Effectively managing your contacts ensures a well-organized and accurate Contact Directory. This guide covers the processes for approving, rejecting, and managing contacts, along with answers to frequently asked questions.
- Where do Pending Contacts Originate?
- Bulk Actions
- Approving Contacts
- Rejecting Contacts
- Removing Site Access
- Frequently Asked Questions
Where do Pending Contacts Originate?
You can reject or approve Contacts by selecting Notifications > Contacts from your left-hand navigation menu. From the Contact Approval menu, the Source column will show how the contact was added to the platform. You can also use the Contact Create Source filter by contact source.
Contacts can be added to your platform through a variety of ways:
| OCI Interviewer | Added as an OCI Interviewer by an employer user |
| Employer User Sign Up | An employer user signed up using the site's /hire URL |
| Experiential Learning Supervisor | Added as an Experiential Learning Supervisor by a student on the new experience form |
| Event Contact | Added as an Event Contact by an employer user |
| Job Fair Registration | Added as an Additional Contact on a job fair registration |
| Interviewer | Added as an interviewer by an employer user for an OCIs using In-App Video |
| Task | Added to a Task Contact by a student |
Admin users can add contacts to the Contact Directory. To learn how to add a new contact, click here.
Bulk Actions
You can manage bulk actions for Pending Contacts by clicking the 3-dot action button. Available bulk actions include Approve, Approve & Assign Roles, Reject, and Reject and Revoke access.
Approving Contacts
Approving a contact adds the contact record to your Contact Directory.
To approve a contact that has been added to your platform:
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Select Notifications, then select Contacts
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You will be directed to the Pending Contacts page. Select the Approve icon to approve a single contact.
You can also select the 3-dot action button to approve in bulk:Pro tip: If you need to edit and review the pending contact before approving, select the Edit icon.
Rejecting Contacts
Rejecting a contact ensures the contact record is not included in your published Contact Directory. Student and Alumni users can only view the Contacts that are Approved and marked as "Visible" within the Contact Directory. Career Center Admins can still query for rejected contacts because the data is not deleted.
We do not recommend deleting contacts that you do not want to be listed on your 12twenty site; instead, please follow the process outlined below.
Rejecting a Pending Contact
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Select Notifications, then select Contacts
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You will be directed to the Pending Contacts page. Select the Reject icon to reject a single contact, or select multiple rows and use the more actions menu to bulk reject.
Rejecting Approved Contacts
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Navigate to the contact's profile by selecting “Contacts” on the left navigation panel, and then select the specific contact.
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Select the “Action” button and then select “Reject”
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To confirm the rejection, select “Reject”
Removing Site Access
- Navigate to Site Management and then select "Manage Users"
- Click the name of the contact you want to remove.
- Toggle "User Can Access Your Site" to "Off"
Frequently Asked Questions
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Can I reject and revoke access to the platform at the same time?
Yes! You can do this by clicking the checkmark icon next to the contacts you'd like to reject access for > clicking the 3-dot action button, and clicking "Reject and Revoke Access".
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Where do Pending Contacts originate?
You can review the 'Source' column under Pending Contacts to see where contacts originated. To learn more about where Pending Contacts originate, please see this article!
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What does the contact pending queue approve?
The contact pending queue is used to approve contacts into the contact directory, not to grant them access to the site. This is a contact directory review, not a user access review. -
What access is assigned to a Contact when they first sign up?
The "Default Access" role is assigned to contacts when they first sign up. You can edit the default access user role by going to Site Management > Manage Users > Employers > Roles > Default Access.
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Will contacts be able to log in to the site immediately after signing up or do they have to be approved first?
The contacts will be able to log in to the site immediately after signing up without approval. The permissions contacts have upon sign-up may vary based on your "Default Access" permissions.
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Can you re-assign user roles in bulk when approving contacts?
Yes! You can do this by clicking the checkmark icon next to the contacts you'd like to reject access for > clicking the 3-dot action button, and clicking "Approve & Assign Roles".
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Why is there no approval process for employer contacts before they access the site?
The goal is to create a low barrier for employers to post events and jobs. Requiring approval could introduce delays and discourage employers from posting, which could result in additional work for the career services team if employers need assistance.