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
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.
- Navigate to Configuration > Organization > Organization Options
- Search for the Force Public Users to be Non-Residents setting and set to Yes
- Click Save Settings
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.
- Navigate to Reports
- Search for and select the People Finder report
- Click Filters and check the Non-Resident and Public Users Only options
- Select the Fields staff will need to determine residency (address, city, phone, email, etc)
- Check the Account Creation Date field
- Refresh the report
- Select the column header for Created and select Sort Descending to display newly created accounts at the top of the report
- Save this as a Custom Report
- You can also schedule the report to be automatically emailed to staff responsible for verifying residency
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:
- Navigate to the user’s account
- Select Edit User next to Account Holder’s name
- Open the Residency Override menu and select Force User as Resident
- Click Save User