Client User Guide Candidate Verifier

Transcription

1 Client User Guide Candidate Verifier

2 Table of Contents Logging into Candidate Verifier... 4 Customer Home Page... 5 Creating and managing Cases... 5 Create Case... 5 Entering Applicant Information... 5 Products... 5 Additional Information... 7 Product Details... 7 Create New Employment Case... 8 Filling in the Application Form... 8 Supporting Documents... 8 Letter of Agreement... 9 Acceptable document types... 9 Do not contact the Applicant?... 9 Application Form Address History Directorships (when requested) Honesty Questions - Additional Information DVLA Check Cannot contact current employer Employment Reference Education Reference Professional/Technical Membership Reference Personal Reference Benefits Reference Navigation Tool Consent and Submitting the application form Mandatory Information All cases Current address (when asked) Previous address(es) (when provided) Financial Checks Basic Criminal Records Checks Standard and Enhanced Criminal Records Check Drivers Licence Check Employment Reference Provider Details

3 Agency Employed Reference Provider Details Self Employment Benefits Check Secondary Education Professional / Technical Check Other (Activity and Dates) Other (Activity, Dates and personal reference) Personal Reference Managing Cases Application Brief Summary Check Progress Detailed View of an Application Application form data Reports Interim Report Updated Interim and Final Report Adding and managing users Users Tab Adding a new user User Permissions Branch Permissions Related User Permissions Log In Details Management Edit my details Change Password Logout

4 Logging into Candidate Verifier To log into Candidate Verifier, please use the following link: Please save to your favourites on your internet browser for easier access. To log in, enter your address and password. An additional security check is also required to access your account. You will be asked for letters from your chosen memorable word. If any of these details have been forgotten, click the link below each option for a reminder for a password or a memorable word reminder. Enter your address and click Request. This will send a link to your address in order for you to change your password or memorable word. 4

5 Customer Home Page From the Customer Home Page a variety of functions can be accessed. Most notably, you will be able to view cases in progress, and create new cases. Creating and managing Cases From the Customer Home Page and clicking on the Cases tab you can either manage your existing cases or create a new case. Create Case To start a new application click Create Case, found under the Cases tab, Entering Applicant Information Enter the name of the applicant. Use the dropdown menu to select the correct title. Products A full list of the products we have available can be found on our website at: Below the Applicant Information section, you will be asked to select which products you require. 5

6 To select a product, click the plus symbol located next to a specific check. You will notice this will move to the left hand side. This means it will be included. If you want to remove any checks, click the minus symbol. Another way of selecting a product is by dragging the specific check across to the left hand box. When you are sure you have selected all the products you require for the particular check, click Next to move onto the next stage. If you require the same checks consistently then customer support will be able to set this as a standard for you. Please contact customer support if you require this. 6

7 Additional Information Within the additional information section you can provide the details below. These are for your information and will be displayed on the report. Please note: the text entered into the Reference 1 field will appear as part of the detail about this case, on your new, itemised, monthly invoice. Product Details If you have selected any products that require a reference, state how many references are needed for each. Click Next to move onto the next stage. 7

8 Create New Employment Case Filling in the Application Form You will need to select who will be filling out the application form, the applicant or yourself. If the applicant is required to fill out the application, you will need to provide an address to send the application link. Supporting Documents If you have requested a Criminal Record Check, unless it has been previously agreed contractually, documents will need to be provided to confirm the applicant s proof of identity and current residency. Please Note: If your customer set up is set for you to provide documents then you will be asked to provide these on the Create New Employment Case screen. If your customer set up is set for the applicant to provide documents then the documents will be asked for within the application form on the link sent to the candidate. Click on the button next to each document section for a list of accepted documents. If you already have the documents, you can upload them into the system using the Choose File button. If you cannot provide the documents straight away, then please select the method in which we will receive them. The document reference number that will be provided must be stated in the space marked Please Enter the Document reference number unless you have stated the applicant to provide. Further information regarding the document reference that needs to be provided is available by clicking the icon. 8

9 Letter of Agreement Follow the same process if a Letter of Agreement is required. The letter of agreement will be requested when an education/employment history or occupational history check has been selected. There is also the option of Not Supplied ; if this radio button is selected Experian will not chase yourself or the applicant for this document unless a referee requests it. Acceptable document types The system will accept the following document types: TIF PNG JPEG GIF Bitmap Word documents PDF Do not contact the Applicant? Unless you have requested that Experian do not contact the applicant during the referencing process the Experian Can Contact The Applicant tick box will be shown. If for specific applications you don t want Experian to contact the applicant please untick the box, as displayed below. Click Create to complete this stage 9

10 Application Form The first part of the application is the About You section. This will ask for some basic details about the applicant. Any mandatory fields that are missing will be highlighted in red. completed to move onto the next stage. These fields must be Address History If you have requested a Criminal Record Check you will be required to provide the applicant s address history for the last five years. For all other data checks this will depend on the check chosen. 10

