Upcoming season—inviting returning and new workers as provisional users

To prepare for the upcoming season, you’ll need to set up and invite both new and returning workers. These workers are typically grouped as new and existing users. This page will explain how to manage these groups by inviting them as provisional users.

Provisional users are not sent an email invite but are instead notified and managed directly by the employer. This approach is particularly suited to the Recognised Seasonal Employer (RSE) scheme workforce in New Zealand.

The page will also cover how to allocate workers across multiple jobs, including both new and existing workers. This is particularly useful when sourcing a workforce from different places who arrive at different times, allowing businesses to track groups of workers arriving for specific jobs.

Download as pdf

note

Provisional users in PICMI are for workers who generally don't reliably have a unique email address (and have agreed to have assistance)

Summary Steps for Returning Workers (Provisional Users)

Returning workers need to be handled slightly differently from new workers. The steps below provide an overview to ensure both new and existing provisional users are correctly invited, tracked, and updated for the job. Follow these steps to avoid duplicate records and ensure access codes remain valid. Note there is a worked example below.

1. Identify and plan the total number of workers, separating new and returning workers (e.g. 5 new and 6 existing workers)
2. Create the new job in PICMI where both sets of workers will be invited
3. Invite the new workers by creating provisional users through the create provisional user process one at a time or bulk creation (e.g. invite 5 new workers)
4. Invite the returning workers by using the job's invite option, searching for their existing provisional user accounts (emails ending with "@noreply.picmi.io" and identifying them through their access code) and adding them to the new job (e.g. invite 6 existing workers)
5. Review all provisional users (new and returning) to confirm ( or update) that their access codes and expiry dates are valid for the current job period (e.g. all 11 workers)

Continue with processing and monitoring the workers:

6. Guide users to sign in: use the access code and name at jobs.picmi.io/go to begin.
7. Use shared email in the application: all communication will go to the shared inbox.
8. Monitor that all people have correctly entered the Email address in the People page

Preparation

You've already created a job ( ideally duplicated), now it should be straightforward to invite people to apply for a job.

note

Before you send out an invitation, always ensure that:

• The job and application workflow are correct.
• There are enough vacancies available.

Planning

Identify whether the people you are inviting are new or existing workers ( use table 1):

Type of Worker	Invitation Method
New workers (not previously in the system)	Create a provisional user. This can be done in bulk using a CSV import.
Existing workers (previously had applications)	Use the Search People functionality to invite them to avoid typing or creating duplicates

Inviting Existing Workers

Use table 2 and work through each each job:

1. Search for the users associated with that job.
   • Narrow search for existing people with @noreply.picmi.io and job (note find specific jobs from last year or all)
2. Select and add them to the invitation list.
3. Review the consolidated table of users to avoid mistakes before sending invites.

See sending bulk invites

Inviting New Workers

Use table 3 for each job:

1. Use CSV data (ie table) with the required details (name and expiry)—note: easier to use clipboard in/out of sheets application
2. Set the expiry in days (default is 90 days/3 months unless otherwise specified).
3. If necessary, extend the expiry beyond 90 days to accommodate hiring timelines—probably a year 365 days!
4. Upload the CSV file to bulk-create provisional users.

Below, we have created four separate tables (Tables 3-6), one for each of the jobs, to help structure the process effectively. Also, those with one or two people per job can be just as easily added as a single provisional user with the name copy and pasted.

See import multiple provisional users

Table 1: new or existing planning by job

You will have already worked out how many jobs you need (this example has three)

note

• Harvest Workers Vanuatu 2025
• Harvest Workers PNG 2025
• Kiribati Crew 2025

1. Enter all the names
2. Allocate to a job
3. Work out whether existing or new in PICMI

Name	Job	Create Provisioner User	Invite Existing
XX	Harvest Workers Vanuatu 2025	X
XX	Harvest Workers Vanuatu 2025	X	X
XX	Harvest Workers Vanuatu 2025	X
XX	Harvest Workers PNG 2025		X
XX	Kiribati Crew 2025		X
XX	Harvest Workers PNG 2025		X
XX	Kiribati Crew 2025	X	X
XX	Kiribati Crew 2025		X
XX	Kiribati Crew 2025	X

Table 2: invite via search

Create a table of all the worker by job who are existing

Name	Job
XX	Harvest Workers Vanuatu 2025
XX	Harvest Workers Vanuatu 2025
XX	Kiribati Crew 2025
XX	Harvest Workers PNG 2025
XX	Kiribati Crew 2025

Table 3: csv data to create provisional user per job

Each job will have a CSV data file to be imported. In practice, if there is one or two, just add provisional user without import.

Harvest Workers Vanuatu 2025

Name	Expiry
XX	365
XX	365
XX	365
XX	365
XX	365
XX	365

Harvest Workers PNG 2025

Name	Expiry
XX	365

Kiribati Crew 2025

Name	Expiry
XX	365