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Residency Requiring Staff Approval

Clara Siegele
  • Updated:

This article explores how to establish and manage a system that requires all new user accounts to have residency manually approved by a staff member. This can be beneficial for communities with strict residency requirements, those that require proof of residency (such as a copy of the user’s driver’s license or ID), and HOA communities. This is an alternative to setting up Local Resident Criteria or utilizing an ArcGIS Integration.

 

Communication Best Practices

It is important to communicate to users that residency requires approval, notify them of possible next steps if documentation is needed, and give them an expected timeline for approvals to be made by your staff. Below are ways to provide new users with this information. Using one or more communication methods is recommended.

  • Include this information as part of a Welcome Tab
  • Create a Message for new users (after account creation) 
    • Note: This is an Organization Option that only CivicPlus staff have access to. You will need to work with your Implementation Consultant or Support to configure the message. The message will automatically be emailed to new users after they create an account. 
    • Note: These messages will not be sent out while your Trial Account Flag is on.
  • Create a Notification

 

Instructions

1. Configure Residency Organization Option

You will first need to configure the system to force all new public users as non-residents. Anyone creating an account on your public-facing site will be automatically set to non-resident until staff is able to determine residency.

  1. Navigate to Configuration > Organization > Organization Options
    org options
  2. Search for the Force Public Users to be Non-Residents setting and set to Yes
    yes force setting
  3. Click Save Settings
    save settings

 

2. Run Report on New User Accounts

Create a report to track new user accounts. Staff will use this report to determine residency or identify users requiring follow-up for further documentation.

 

  1. Navigate to Reports
    reports
  2. Search for and select the People Finder report
    people finder report
  3. Click Filters and check the Non-Resident and Public Users Only options
    filters
  4. Select the Fields staff will need to determine residency (address, city, phone, email, etc)
    fields
  5. Check the Account Creation Date field
    account creation date
  6. Refresh the report
    refresh
  7. Select the column header for Created and select Sort Descending to display newly created accounts at the top of the report
    sort descending
  8. Save this as a Custom Report
    save report
  9. You can also schedule the report to be automatically emailed to staff responsible for verifying residency
    schedule report

 

3. Update Residency on User Accounts

After new accounts are reviewed by staff, any that are determined to be residents will require staff to edit their account and force residency. For confirmed non-resident accounts, no further action is required. For confirmed residents follow the steps below:

  1. Navigate to the user’s account
    select account
  2. Select Edit User next to Account Holder’s name
    edit user
  3. Open the Residency Override menu and select Force User as Resident
    force_user_as_resident.png
  4. Click Save User
    save user

 

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