The public user registration link lets new users and personnel register themselves. When Enable Register On Behalf is switched on, the person who opens the link can also register other people, for example a contractor representative registering a team of workers. This page follows one such registration from the public link to the administrator’s review. The switches are on the User Registration settings page.

Step 1: Verify and choose who is registering

The person opening the link first proves their own email address (or mobile number) with a one-time code. The verified email is filled in on the form exactly as it was typed and cannot be changed there. The address rules are the same as for visitors (see Visitor Self-Registration). With Enable Register On Behalf on, the next page asks “Who is completing this registration?”:

• I am registering myself opens the normal registration form.
• On behalf of someone else asks for the registrar’s own name, phone number and role (HR, Manager, Contractor representative or Other). The email or mobile number they verified is shown read-only.

In the example below Alexander Grant registers workers as a contractor representative.

When Enable Register On Behalf is off, step 1 is not shown and the verified person goes straight to the registration form for themselves.

Step 2: Enter the other person’s details

The form now carries a banner reminding the registrar to enter the details of the person being registered, not their own. The fields and uploads are the ones ticked on the User Registration Fields page. The registrar cannot enter their own verified email or mobile number for the other person.

If Allow Skip Email (or Allow Skip Mobile Number) is switched on, the form offers “This person has no email address” (or “This person has no mobile number”). Ticking it clears the field and the registration is saved without it.

Step 3: Register another person or finish

After Register, the success page offers Register another person and Finish. Register another person opens an empty form in the same session, so the registrar does not have to verify again. Finish ends the session; the next registration through the link starts with a new code.

For security a session registers at most 10 people. After the 10th, the success page offers only Finish, and the registrar verifies again to register more. A session ends after 30 minutes without activity, and an open registration page keeps it active for up to an hour. A verification is trusted for 4 hours; after that the registrar verifies again.

If the session does end, the registrar sees a page that says so, and Start again returns to the registration link to verify again. Anything not yet submitted was not saved.

Reviewing registrations made on behalf

Registrations appear under Pre-Registration in the sidebar. The Submitted by column shows who registered each person and in which role, and an Unverified marker sits beside the email address and mobile number. The registrar typed those details for someone else, so nobody has proven they belong to the person: check them before you approve.

Every column of the list can be filtered, on the personnel Pre-Registration list too. Type in the box under a text column, such as Company or Submitted by. Click the box under a yes/no column, such as Visitor App, to show only ticked rows, then click again for only crossed rows. Pick a From and a To date under Active or Expiry. Columns switched on from Fields get a filter as well.

Reviewing a registration and its documents

Click Review on a row to open the registration. The same button is on the personnel Pre-Registration list.

The review page has a Registration details panel with the person’s photo and details, who submitted the registration and what still needs checking, a Requests panel with what the person asked for, the Documents they uploaded and the Answers to the extra questions. At the bottom of the page you choose what to do with the registration: Update existing record or Create new, which shows the Create user and Create personnel buttons. Delete removes the registration, and Back returns to the list. Updating an existing record is described below.

The Documents panel holds the person’s Copy of ID and the answer to each Document question. The Copy of ID is a built-in field: when Require Copy of ID Field is ticked on the User Registration Fields page, the form shows it and the person must upload it. A Copy of ID takes one document of up to 10 pages, and a Document question one document of up to 50 pages. A page can be a photo, a page of a PDF or a page of a Word (.docx) document: the person’s phone or computer turns each page into an image, and only the images are sent. A Photo question takes one picture only. Each document shows its first page and its number of pages, with a View button and, for users who can download documents, Download and Print buttons. A document with more than one page also has Download all pages, which saves every page as a separate image. In the example below Michael Carter uploaded a photo of his passport as his Copy of ID and his three page medical certificate of fitness as a PDF. Which files each field takes is explained in Upload File Formats.

