What we'll review:

Configuring Initial Request Emails

Configuring Reminder Emails

Setting Up User Notifications

Selecting the Processing Option

Manually Sending Reminders

Configure the Initial SwiftHire Request Email

Once you have configured the client's SwiftHire settings in the Admin Module (instructions here), then you or your client are ready to finish the setup in the HR module. Your client will be prompted to configure SwiftHire settings the first time they click the SwiftHire Mobile tab. Of note, these settings cannot be accessed from the admin module, but you can log in as the client (see Switching Between Admin and Client/Researcher View) if you wish to configure these settings on behalf of your client. The user-level SwiftHire settings can be accessed at any time by logging in as the client and going to the SwiftHire tab as shown below:

This section is where the invitation email verbiage and settings are configured. It includes the following fields:

Email Reply to: The email address of the person or organization making the request. When the applicant receives the invitation, it will show up in their email as being from the email address indicated. The applicant can reply to the invitation if desired, and the reply will go to this email address.
Subject: This is the subject line of the email invitation. For example, Background Screening Request.
Text: This is the actual content of the email. Default verbiage is included but can be easily customized to include any additional instructions and guidance for your applicants. The system will automatically add the SwiftHire link at the bottom of the email when sent.

Configure the Reminder Emails

A client can customize one main reminder email, along with any number of optional reminder emails, which can be set up to send automatically to applicants. The main reminder can also be sent manually from the SwiftHire dashboard simply by checking one or more applicants and choosing "Send reminder for the selected." The reminders are sent from the email address '[email protected]'. Each reminder has three fields:

Subject: The subject line of the reminder email. For example: “Reminder - Please Complete Background Screening Request.”
Text: This is the actual content of the reminder email. Default verbiage is included but can be easily customized to include any additional instructions and guidance for your applicants. The system will automatically add the SwiftHire link at the bottom of the email when sent, just like the initial Request Email.
How many days until the reminder is sent?: The system tracks how many days it has been since the original invitation was sent and can automatically send the reminder after the number of days indicated here have passed. For example: If the reminder is set to send after 2 days, the applicant receives the invitation on a Monday and has not completed it, they will automatically receive the reminder on Wednesday.. To add additional reminders, click “+ Add an automatic email” at the bottom of this screen. Multiple reminders can be used, each with a different number of days, to create escalating verbiage for applicants who have not submitted their information.

User Notifications

If desired, one or more users on the account can receive a notification email each time a SwiftHire link is completed by an applicant.

Processing Option:

When an applicant completes their SwiftHire invitation, there are three options for how the order will begin processing:

WITH Review: You can choose to review the information and make changes before initiating the order for processing. If you choose WITH a review, then the list of SwiftHire orders pending review can be accessed via the Home Page, either under the SwiftHire or Report Management tab.

WITHOUT Review: Orders will begin processing immediately once the applicant submits their information.

Applicant Pay via Credit Card: The applicant will be prompted to pay for their background check via credit card (if configured by your background check provider). The background check will be ordered, and the applicant will be sent an invoice as receipt for the order. Please see here for more information on Applicant Pay.

Once all sections are filled out, click UPDATE to save the settings. Now that all settings have been configured, click here to start sending SwiftHires!

*NOTE* Once each field has been updated and saved, the client will have access to send a SwiftHire request. Each section needs to be completed for SwiftHire invitations to be sent successfully.

Manually Send SwiftHire Reminders to Applicants

As described above, clients have the ability to send reminder emails to SwiftHire applicants. There are two main columns on the SwiftHire subject screen: one column has a checkbox to enable the subject to be reminded. With the desired subject selected, the HR user has the option to submit the action button below the table to "Send Reminder for Selected."
Once a reminder has been sent to an applicant, the envelope icon will appear in their row, which can be used to manually send the reminder again or change the email address.