User Accounts

Applicants

Applicants request an account through a pre-registration form, or join through an organization invitation. To start an application, they need an organization and an open cycle. Staff configure profile forms and account emails under People > Account Configuration.

ApplyCycle adds the Applicant role automatically when it saves an account with no other role. To start an application, applicants must belong to an organization, and the program must have an open cycle. Applicants can get an account in two ways:

  • Request an account by filling in the pre-registration form on the Registration page. Staff accept or decline the request.
  • Receive an organization invitation by email from an organization member, then create an account using the invitation link.

For organization setup, invitations, member roles, and removal, see Organizations and Members.

Accepting and Declining Account Requests

When someone submits the pre-registration form, ApplyCycle sends them an acknowledgment and emails staff at the site email address.

Open Structure > Webforms > Registration > Results to find account requests. Choose Accept or Decline on the request.

Choose Accept to create the account with the Applicant role and email the person a one-time login link.

Choose Decline to send the person an email. You can edit that email before sending it.

Customizing User Account Emails

To customize email messages that go to users during various steps of registration go to People -> Account Configuration. Scroll down until you see the Emails section. You will see vertical tabs of different email templates you can customize.

'Emails' section with 'Welcome (new user created by administrator)' selected, 'Welcome (awaiting approval)' below it and the complete 'Subject' field beside the tabs.
Figure 1. Viewing the welcome email template and its 'Subject' field in 'Emails'.

You can click on any of these to edit the associated email notification. Or, you can disable the e-mails with the checkbox, when available.

'Welcome (new user created by administrator)' template with 'Subject', 'Body' and bracketed tokens for the site and user.
Figure 2. Viewing the subject and body of an account welcome email.

These email templates allow tokens to be included, identified with square brackets. Tokens dynamically insert information such as the site name, username, date, and other items. You can see a full categorized list of available tokens by clicking on the link that says ‘Browse available tokens’.

Customizing User Profiles

You can make changes to the form potential applicants see when they register a new account as well as to the profile form they see when they edit their account. These forms use the same system of fields as described in the Applications section of this guide.

All profile forms (registration, applicant profile edit, and editor/panelist profile edit) use the same set of fields, managed at People > Account Configuration > Manage Fields. You can add and edit the fields there.

On the Manage Form Display tab, you configure which fields appear on each form (registration, applicant profile edit, or editor/panelist profile edit).

'Manage form display' for user profiles with its introduction, 'Add field group', 'Default', 'Applicant' and 'Register' tabs, and the first four field rows.
Figure 3. Viewing profile form fields on the 'Default' tab of 'Manage form display'.

The first sub-tab, Default, configures the profile form for non-applicants (the editor/panelist profile edit). These are the fields you see when you edit your own user account or the account of an editor or panelist.

The second tab, Applicant, is the applicant profile edit form. Applicants use this form when they edit their account.

The third tab ‘Register’ is what users see when they register for an account on the site.

Contacting an Applicant

You can send an e-mail to any user on the site by going to the Contact tab when viewing a user profile.