Identity Tiers
A person acts in Aptli in one of three ways. Guest links and portal accounts use no licence seat.
Guest links
A guest link is a private web address that gives whoever holds it access to one matter, such as the work order assigned to them, and nothing else. No account or password is involved.
- Staff send it by email or text message when they assign work to someone outside the organization.
- The person opening it sees the work, its checklist, its status and its messages, and can reply with text and photos.
- It shows only what that person needs: no internal fields, costs or assignees, because a link can be forwarded.
- Staff can replace or revoke it at any time. A revoked link says so when opened.
Admin › People › Guest links lists every live link and revokes any of them.
Portal accounts
Where your organization runs public service portals, a resident can create a portal account with an email address and a code sent to it. A portal account keeps the person's own requests together across visits and carries a verified email address. A signature captured on a portal form names who signed. A portal account signs in to the portal only.
Staff accounts
Employees and anyone working inside the application sign in as staff, with a password or through your organization's single sign-on, and each staff account uses a licence seat. Their roles and admin rights decide what they can see and do. See Roles.
Choosing one
| Situation | Tier |
|---|---|
| A contractor completes one assigned work order | Guest link |
| A resident follows the request they sent | Guest link, sent with the confirmation |
| A resident sends requests often and wants their history | Portal account |
| Someone signs a form | Portal account |
| An employee, dispatcher or reviewer | Staff account |