Residency Requiring Staff Approval – Recreation Management Help Center

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.

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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

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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 the staff is able to determine residency.

Sign in to your recreation solution
Hover over Configuration, then Organization, then click on the Organization Options menu option:
Click to access the Search field and search for the Force Public Users to be Non-Residents setting, then use the dropdown to set it to Yes:
- Note: This setting only impacts public users who make their own accounts or make edits from the public side. This setting does not affect accounts created or edited on the internal side. Staff will need to select the correct residency option for accounts on the internal side.
Click the Save Settings button:

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.

Click to select the Reports option:
Click to access the Search field, then search for and select the People Finder report:
Click to expand the Filters dropdown menu, then check the Non-Resident and Public Users Only checkboxes:
Click to expand the Fields dropdown to select which Fields staff will use to determine residency (address, city, phone, email, and other related items):
Check the Account Creation Date field:
Click the Refresh button to refresh the report:
Click the column header for Created and select the Sort Descending option to display newly created accounts at the top of the report:
Click the Save icon to expand saving options, and then the Save button to save this as a Custom Report:
You can also schedule the report to be automatically emailed to staff responsible for verifying residency:

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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 use the following steps:

Click to ensure that you are on the Accounts screen:
Use the Search field to search for and navigate to the user's account:
Select the Edit User icon (a pencil) next to the Account Holder's name:
Click to expand the Residency Override dropdown menu and select Force User as Resident:
Click Save User