ImmiPractice authenticates staff and clients with a 6-digit one-time code sent to their email. After sign-in, every request is checked against the person’s role, branch and assignments through one central permission function. Clients must verify their email before submitting a form or opening the portal, signing links expire automatically, and deactivated staff lose access on their next request.
- Staff and clients authenticate with a 6-digit one-time code sent by email.
- Every request and file download is authorized through one central permission check.
- Role, branch and assignment together decide what each person sees.
- SSO, authenticator-app factors and IP allow-lists are not offered today.
Authentication vs authorization
Two questions decide whether someone sees a client file:
- Authentication: are you who you say you are?
- Authorization: now that we know who you are, what are you allowed to see?
ImmiPractice answers the first with one-time email codes and the second with roles, branches and assignments. Both matter: a correctly signed-in receptionist still cannot open an enrolled case.
How staff sign in
- Enter work email. On the sign-in page at app.immipractice.com, the team member enters the email address they were invited with.
- Receive a code. A 6-digit one-time code is sent to that address.
- Enter the code. They are signed in to the business and branch they belong to.
No password is set at invitation and none is stored. When the Business Admin or a Branch Manager adds a team member, they choose a role and branch; there are no credentials to hand over. See sign in with an email code.
How clients authenticate
Clients never get a staff account. They reach your Form Menu link or QR code and verify their email with a 6-digit code before anything is submitted. One verification lasts about an hour, so a client can complete forms for several services in one sitting. The same code-gated approach protects the client portal, where they upload checklist documents, answer questionnaires and book appointments.
Client records are matched by verified email, so a returning client updates their existing profile rather than creating a duplicate. That also means the client's email address is the identity: ask clients to use an address only they control.
Signing links for retainer agreements expire automatically, and each agreement event is recorded on its audit trail.
What happens after sign-in
Every request is checked through one central permission function, so the same rule applies on every page and every file download. The check considers:
| Factor | Example |
|---|---|
| Role | Receptionists never see enrolled cases. |
| Branch | A Branch Manager sees only their branch; the Business Admin sees all. |
| Assignment | Filing Team members see only cases assigned to them. |
| Permission grid | Business Admin can tick permissions on or off per role; nobody else can change them. |
Files are served only through handlers that run this check, so a document link is not enough on its own.
Ending access
When a team member is deactivated, their access ends on their next request. They have no password to keep using. For a complete offboarding, also disable their work mailbox so no new codes reach them; see the account security checklist.
What is not offered today
ImmiPractice does not currently offer SSO, an authenticator-app second factor, or IP allow-lists. Because the email code is the only factor, protecting work email with MFA at your provider is how firms add a second layer. If these controls are requirements in your procurement process, tell us at sales@immipractice.com; details of future access controls will be published as the SOC 2 programme progresses.
Practical tips
- Invite staff with firm-domain email addresses, not personal ones.
- Keep the Business Admin role to the fewest people possible.
- If a code does not arrive, check spam and filtering first: login code not received.