better emails to help us help you faster?
Users
Can a business user also apply for opportunities using the same email address?
What’s the difference between a user with an email and one with provisional access?
Can I turn someone with an email login into a provisional user?
Can I switch a provisional user to an email-based login?
Emails
What is an email sub-alias?
What if someone has no email?
I can't find emails from PICMI, what to do?
Do applicants receive a signed contract in their confirmation email?
Invites
Why did Check Configuration appear when I tried to send invites?
How do I cancel a job invite for people?
Can I invite a jobseeker to a job if they already have an invite to a job?
I invited a jobseeker to two jobs, but one job is now closed. What should I do next?
What can I do when the invite bounced as no such user?
What can I do when the invite has delivery status notification failure?
What should do when the person I have invited doesn't receive an email?
I cancelled an invite and tried to send it again, but PICMI says the person application is already completed. What should I do?
Are there restrictions on emails that can be used when sending invites?
The individual emailed back after an invitation explaining, how did they get the email address?
The individual emailed back after an invitation explaining, can I hold the position? What should I do?
Applications
How do I view and manage applications?
I can't find an application that I'm sure exists, what happened?
What should I do if a person reports that they don't have the correct pay rate? (and have personal overrides)
What should I do if a person reports they can't complete an application?
What should I do when an individual applying reports they cannot sign and can only Cancel/Refresh?
There is 'No Intake Availability', what should I do?
Someone can't complete (In Progress) because there are 'No Positions Left', what should I do?
What should I do if a person reports a different status to your view?
Why is the jobseeker being asked to complete the application again?
What should I do if a person reports 'This contract still needs information from your application'?
Jobseeker (or business user) reports the error 'Business cannot apply for a job', what to do?
How do I update a staff member’s pay rate if their application was accepted with the wrong rate?
I have accepted an applicant but now realise they aren’t suitable. How can I stop them from working or
I have accepted an applicant on a job but now realise they need to be on another job?
I have a person who has accepted but will require changes to be made, what do I do?
Why can't businesses directly update contract answers or employee details?
How can I change the dates of a job on an accepted application?
I want to send out an application and am still negotiating pay rates (e.g., salary), what to do?
The photos need to be improved, what to do?
How can I change the date format when exporting application details?
I have reissued and no email was received?
Can I Reissue for a provisional user?
A jobseeker/worker wants their employment agreement (contract) sent to them by email
The person needs a new link, how can I resend an email?
Notifications
Why am I receiving multiple notifications saying there is no intake availability?
Jobs/roles
What is the process when someone changes their role and their contract needs to be updated?
I want to remove a position/role (job) from the active list, what should I do?
I want to close a job, what should I do?
Intake, capacity models, and invites only
What happens if the capacity limit is blank?
What happens if the capacity limit is zero?
What is the difference between Fixed Capacity and Active Allocation?
Does an invited person consume intake capacity?
Does an in-progress application consume intake capacity?
Does an offer consume intake capacity?
Does an accepted person consume intake capacity?
Does a completed person consume intake capacity?
Can I change the capacity limit later?
Can I increase the capacity limit later?
Can I use Invites Only with unlimited intake?
Is Invites Only the same as a capacity limit?
Which capacity model should I use for a fixed seasonal intake?
Which capacity model should I use for ongoing recruitment or service delivery?
How do I temporarily close intake?
Can intake have start and end dates?
Changing Jobs, Roles, Contracts, and Applications
Can I send invites for a new role while people are still working in their current role?
Can a worker have an application for a new job before their current job is completed?
Do current and new roles need separate jobs when they use different workflows or contracts?
Can two jobs overlap in PICMI?
Does PICMI have roles, or should I think in terms of jobs?
Can the same person apply to the same job twice?
Do I need to create a new workflow or contract for every role change?
If someone changes roles, what does PICMI need to know?
Why does a new job require a new application?
What does contract mean in PICMI?
Can anyone have multiple applications?
What if someone just gets a pay rise?
How do I decide whether to create a new application or reissue the agreement?
What if I'm unsure whether to create new application or reissue?
Why can't I invite a worker back to the same job?
The role is the same. Why do I need a new job?
What is the easiest way to create the new job?
Do I need new agreements for returning workers?
Should I include dates in job names?
Can a worker have multiple applications?
Integrations
Why do some integration fields fail Check Configuration?
How can I setup a new integration?
How can I update an existing record in an integration system?
How can I make an integration automatic?
How can I can I turn off an automatic integration?
How can I create a record if the person is already Completed?
How can I bulk upload?
How can I download for a CSV import into another system?
Why did my payroll integration bank account format change to include dashes?
Why is the leading zero missing from a bank account in my payroll CSV or upload spreadsheet?
Why has PICMI changed a three-digit bank account suffix to two digits?
Why is KiwiSaver employer contribution exporting as 3% instead of 3.5%?
How can I download data from an API integration?
Integration Events
Why was a new employee record not created?
I thought Staff IDs were randomly generated. How can they match an existing employee?
What happens if an existing employee’s details have changed?
How can I update an existing employee’s information?
Can this process be changed so that updates are applied automatically?
How do I ensure all necessary updates are transferred for an existing employee?
What should I do if I still believe this is an error?
Billing
What should I do if I mistakenly send an application to the wrong person (or the wrong application to someone),
What should I do if I mistakenly send an application to the wrong person, am I charged?
I don't think I should be charged, what should I do?
PDFs
Where are the PDFs in PICMI?
Where are the PDFs in PICMI?
How do I create a PDF using the browser print function?
Which browsers support printing to PDF?
Why don’t I see the ‘Save as PDF’ option?
How do I adjust page size, margins, or orientation?
Can I print only selected pages?
Can I include background images and colours in the PDF?
My PDF is missing content or formatting looks different. What can I do?
Can I password-protect the PDF?
How do I merge multiple PDFs after saving?
Troubleshooting
There are faults that occur in integrations (downstream systems). Remember that integrations can only occur after an accepted application.
I can't see a person in my integration system
Note: these test do not apply for incorrect/unexpected data in the downstream system :::