We now provide an integration with Yoti for Right to Work checks.
This makes it easier to start and manage Right to Work Identity checks without needing to leave your Jobtrain platform.
Yoti is a Government Certified Digital Identity company that enables users to verify their identity to organisations. This makes it safer for people to prove who they are by providing the correct documents for Right to Work Checks.
What’s included in this guide:
Here's an overview video of how it works:
The process for Right to Work Checks using the integration
Setup
Step 1: Security Roles
To give users access to start Identity Checks, go to Settings > Security Roles > Select the security role.
On the Jobs and Talent Pools tab, toggle on Identity Check.
Users can also Approve / Decline identity checks (this is a useful ‘imposter check’ to confirm that the identity of the person who completed the Right to Work check is the same at the person that you have interviewed and offered a job to).
To allow users to Approve / Decline the Identity Check, toggle on Identity Check Approval.
Step 2: System Customisation: Application Statuses
The candidate’s application status will automatically update based on progress of the Right to Work check.
To choose your statuses, go to Settings > System Customisation > Customise. Scroll down to Application Statuses.
Here, you will find the following:
Check Requested is the status that the candidate's application will be updated to once you have started the process for the identity check.
Check Completed is the status that the candidate's application will update to automatically once the candidate has completed their identity check.
Check Approved is the status that the candidate’s application will be updated to once the approver has approved the identity check.
Step 3: System Customisation: Emails
There are two emails that are automatically generated as part of the Identity Check process.
Candidate Request Check Email is the email that will be sent to the candidate once you have requested the identity check.
Check Complete-Notification to Approve is the email that will be sent to the users that are selected as the ‘Notification to Verify’ user once the candidate has completed their identity check.
These emails can be configured in Settings > Communication (for further guidance on adding new emails, see our Communications User Guide.
A new {RequestCheckURL} merge field has been created to automatically populate the unique link to the Right to Work check.
You can embed the URL Hyperlink behind other text by using the link icon:
Finally, in Settings > System Customisation > Emails > Identity Check Emails you can choose which emails are triggered for:
- The Candidate Request to complete the identity check &
- The Notification to Approve that informs the allocated approvers that the check has been returned.
How do I start a Right to Work Check?
To start a check for a candidate within Jobtrain, you will need to go to the list of candidates against a job and follow the below steps:
- Select the candidate that you would like to invite to complete a right-to-work check.
- Click ‘Employment Checks’ in the left-hand menu. This will present you with options in a drop-down.
- Select ‘Start Identity Check.’
4. You are then presented with the following screen:
- Select which system user(s) you would like to be notified once the candidate has completed their identity check, who will then need to verify the candidate's identity.
Once you have followed the above steps, you will need to click ‘Invite’ which will start the process.
You will receive a pop-up message of the following once the invitation has been sent to the candidate:
How do I track the process of the Identity Check?
Once you have started the identity check process, the ‘Identity Check’ section will automatically open on the right-hand side of the candidate's application.
This is where you will be able to keep up with the progress of the candidate's identity check.
- Check: Digital RTW Check
- Scheme: The type of check
- Session ID: Unique Session ID for the check
- Requested On: Date the check was requested
- Requested By: Name of user who requested the check
- Status: The status of the check
- Completed On: Will display the date the check was completed on
- Approved On: The date the user approves the check in Jobtrain
- Approved By: The name of the user who has approved the check
Did you know? If any issues arise with the check, such as an aborted check or missing mandatory documentation, a new field will be generated below the Status with additional information.
Restart Identity Check
If required, there is an option available to restart the identity verification process, which can be particularly useful in cases where the checks have been aborted.
Please note: When restarting an identity check, any previous data on the identity check progress page will be deleted, including the report.
However, the history of previously requested checks can still be accessed in the candidate record under the "History" section of the Identity Check page.
When users proceed, they will be redirected to start a new identity check. Candidate details will be resent to Yoti, and a new Session ID will be generated.
The invitation email to the candidate will be logged in the candidate record under sent emails.
The Identity Check Progress page will update with the new session details, and the history will reflect that the process has been restarted.
How will the verifiers approve/reject the identity check?
The user(s) that have been selected to approve/reject the identity check when starting the identity check for the candidate, will receive the email that has been set up within system customisation, asking them to Approve/Reject the check.
You can see the email that has been sent by going to the ‘History’ tab within the ‘Identity Check’ section.
For the user(s) to Approve/Reject the identity check they will need to log into Jobtrain, go to the candidate's application > ‘Identity Check Progress’
You will see that the status of the check has been updated to ‘Check Complete – Awaiting Approval.’
From here, the verifier will be able to download the identity check report and click the ‘Approve’ or ‘Reject’ button which will approve/decline the identity check.
The status of the candidate's application will then update to the status that was selected within System Customisation > ‘Check Approved.’
Once the identity check has been completed, the ‘Identity Check’ section will automatically close. However, this information is still available.
To access this once a check has been completed, you will need to go to the candidate's application > Click ‘More’ > You will see the option of ‘Identity Check Progress.’
FAQs
Is there a charge for Right to Work checks?
Yes, there is a cost for each Right to Work check. Please speak with your Jobtrain CIC to find out more.
Am I limited to a certain number of checks?
No, you can do as many checks as you need.
What does the candidate experience look like when completing a check?
You can see the candidate experience by watching the video below:
https://www.youtube.com/watch?v=5FBr2H_p9aQ
Can I assign a candidate to another job?
Right to Work checks via the integration can only be completed once. If you attempt to start another Identity Check, a warning message that a check has already been issued will appear.
If a Right to Work check has been fully completed and you assign a candidate to another job, the returned check will not transfer to the new job.
You can however assign candidate(s) to other job(s) at any point before the Right to Work check is completed.
Can I request identity checks in bulk?
No – a unique link must be generated for each applicant, therefore Right to Work checks must be triggered one at a time.
Is it possible to approve checks via email?
No – users are required to login to Jobtrain to review the identity check report and click the ‘Approve’ or ‘Reject’ button to approve/decline the identity check.
Can I restrict which users have access to Start & Restart Identity checks?
Yes, access to perform both these actions is managed in Security Roles.
To enable access, go to Settings > Security Roles > Jobs & Talent Pools > and enable ‘Identity Check’.
Please note: If a user can start identity checks, they can also restart them. Access cannot be limited to only one option.
What happens to previous data if I restart an identity check?
When you restart an identity check, all previous data on the Identity Check Progress page, including the report, will be deleted.
However, the history of previously requested checks will still be accessible in the "History" section of the candidate's Identity Check page.
I’ve followed the guidance notes and have some further questions.
For any questions about using Right to Work checks (or any other Jobtrain functionality), please contact our Support Team on +44(0)161 8502004.
More information on Digital Identity Checks via Yoti can be viewed below:
https://www.yoti.com/blog/the-future-of-digital-id/
Guides from Yoti
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