What we'll review:
Accessing the Applicant Portal
Dashboard
Adverse, Pre-Adverse and 613c Letters
Viewing Reports
Uploading documents
Using the Dispute button
HR departments can extend the background screening process to mobile devices through Swifthire Mobile and it’s Applicant Portal, providing job applicants with complete visibility and a faster, more simplified experience that aligns with the proliferation of modern, mobile-centric applications.
Swifthire Mobile also eliminates the manual, time-consuming information-input-process for CRA’s and HR departments, and extends the enterprise-grade functionality of the deverus Verocity platform to streamline all workflow, reporting and management of increasingly important applicant background checks.
Accessing the Applicant Portal
To access the Applicant Portal, there must be an existing report in the admin system for an applicant. After a Swifthire Mobile applicant has submitted their information, they can use Applicant Portal to keep track of the status of their background check, as well as have a central location for their documents and disclosures. They can also see what information (if any) was returned on the background check, and gather all the information they need to dispute any incorrect or incomplete information.
If an applicant loses their applicant portal login email, a Global Applicant Portal link is available. This can be sent to the applicant and will allow them to login to the portal. Open a ticket with User Success for this link.
Logging into the Portal
SwiftHire Mobile allows for both the invitation and authorization code to be delivered to the candidate via email and SMS text. If an applicant's invitation has been sent through text (phone number on file) OR an applicant has entered a phone number in the application process, then deverus sends an SMS text along with the applicant portal email once the SHM application is completed and order is placed.
The applicant can choose to receive the authorization code via text message or email to gain access to the Applicant Portal. Applicants will now also receive an opt-out message with their first text. Any applicant can text STOP, to stop receiving text message notifications.
After the initial Swifthire background check has been submitted, (see Ordering With Swifthire Mobile) an additional email is sent to the applicant with a link to utilize the portal. The subject of this email is "Background Check Forms and Reports"
Applicants can use the link provided to access the login page. The applicant does not need to create an account - each time the applicant logs in to the portal, they will use their e-mail address, DoB, First name and Last name to log in.
For enhanced security, the applicant will receive an email with a confirmation code to gain access to their portal. The applicant can choose to receive their one-time verification code via email or text.
Please note that confirmation codes are valid for 30 minutes. After 30 minutes, a new code will need to be generated. If multiple codes are requested by the applicant, then only the most recent code will be valid for the applicant portal login.
*NOTE* If an applicant is encountering any issues logging into the Applicant Portal, please check out our troubleshooting information here!
Applicant Portal Dashboard
Once the applicant is logged into the portal they will see this dashboard view. The components viewable to the applicant from the dashboard are:
Record ID - This is the unique numeric identifier given to you your background check request.
Employer - The company or individual requesting the background check.
Order Date - Date initial request was ordered. This can vary from the day the applicant completes the form as a company can choose to review data before places the order.
Status - Either Pending/Complete. This indicates the status of the Background Check Report.
Completed Date - The date the background check finished processing.
Action - When the report is complete, this will say View Report and the applicant is able to view their completed report. When the report is pending, they can click Additional Info for CRA contact information (pulled from the System Profile).
Pre-Adverse, Adverse and 613a Letters
When the report is completed, the applicant can click on “View Report” to see their final report and the results of all the searches completed.
If the background check lead to a flagged report and the a pre-adverse, adverse, or 613A letter has been added, then that letter is shown to the applicant before they can view results. The applicant must scroll down to the bottom of the letter and click “I Understand” to continue to their report.
Pre-Adverse and Adverse
These letters can be added be either an HR client or the Background Screening Company as an additional search. See Pre-Adverse and Adverse Letters for more information.
613a
These letters are setup to automatically attach to certain criminal reports with adverse action. Please click on 613a Letters for more information.
Viewing the Report
When a background check is complete, the Dashboard will display a message with a link to the results reports. If it is the applicants to see the report a blue notification bar will appear to notify them that the status is complete and ready for viewing.
View- See details of the report.
Dismiss- Will remove the notification and the applicant can use the “View Report” link to see details.
Report Details
The applicant’s background check will contain all Background Check components. The name of the searches in the report will be displayed on the left side. The applicant can click on the search name in the left pane to display the report in the right pane. Any information reported will have the details displayed.
Documents Tab
Under the Documents tab of the applicant portal, applicants are able to view the consent documents from their Swifthire session and upload documents to their report.
Disclosures and Agreements
Here the applicant is able to view the consent documents from their Swifthire Request.
Upload Documents
This is where the applicant can upload a document to be attached to their report. The applicant can click the upload file button to select a file from their device to upload into the Applicant Portal. Supported document formats are: bmp, csv, doc, docx, gif, jpeg, jpg, pdf, pdfx, png, rtf, txt, tif, tiff.
Once the document has been uploaded by the applicant, then the document is viewable to the applicant in the applicant portal under the heading "Available Documents" The document uploaded by the applicant will be attached to the report in the admin view.
The admin then has the ability to edit the document to be viewable to the client if they choose.
For another applicant upload document product, See here for information on the Search Type Assigned Document Applicant Upload SwiftDocs feature
Dispute Button
If the information on a specific search is flagged or shows adverse action, a “Dispute This” button will appear on the page. If the applicant finds that there is an error in the information provided or the report is not associated with them, they may want to reach out to the background check company to file a dispute of the results.
They can simply click on the “Dispute This” button which gives the applicant the customer service contact information for the background check company.
Additional Sources:
See Applicant Portal User Guide PDF attached.
Related Articles:
Click here for Swifthire Mobile Overview
Click here for Enabling SwiftHire Mobile in Admin
Click here for Enabling Settings for Swifthire in the client Module
Click here for Sending SwiftHire Invitations
Click here to Set up Client Branding
Click here for SwiftHire and Integrations Invoicing
Click here for Frequently Asked Questions.