Click View or the page to open the whole document in the document viewer. The pages are listed down the left; click one, or use the left and right arrow keys, to show it large on the right, where you can zoom with the buttons or the mouse wheel and drag the page to move it. The viewer loads each page only when you look at it, so even a 50 page document opens at once.

Users who can download documents also see these buttons at the top of the viewer:

• Download PDF saves every page as one PDF file, named after the document.
• Download page saves the page you are looking at as an image.
• Print all prints every page, one per sheet.

While the PDF or the print is prepared, the viewer counts the pages, for example “Building PDF, page 12 of 50”. Each download and print is recorded in the audit log. Press Esc or the close button to go back to the review page.

Click Create user (or Create personnel) to open the add page filled in from the registration. It repeats who submitted the registration and whether the submitter’s mobile number was verified, warns that the contact details are unverified, and, when the person was registered without an email address, asks you to enter one before saving. When you save, the registration is removed from the list and its uploaded documents move to the new record’s Documents tab. Each document is one row, labelled with the question, for example “Medical certificate of fitness”, or “Copy of ID”, and the Pages column shows how many pages it has. Click the row to open it in the document viewer. Deleting the row deletes every page of the document.

Updating an existing record

A person who already has a user or personnel record can register again, for example a resident whose lease is renewed every year and who uploads the new lease. Instead of creating a second record, update the one they have.

When the registration matches existing records, the review page selects Update existing record and lists the matches: users and personnel, each with a User or Personnel tag, whether it is active, its expiry date and what matched (for example the email address or the mobile number). The matches follow the Duplicate Staff and Personnel Detection rules on the Validation page; users are never matched on email address. When nothing matches, or the right record is not listed, type a name, email address or the full ID number in the search box. Open shows a record in a new tab. Select the record and click Next: review changes.

The Confirm update page shows every change before anything is saved. Each change has its own tick box, and the ticked ones are applied:

• Profile lists each value that differs, with the current and the new value side by side. The tick box in the header ticks or unticks them all. Values that are the same, and values the person left blank, are not listed and are not changed: a blank value never clears what the record holds. For a user, a new email address starts unticked, because the email address is used to log in and to reset the password; tick it only when you have checked it. Company and the answers to the extra questions can be added to the record’s Comments (users) or Notes (personnel), under the renewal date.
• Photo shows the current and the new photo. Click either one to compare them full size, and press Esc to close. When the new photo is ticked, the old one is kept on the record’s Documents tab as “Previous photo”.

• Access validity holds the new active and expiry dates. When the registration has none, the active date is today and the expiry date is a year from today. Change them with the pickers, or use +6 months or +1 year; a changed date is tagged “edited”. For a disabled user, a Status row enables the account. Personnel records also have Medical and induction validity rows, which change only when you set a date.

• Credentials lists the record’s credentials. With Update All Credentials ticked, each ticked credential gets the new access dates and keeps its access control lists, so it goes on opening the same doors; an expired credential is made active again. Lost, stolen, destroyed or disabled credentials are not changed. When the record has no credential that can be renewed, you can instead create a face credential from the new photo, with the access control lists you choose.

• Documents lists the documents of the registration, ticked to be added to the record, and the documents the record already has, which are kept. Nothing on the record is removed. A document you untick is deleted with the registration.

The line above the buttons counts the field changes, credentials and documents that will be applied. Click Update with the person’s name to save. The record’s edit page opens with a message that says how many credentials were renewed, and the registration is removed from the Pre-Registration list. A renewed multi-page document, such as the lease, is one row on the Documents tab and opens as one document, with Download PDF.

Notes

• If your system onboards only one kind of staff, the Onboarding mode setting hides the other side: in Contractors Only the Users entry under Pre-Registration is hidden and the review page offers only Create personnel; Users Only is the reverse. See User Registration.
• Registering on behalf of someone does not check their email or mobile number. Confirm them with the person, for example by phone, before you give them access.
• If a registration made on behalf matches one that is already waiting for approval, the form asks the registrar to check the details. It does not say which detail matched.