Security PIN Setup & Verification Workflow

not live 📘 overview to strengthen account security and protect client data, all clients under cornerstone, peopaygo, compeo, and coguardhr are now required to set up a 6 digit security pin during the enrollment process existing clients would need to be onboarded individually, which would require a separate project for now, the security pin workflow will only apply to new clients internal users can now send the client a security pin setup link verify an existing pin reset the client’s pin send a 2 step verification code (email + sms) for identity confirmation (alternative) these actions can be performed from the lead card , or the enrollment dashboard → currently enrolling tab 📍 where to access the security pin tools option 1 — lead card a new security pin button now appears next to sync employees send to beia indicator colors 🔴 red — client is not verified 🟢 green — client is verified clicking the button opens the security verification modal option 2 — enrollment dashboard inside currently enrolling , under the options (⋮) menu , select “send security pin setup link” a confirmation step appears, then the security verification modal displays with the same tools available on the lead card 🧰 security verification modal – features the modal contains verify pin (disabled until a pin is created) create pin send 2 step verification code reset pin (replaces create pin once the client has set up their pin) 🔧 how to send the client their pin setup link 1\ click “create pin” a pop up appears displaying all contact roles listed for the client important the pin must always be created with the owner/authorized representative to ensure proper control of the account 2\ select the correct contact after selecting the authorized contact an email and sms is sent to the client with the secure setup link 3\ client experience the client is taken to a secure page where they must enter their 6 digit pin re enter it to confirm see a “setup complete” confirmation screen once complete, the verify pin option becomes available for internal users ✔️ how to verify the client’s pin click security pin button → select verify pin the system prompts the user to enter the client’s 6 digit pin ask the client for the number and type it into the modal verification results ✅ correct “pin verified” ❌ incorrect system alerts the mismatch 🔁 what to do if the pin does not match if verification fails ask the client to repeat the number once more if still incorrect, provide two options option a — reset pin send a new pin reset link so the client can set a new 6 digit code option b — send a random 6 digit verification code if the client prefers not to reset their pin send a new 2 step verification code the client receives a code via sms + email they verbally confirm the code back to the user for identity verification 🔄 pin reset workflow choosing reset pin follows the exact same flow as create pin select authorized contact client receives pin setup email client creates new pin verify pin becomes available again 📲 sending a 2 step verification code when selecting send 2 step verification code system asks which contact should receive the code a 6 digit code is sent to sms email client provides the code verbally user enters it into the modal for verification this option is ideal when there are issues verifying an existing pin the client cannot reset their pin at that moment 🕒 verification timer behavior once a pin is successfully verified the security pin button stays green for 1 hour after 1 hour, the button reverts to red the modal will continue to show the verification status inside enrollment dashboard → currently enrolling from the options menu (⋮), select send security pin setup link after confirming, the security verification modal opens with the same set of actions as the lead card 📌 summary of key behaviors feature applies only to cornerstone, peopaygo, compeo, coguardhr pin setup is mandatory during enrollment tools available in both lead card and enrollment dashboard verification must be completed before proceeding with sensitive workflows pin expires visually after 1 hour, but remains valid unless reset ✉️ email & sms templates 1️⃣ security pin setup email (first time setup) 2️⃣ security pin reset email 3️⃣ 2 step verification code email 4️⃣ 2 step verification code sms pending screenshot 📚 quick reference need help with terminology? check our januscrm glossary & acronym index for definitions of all terms used in this documentation