Overview#
The Pump Portal is a website for your candidates. They sign in to see their compliance items, upload documents, agree to terms and check their placements. Everything they do is saved straight into Pump, and your staff review it there.
This page is for whoever at your company is arranging the Pump Portal, and your Microsoft 365 and Pump administrators. It covers how the portal gets installed and what you need to have in place first, including licensing.
This page is part of the Pump Portal Admin Guide.
How it works#
Pump installs the portal for you. You don't install anything yourself. The steps are:
- Talk to Pump. Let your Pump contact know you'd like the portal. We'll give you a quote, including the Microsoft licence, agree a timetable with you and go through the prerequisites below. If you haven't tried the portal before, ask us about a trial first.
- Get your prerequisites ready (see What you need): Microsoft licensing, a mailbox for the portal's emails, and some decisions about how you want it to work (see Decisions to make).
- Pump installs it in your sandbox. We install the portal, connect it to your Pump data, set up the emails and check it all works with a test candidate.
- You try it. Your team tests the portal in the sandbox, and can brand it and adjust it (see Branding, pages, lists and forms). While you're testing, only people you name can open the site. See Testing for who should test.
- Pump installs it in production, with any changes you made in the sandbox.
- You try it with a few real candidates. Invite a small group of candidates who are happy to help, by hand, and ask for their feedback. The automatic emails are still off, so nobody else is contacted.
- You go live. You choose when the automatic emails start (see Turning the automatic emails on).
Pump installs updates to the portal in the same way, sandbox first.
What you need#
Microsoft licensing: Power Pages#
Video: B9 - Monitoring portal usage and capacity
The portal is a Microsoft Power Pages website, so your Microsoft tenant needs Power Pages capacity for the candidates who sign in.
- Microsoft charges per authenticated monthly active user. A candidate counts once per calendar month, however many times they sign in that month. For example, a candidate who signs in 10 times in March counts as 1 for March; if they sign in again in April, they count as 1 for April. A candidate who doesn't sign in during May isn't counted for May. Being invited or registering doesn't count on its own.
- Your staff, using Pump, aren't counted.
- Capacity comes in packs of monthly users, on a monthly or annual commitment. Pump supplies the licence: ask us for a quote.
- To size it, think about how many candidates are likely to sign in during a typical month, not how many you have in Pump. We can help you work it out.
See Keeping an eye on usage for where to check your usage once you're live.
Pump#
- A current version of Pump. Pump will check your version and update it first if needed.
- SharePoint document management set up for Compliance Items in Pump, as it is for most Pump customers. Candidates' uploaded documents are filed in the compliance item's SharePoint folder, the same as documents your staff add.
Email#
The portal emails your candidates from one address, for example portal@yourcompany.com, so emails don't come from a member of staff. You need:
- a shared mailbox with that address in Microsoft 365. Your Microsoft 365 administrator can create it (Microsoft 365 admin center > Teams & groups > Shared mailboxes > Add a shared mailbox), or we can set it up for you if you give us access: ask us. Shared mailboxes don't need a licence. Candidates' replies go there, so give access to whoever should keep an eye on it;
- a second shared mailbox for your sandbox, for example portal-test@yourcompany.com. A mailbox can only send for one Pump environment at a time, so the sandbox and production can't share one;
- your Microsoft 365 Global or Exchange administrator to approve each mailbox in Pump. We set everything else up in Pump during the install and tell you when it's ready to approve.
People#
- A Microsoft 365 or Power Platform administrator for the licensing and the mailbox approval.
- Someone from your team to make decisions (see Decisions to make) and test in the sandbox.
- Optionally, a service account to own the portal's connections, so they aren't tied to one person's account. Pump will advise.
A sandbox#
A Pump sandbox environment, so the portal can be installed and tested there before production.