11 Within the address history section, as shown above, enter the From and To dates of residence and enter the postcode of the address. Click Confirm Address. The above address pop box will appear, select the address which relates to the applicant. Click Confirm Address if this is correct. If the address is not listed on the lookup, then select Declare Unknown Address and fill in the address fields manually. 11

12 Directorships (when requested) If a Directorship Check has been requested a tick box will appear for you to confirm if the applicant has a current or previous directorship. If the box is ticked then a text box will appear for you to provide the company names the applicant has been a director of (this is not mandatory and the directorship search will still take place if this information has not been provided). However our ability to target the applicant will be enhanced if any company they have been linked to is provided. Honesty Questions - Additional Information If you have applied for an Adverse Financial Check or Criminal Record Check additional questions will appear in the additional information section. Please tick the boxes if the applicant has declared any of this information to you. DVLA Check If you require a DVLA check to be undertaken, the fields will appear for you to provide the Driving Licence Number and Expiry Date. These are not mandatory fields. 12

13 Cannot contact current employer There is the option on the application form to delay contacting one of more employers. Employment Reference If you have requested an Employment Reference Check, you are required to provide details of the applicant s previous employment. Select the correct employment status from the dropdown list. Click Add, and the employment reference details will appear for you to complete. If you have selected the incorrect employment status you can click on the Remove button on the right as shown below. If you are unsure of any contact details for the applicant s previous employment, you can use the Google Search or Yell Search links as shown below. Clicking on either of these links will open in a new window displaying potential matches on the Organisation Name. Fill in the employment details provided by the applicant. Any mandatory fields that are missing will be highlighted in red when the application is submitted. These fields must be completed to submit the application. 13

14 Education Reference If you have requested an Education Reference Check, you will be required to provide details of the applicant s previous education. From the dropdown box select the level of education you wish to be checked. Click Add, the education reference details will appear for you to complete. Please note if you have selected the incorrect level of education you can click on the Remove button on the right as shown below. If you are unsure of any contact details for the applicant s education reference, you can use the Google Search or Yell Search links as shown below. Clicking on either of these links will open in a new window displaying potential matches on the establishment Name. Fill in the education details provided by the applicant. Any mandatory fields that are missing will be highlighted in red when the application is submitted. These fields must be completed to submit the application. Self-Employed Reference If you have requested a Self-Employed Reference Check, you are required to provide details of the applicant s self-employment details. Select the correct employment status from the dropdown list. 14

15 Click Add, and the self-employment reference details will appear for you to complete. If you have selected the incorrect employment status you can click on the Remove button on the right as shown below. Fill in the self-employment details provided by the applicant. The self-employment check requests for an accountant to be provided. If the applicant doesn t have an accountant then you have ability to upload a tax return as shown below: Any mandatory fields that are missing will be highlighted in red when the application is submitted. These fields must be completed to submit the application. Professional/Technical Membership Reference If you have requested a Professional/Technical Membership Reference, you are required to provide the membership details. 15

16 Click Add and the reference details will appear for you to complete. Fill in the Professional/Technical Membership details provided by the applicant. Any mandatory fields that are missing will be highlighted in red when the application is submitted. These fields must be completed before the application can be submitted. Personal Reference If you have requested a Personal Reference, you are required to provide details of this. Click Add and the reference details will appear for you to complete. Fill in the personal reference details provided by the applicant. Any mandatory fields that are missing will be highlighted in red when the application is submitted. These fields must be completed to submit the application. 16

17 Benefits Reference If you have requested a Benefits Reference, you will be provided with instructions as to how the applicant can obtain a letter of entitlement and you are also required to provide the benefit details. Select the Benefits Reference from the drop down below: Click Add and the instructions and reference details will appear for you to complete. If the applicant has already obtained a letter of entitlement you have the option to upload this document. If you need to provide the instructions to the applicant these are available as a downloadable document: 17

18 Navigation Tool If you need to go back to any part of the application you can either scroll to the relevant section. Alternatively on the left hand side of the application form there is a navigation tool called Sections. You can click on any of these to go back to the section you need Within this will be listed the check types you have requested, a link to our Frequently Asked Questions and documents that you may have uploaded. Consent and Submitting the application form Within the Consent section you will find a link to our Privacy Policy. Before the application can be submitted you must agree to the privacy policy by ticking the box within the consent section. In order to complete the application, you must click Submit Application Form. If you need to come back to the application later, you can click Save for Later So you do not lose any of the details you have entered. Once the application has been submitted you will be taken to a confirmation screen. A reference number will be displayed and you may be asked to provide this if you contact Experian regarding this applicant. 18

19 Mandatory Information Please find details below of what mandatory information that will need to be provided depending on the check item ordered: All cases -Title -First Name -Last Name -Date of Birth -Have you been known by another name -Daytime phone number -Consent tick box Current address (when asked) -From and To dates -Postcode -House number or House name -Street -Town -Country -Postcode is mandatory unless a foreign address Previous address(es) (when provided) -From and To dates -Postcode -House number or House name -Street -Town -Country -Postcode is mandatory unless a foreign address Financial Checks 3 years of address history From and To dates Basic Criminal Records Checks 5 years of address history From and To dates Mother s maiden surname Town/City of birth Nationality Document reference number Standard and Enhanced Criminal Records Check 5 years address history -Town of birth -Country of birth -Nationality Document reference number 19

