Review New Registrations

When someone fills in your infoodle self-registration form, their request lands in the review new registrations queue. Nothing happens to your data until you approve the request, so you stay in control of who has a login.

This article walks through how to find pending requests, how to approve them as a new person or assign them to an existing person, and what infoodle does behind the scenes once you approve.

Before you start

Role Permissions

• Create accounts and roles

You will need at least one role configured that you are comfortable assigning to newly approved people. New people are not added to the same role as you, so set up the role you want for self-registrations first.

How someone requests a login

A person requests a login by going to your site's /register page (for example https://yoursite.infoodle.com/register) and filling in their first name, last name, email address, and a password (entered twice for confirmation).

When they complete the form, they will see this page notifying them of the next steps.

When they submit the form, infoodle stores the request as a pending registration. No person record is created yet, and no login is active. infoodle also emails everyone who holds the Create accounts and roles permission so they know there is something to review.

Open the review queue

There are two ways to reach the queue.

1. From your Dashboard, look for the highlighted message at the top of the page that says how many login registrations are waiting. Click Review.

2. Or, if you have the Create accounts and roles permission, go directly to /register?review on your site.

If there is nothing waiting, you will see No registration records need reviewing.

When there are pending requests, each one shows on its own row. The columns, from left to right, are:

• Selection and action button: a checkbox for selecting several registrations to approve at once, plus the per-row action button (Create or Assign).
• Firstname and Lastname: what the person typed into the self-registration form.
• Email: the email address they registered with.
• Requested: the date and time the request was submitted.
• Username: the login name they will be given, which by default is the email they entered.
• Search for alternative: a per-row search box for finding an existing person to assign this registration to. See Assigning a registration to an existing person below.
• Trash icon: reject the registration without creating a login.

The first-column action button is either Create (no existing person matched, so approving will create a new person record) or Assign (one or more existing people matched, so you can choose which one this registration belongs to).

Approving a registration as a new person

Use this when the person is not already in your infoodle site.

1. Tick the box on the left of each registration you want to approve. You can tick the box in the header row to select all pending registrations at once.
2. Click Approve at the top of the list.
3. In the Approve registrations dialog, choose the role to give to everyone you are approving together. Every selected registration receives the same role, so only group together people who should have the same access level.
4. Choose an email template to send the new people, letting them know their login is now active. Pick Don't send an email if you would rather contact them yourself.
5. Click Approve.

infoodle creates a new person record for each approved registration, activates their login, and (if you picked a template) sends the welcome email.

Assigning a registration to an existing person

Use this when the person already exists in your infoodle site, for example because they were added by an administrator before they registered themselves.

1. On the row for the registration, click Assign. infoodle opens a dialog listing every existing person whose email or name matches the registration.
2. Select the radio button next to the correct person, then click Select User. The action button on the queue row changes to Assigned and the registration is automatically ticked for approval.
3. If you cannot see the right person in the suggested matches, use the Search for alternative field on the queue row to look up any person in your site by name, household, email, phone, giving number, or ID. Selecting a person from the search results also assigns the registration to them.
4. When you have finished assigning, click Approve at the top of the list and choose the role and email template as described above.

Rejecting a registration

If a request is not legitimate, or the person should not have a login, click the trash icon on the right of the row to remove the request. The pending registration is deleted and the person is not notified.

The person can register again later if they want to. Removing a pending request does not block their email address from being used.

What happens when you approve

For each approved registration, infoodle:

• Creates or updates the person record with the first name, last name, and email address from the registration. New approvals create a new person; assigned approvals update the chosen existing person.
• Sets the login active with the username and password the person chose when they registered.
• Assigns the role you picked in the Approve dialog.
• Sets a recovery email on the person's record so they can reset their own password later. New approvals always get this; for assigned approvals, infoodle only sets it when the existing person does not already have a recovery email recorded.
• Sends the welcome email using the template you picked, if you picked one.

If two registrations share the same email address (for example a shared family mailbox), infoodle keeps every login working by adding a number to the end of the username for the second and later people who share that email. The first person approved with that email keeps the plain email as their login. The next gets email-2, the one after that email-3, and so on. This happens automatically, without a separate notice, so to confirm the username that was set, open the person's record from Contact > People and check the Login field.

Separately, when the email address you are approving is also the recovery email on another active account, infoodle shows a notice on the queue page after approval. Password reset links sent to that address will go to whichever account starts the reset, so only leave the registration as-is when the mailbox is genuinely shared.

Common questions

Why don't I see the dashboard widget or the review page?

The Create accounts and roles role permission controls access to both. If you can see the review page but not the dashboard widget, there are simply no pending registrations to review.

Can I approve registrations one at a time with different roles?

Yes. Tick one registration, approve it with the role you want, then come back to the queue and approve the next with a different role. The dialog applies one role to every registration ticked at that time.

What if I approve someone by mistake?

What you can undo depends on whether the approval created a new person or updated an existing one.

If you approved the registration as a new person, the registration is now a real person record. To undo, edit the person and either change their role, deactivate their login, or archive the person. See Activating, Deactivating and Archiving a person for the options.

If you approved the registration by assigning it to an existing person, the existing person's first name, last name, email, login, password, and role were overwritten with the registration's values. infoodle does not keep the previous values, so there is no automatic undo. Open the person's record and re-enter the original details yourself, or contact support if you cannot recover what was there before.

Does infoodle send the person a confirmation when they self-register?

Not automatically. The person sees a "Registration complete" message on the registration page itself, telling them an authorised person will review the request and email them when the login is active. The email only goes out after you approve the registration and pick a template.

Next steps

After approving a new person, you might want to add them to one or more groups, send them a welcome message, or check that their household details are correct.