07 February 2025

What are applicants?

Applicants log in the agent portal, typically using Azure AD B2C for authentication, and use the applicant portal to view their applications, including key information such as the applicant's immigration.

Authentication

The authentication and authorisation methods are follows:

  • Standard tenant authentication method, such as Microsoft Entra ID.

  • Azure AD B2C.

Tribal recommends Azure AD B2C as this enables features such as account registration emails, social media logins and reset password flows. Azure AD B2C also includes the ability to pre-configure applicants who have already signed-up for an Azure B2C account. For example, by submitting their application form through your CRM system. For more information, go to How to set up applicant portal registration.

If you choose not to adopt Azure AD B2C, you will need to ensure you put alternative solutions in place to allow applicants to receive login credentials and be invited to login to the applicant portal.

Applicant accounts

Applicants are sent an email to register or log in to the applicant portal when the following conditions are met:

  • Applications have a completion status of Received.

  • Applicants have a preferred email address defined in the Residence and communication tab on the person profile.

  • Applicants have a merge status of No duplicate or Merged. If the duplicate match feature is not enabled, all applicants have a merge status of No duplicate.

Applicant portal registration enables applicants to register and log in to the applicant portal using their preferred email account, such as Gmail or Outlook. Applicant portal registration uses Azure Active Directory B2C (business to customer), which is a separate service from Azure Active Directory. For more information on Azure Active Directory B2C, go to Azure Active Directory B2C.

However, if required, you can resend the invitation to applicants on Person profile Manage account for the applicant.

Applicant permissions

Applicants are assigned to the authorisation group ApplicantPortalUser by default, which is assigned to the role Applicant Portal User. However, if required, you can create custom roles with a custom set of permissions. The Manage account section of the applicant's person profile enables you to define the Role group of the applicant.

The role Applicant Portal User has the permission Applicant Portal Access to allow applicants to access the applicant portal. The role also has the following permissions enabled:

  • Applicant – Edit communication language to set their communication language.

  • Applicant – Edit contact details to edit their contact details.

  • Applicant – Edit emergency contact to edit their emergency contact details.

  • Applicant – Edit personal details to edit their personal details.

  • Application – Edit agency to edit the application's agency.

  • Application – Request deferral to request to defer their application, if enabled.

  • Application – Request withdrawal to withdraw applications.

  • Application – Respond to offers to respond to offers.

  • Application – Submit referee details to submit referee details.

  • Documents – Edit to upload documents.