20 Drivers Licence Check -House name or number -Street -Town -Postcode Employment Dates of employment Organisation Name Town of company Job title Reason for leaving Can we contact current employer? (If applicable) Reference Provider Details -Contact Name -Phone number Agency Employed Agency Name Dates of Employment Town Reason for leaving Can we contact current employer? (If applicable) Reference Provider Details- -Phone number Self Employment Dates of self employment Your business name/trading Name Occupation Accountant s Details- Contact Name Job Title Town Phone Benefits Check Dates claiming benefits Benefit Type Secondary Education Dates of education 20

21 Name of School Town Phone Number Higher Education Dates of education Name of College or University Town Phone Number Country Course Title Professional / Technical Check Name of Professional Institution Date of membership obtained Type of Qualification Other (Activity and Dates) Type of activity Activity dates Other (Activity, Dates and personal reference) Type of activity Activity dates Contact Name Phone Number For how many years have you known the referee In what capacity do you know the referee Personal Reference Contact Name Phone Number For how many years have you known the referee What is the referee s relationship with you? FCA National insurance number 21

22 Managing Cases To view any cases in progress or finished, click Manage Cases on the Cases tab from the Customer Home Page. Cases that have been initiated will be displayed on this screen. You can search for specific applicants by using the search function provided at the top of each column as shown below: On the left hand side of the screen under Support you can search our frequently asked questions for a list of definitions of the application statuses. There are two ways of viewing your case details. You can either get a brief summary of each application or a full detailed view of an application. Application Brief Summary By clicking on the plus symbol located next to the applicant s name you will see a brief summary of the status of each check item within the application: 22

23 Check Progress Clicking on a specific check item listed will provide you with an update of the progress of this particular check. Employment reference example shown below: At the bottom of each check item details page you will be provided you with a more detailed update within the history index. This includes all actions that have taken place within this check item. 23

24 Detailed View of an Application To view a more detailed view of an application click Manage Cases on the Cases tab from the Customer Home Page. The below screen will be shown: From the employment cases screen shown above if you click on an applicant s name this will take you to the case summary screen. Here you can view customer information, application information and a list of check types ordered. Within the Check Items section you can click on each check to be provided with a more detailed overview of that check item. This will take you to the work item page where if Experian have confirmed the relevant details will be shown and also all actions on that check item will be provided in the history index. 24

25 From the check item page you will also be able to view the application form data and also the report. 25

26 Application form data To view the original information provided about the applicant this is accessible from the Application Form Data link on the left hand of the case summary screen. The below screen will be shown: Within this page if on the application form it didn t request the information about the applicant this will display as, Unknown. 26

27 Reports Interim Report If you have ordered a financial check then once the applicant details have been returned from the bureau a password protected interim report will be sent to the address/fax number provided to Experian. Updated Interim and Final Report To view either an updated interim report or a completed final report select, View Application Report from the case summary screen and a PDF will be generated with all the details that have been confirmed will be shown: 27

28 Adding and managing users Users Tab If a user is set up as an administrator then they will also be able to access the users tab where they can create and manage users. Adding a new user When creating a new user please provide the details of the name, address, telephone number and the home branch that the user is to be linked to. When a new user is created the user will receive a link in their inbox where they will need to create their account details including a password, memorable word and answers to their security questions. When these details aren t set up on the User Details screen the user will not have a tick box next to Enabled on their account details section and they will not be able to access the system. User Permissions If you have additional branches or additional users that you would like to link the user to, this can be managed from the User Permissions tab. 28

29 Branch Permissions If you would like to link a user to branches to create, see and edit cases then press the plus symbol and this will bring up the Add Record screen: If you would like the user to view all cases for their own branch then please select their own branch from the drop down. Please select the relevant tick box depending on what the user is allowed to do and then click the Submit button. If you would like the user to view all cases for different branches then please select a different branch from the Branch list. If you want to edit a branch then click on the pencil icon and if you branch then click on the icon. want to delete a 29

30 Related User Permissions If you would like the user to only be linked to specific users then please use the Related User Permissions section as shown below: If you click on the Add button it will display the Add Record screen as shown below: Once you ve selected the required Related User then click on the Submit button. If you want to edit user permission details then please click on the pencil icon and if you want to delete a branch then click on the icon. Log In Details Management Edit my details To edit any of your user details click on your user name, this can be found in the top right hand corner of the Customer Home Page as shown below: You are able to update your name and address, along with your memorable word and security questions. If any changes are made, click Save and this will update immediately. 30

31 Change Password To change your password, select Change Password from the dropdown under your user name Fill in the required fields (old & new password) shown below and click Change Password to update this. Logout To logout of the system select Logout from the Home tab in menu bar. You can also logout from selecting Logout from the, Edit my details section in the top right hand corner. 31