The Create a user in HaloPSA action attempts to find an existing user in HaloPSA by using the email address provided by the client. If one is found, this user is associated with the scheduling request; if not, TimeZest will create a new user in HaloPSA, and associate that with the scheduling request.

This action is available when your TimeZest account is connected to HaloPSA.

The New User Handling determines the exact logic that TimeZest uses when creating a user, if a matching user cannot be found in HaloPSA:

If the Create a new user (and customer and site if required) mode is selected, TimeZest will create an entirely new user and customer record in HaloPSA, using the data entered by the client when they schedule. This new user will be associated with the scheduling request. TimeZest will use the default "Main" site that HaloPSA creates for each company.

If the Create a new user in a catch-all customer and site mode is selected, TimeZest will create a new user record, but will associate it with the selected customer, as specified in the Customer field as well as associating it with the selected site, as specified in the Site field. If this option is used, TimeZest will not ask the client for the customer name when scheduling - just their name and email address.

If the Reject if no existing user with the given email address is found in HaloPSA mode is selected, TimeZest will prevent the client from scheduling, and display an error message to them indicating this.

If the Reject if no existing user with a matching email domain is found in HaloPSA mode is selected, TimeZest will search for any other user in HaloPSA which has the same email domain (e.g. the part of the email address after the '@') as the email address entered by the client. If one is found, TimeZest will create a new user record, and associate it with the same customer as the found user. If a matching email is not found, TimeZest will prevent the client from scheduling and display an error message to them indicating this. The use case for this mode is creating shareable URL links which can only be used by employees of existing customer accounts, even if they haven't interacted with you before.
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This last option will also automatically reject any email addresses where a free email domain (e.g. GMail, Hotmail etc) is used.

TimeZest will skip executing this action where all users who are being scheduled have a calendar other than HaloPSA set as their writeable calendar. This is to avoid the situation where an orphan user is created in HaloPSA for appointments which otherwise only need to exist in Office 365.

TimeZest will skip executing this action where there is already a user associated with the scheduling request - for example, when a scheduling request is requested from the pod, and TimeZest already knows the user from the ticket there.

TimeZest will also skip executing this action if there is no longer a HaloPSA integration connected to your account.