Overview#
Your candidates use the Pump Portal to see and complete their compliance items. You manage their access from Pump. This page covers inviting candidates, checking their portal access, withdrawing and restoring access, and helping candidates who are locked out or have forgotten their password.
This page is for recruiters, compliance staff and anyone who manages candidates in Pump, and is part of the Pump Portal User Guide.
Note: Some of the buttons below need the Pump - Portal Manager role. If you can't see one, ask your Pump administrator.
Inviting a candidate#
Video: A2 - Inviting candidates
Candidates can't sign up on their own: they're invited. Most are invited automatically once they have a current placement, an open offer or an application with a Status Reason of Short List or beyond. To invite one yourself:
- Open the candidate's Person record and check their Personal Email is correct. The invitation goes there.
- On the command bar, choose Portal > Send Invite. On a narrow window, Portal is under More commands (…).
- Check the name and email in the confirmation, then click Send.
- A small window shows the result, for example "Portal invitation sent to Jane Smith." Click Close.
The candidate's Portal Access Status changes to Invited. The invitation link lasts 14 days. If it runs out before they register, send another invitation.
Send Invite only shows while a candidate isn't invited yet (or was withdrawn), so you can't invite someone twice.
Note: If the window says the invitation could not be sent, ask your Pump administrator to check you have the Pump - Portal Manager role and that the portal is set up.
Portal access at a glance#
Video: A3 - Managing a candidate's portal access
The Person form's Portal Access tab shows:
| Field | Shows |
|---|---|
| Portal Access Status | Not Invited, Invited, Registered or Withdrawn. Not the same as the Person's own Status Reason, which also has a "Registered" value. |
| Last Invitation Sent Date, Registration Date | When they were last invited and when they registered. |
| Withdrawn Date, Withdrawn By | When portal access was last withdrawn, and by whom. |
| Last Login Date | When the candidate last started using the portal. |
| Failed Login Attempts, Locked Out Until | Whether they're locked out (see Locked out and forgotten passwords). |
You can ignore Email Confirmed. The portal doesn't ask candidates to confirm their email address, so it stays No, and that doesn't stop them signing in.
Withdrawing and restoring access#
- Portal > Disable Portal Access stops a candidate signing in, for example when they leave. Their status changes to Withdrawn.
- Portal > Enable Portal Access lets a withdrawn candidate sign in again. Their status goes back to Registered.
Each asks you to confirm first.
Locked out and forgotten passwords#
Locked out#
After 5 wrong passwords, the portal locks a candidate out for 24 hours. To let them back in sooner, open their Person record and choose Portal > Unlock Account (it only shows while they're locked out). Ask them to wait about 5 minutes before trying again.
Note: Changing their password doesn't unlock them.
Forgotten password#
Candidates can reset it themselves with Forgot your password? on the Sign In page.
Setting a password for them#
Usually it's simplest to point the candidate to Forgot your password?. If you need to set one yourself:
- Choose Portal > Change Password.
- Type the new password (twice) in the dialog and save. It works straight away.
- Nothing is emailed to the candidate, so tell them the new password yourself, and suggest they change it after signing in (Profile > Change Password).