SwiftHire Mobile lets you invite an applicant to complete their own background check information instead of entering it for them. You send an invitation, the applicant opens a secure link, enters their details, e-signs their consent, and submits — and depending on your settings, the order is placed automatically or held for your review.
Before you can send an invitation, your SwiftHire settings must be configured. If a required field like the invitation email hasn't been set up, you'll be routed to the settings page first with a SwiftHire Mobile settings required notice. See SwiftHire Mobile Settings in the HR Module to set those up.
Starting a request
There are two ways to open a new SwiftHire request:
New Order → SwiftHire Requests
Reports → SwiftHire Requests, then click Create New
Either route opens the SwiftHire Requests page. From its header you can also jump to Batch Upload, open Settings, or start a guided Take a tour.
Choose the request type
At the top of the form, pick how the applicant will receive the link. Applicant Request is the default and the recommended option for most orders:
Applicant Request (default) — enter the applicant's name and email, and they receive a personal email invitation to complete their info online.
Global Link — generate a single reusable link that any applicant can use, with no individual name or email required.
The fields below adjust to your choice — Global Link skips the applicant name and delivery fields.
Fill out the request
Applicant Information (Applicant Request only) — enter the applicant's Last Name and First Name. Both are required.
Package Selection — choose the Package to run once the applicant completes their portion. The list is grouped into your Company Packages and any Bundles available to your account.
Reference Code — if applicable to your account settings.
Delivery Method (Applicant Request only) — enter the applicant's Email Address (required); this is where the invitation goes. Check Also send an SMS text link to text them the link as well.
Certify FCRA compliance
Before sending, check the FCRA Compliance Certification box to confirm the check is compliant. This is the same certification you'd make on a standard order — you're attesting to proper disclosure, authorization, and permissible purpose:
I hereby acknowledge that, by utilizing the SwiftHire Mobile process, the consumer will be provided with an electronic written Disclosure and their electronic written Authorization will be obtained before an order for a consumer report will be placed, and I agree to the content of those two documents; furthermore, I hereby certify that the appropriate adverse action process will be followed, where applicable, that this consumer report is being obtained for employment purposes, and that the information from the consumer report will not be used in violation of any applicable Federal or State equal employment laws or regulations, all in accordance with the requirements of the federal Fair Credit Reporting Act, 15 U.S.C. §§ 1681 et seq.
Note that you certify FCRA compliance here, but the applicant provides their own electronic consent through the link — so there's no separate "consent on file" step for you to complete as there is on a standard order.
Send the invitation
Click Send Request to send the invitation (or Cancel to discard it). The applicant receives the Request Email from your SwiftHire settings, with the secure link added automatically. They then complete their three steps — Location Confirmation, Electronic Consent, and Background Check Request — and submit.
What happens after they submit
This depends on the process option in your SwiftHire settings:
With Review — the submission waits for you on the SwiftHire Requests page, where the count (for example, 1 / 4) shows how many are awaiting review. Open it, make any changes, and approve to place the order.
Without Review — the order is placed automatically the moment the applicant submits.
Applicant Pays — the applicant pays by credit card, the order is placed and invoiced, and a receipt is sent to them.
To change how submissions are handled, see SwiftHire Mobile Settings in the HR Module.
Ordering for a branch
If you order on behalf of a branch, choose New Order → Branch Order. Select the branch and user, then click Continue. On the Choose order type prompt, select SwiftHire Mobile Order to continue with the steps above. (If the selected branch user's SwiftHire settings aren't configured yet, you'll be taken to the settings page to set them up first.)
Ordering for multiple applicants (batch upload)
To send SwiftHire requests to many applicants at once, use batch upload. You can reach it three ways: New Order → SwiftHire Mobile Batch Upload, the Batch Upload button in the SwiftHire Requests page header, or — when ordering for a branch — by choosing SwiftHire Mobile Batch Upload on the Choose order type prompt.
On the SwiftHire Mobile Batch Upload page:
Package Selection — choose the Package that will be applied to every applicant in your file. All applicants in a single upload get the same package.
Upload CSV File — prepare a CSV file listing your applicants, then drag it onto the upload area or click to browse. Only .csv files are accepted. Your file needs these columns, in this order:
lastname (required)
firstname (required)
reference (optional) — an internal reference code
secondreference (optional)
thirdreference (optional)
email (required) — where the applicant's link is sent
phone (optional) — include a valid mobile number to also send the link by SMS text
The first row is the header row. Leave optional cells blank if you don't need them. A valid file looks like this:
lastname*,firstname*,reference,secondreference,thirdreference,email*,phone
Doe,John,ref2343,ref0002,ref0003,[email protected],555-555-5555
Smith,Jane,,,,[email protected],555-555-5555
You may also use the template file attached at the bottom of this article.
FCRA Compliance Certification — check the box to certify compliance, the same as on a single request.
When everything's set, click Upload & Process. Each applicant in your file receives an email — and a text message if you included a valid mobile phone number — with a link to submit their own information. To switch back to sending one request at a time, use Single Request in the page header.