Online Client Portal Training

Training Manual for the Client online screening portal.  

  1. The applicant Data workbench (Your workbench)
  2. Sending out online screening application’s
  3. Candidate Data Workbench (Candidate Vetting Workbench)
  4. Documents required and process for Security Vetting
  5. Documents required and process for other Vetting
  6. Benefit letter download
  7. Ex-Employee References Service (Totally FREE Service)

 

Below are the training videos for the online client screening portal.

Once you have registered you will be issued with as many usernames and passwords as you require.

Click on client login which can be found on the top right of the website homepage.

*If you ever edit an applicant’s application form, please ensure you click save when finished editing otherwise all the data will be lost*

*If you ever edit an applicant’s application form, please DO NOT click on the automated signature, otherwise your electronic signature will go into the letter of authority*

*Applications have an expiry of 45 days, if an applicant doesn’t complete by then the application is deleted*

Your Online Applicant Data workbench

This is your part of the client screening system. This is where you control your applicants and get them ready for screening.

Candidate Vetting do not control your workbench, this is solely for the client to process their applicants for screening. Right click on any applicant to view options.

Applicant Status:

In Progress: means the applicant hasn’t started the application form, or hasn’t fully completed the application form, as they can go into their own application form at any time by clicking on the application link in the email that was generated when you sent the application form out.

Awaiting approval: this means the application is ready for you to approve for screening. Right click on the applicant and click approve.

Notes on applicant workbench: Right click on the applicant and either view or add notes, in the applicant workbench the notes are for your internal use, new notes will have a plus sign on the envelope.

It is your responsibility to ensure the applicants fill in the online applications in full.

Sending out an online screening application form

This is how you send your online screening application form instantly to your applicant for screening.

You can either have a locked specific screening application form designed by ourselves, or you can have a bespoke screening application form, where you can select exactly what you want the applicant to be screened.

If you are unsure what you should be screening please speak with your account manager.

The Candidate Data Workbench

This part of the system is where you can view the candidates progress in real-time. This is also where we put down constant notes on what is happening with the applicant, what we have discussed with the applicant and any other relevant information that we feel you need to know.

Putting the notes down ensures you are kept up to date always on the progress of your applicant, but also ensures that you are informed of any adverse information. You can view the applicants screening process in real-time.

Candidate Screening Status:

Entered: This means the applicant has been received and is being allocated to your account team to be screened.

Pre-Checks: All the data checks are being completed.

Provisional: All the verbal telephone employment references are being made. You will then receive a provisional screening certificate if a security vetting.

Written: This means the verbal has been completed and the written employment references etc. are sent out.

Awaiting Sign Off: this means that within 96 hours you will receive your PDF screening report. It means that our compliance team are checking the file and creating the report to send to you.

Permission: nothing to worry about, it just means a reference has come back with in confidence ticked. It requires a team manager to sign off and check it.

Notes on candidate workbench: Right click on the applicant and view all notes that we have left for you regards this applicants screening, new notes will have a plus sign on the envelope.

You will not receive emails regards the applicants progress, all details will be left on the notes for you.

Allowed Documents for Security Screening

Documents and process for security vetting:

Although the applicants can upload all documents into their online application form, they sometimes don’t.

It will always ensure your screenings are completed in a fast manner, if you collate the following documents as well on interview.

The process is as follows:

  1. Send the applicant online form via the self-service area
  2. Collate the documents (See below list)
  3. Once awaiting approval approve the applicant and email the documents to document@cvonline.co.uk
  4. Approve the applicant for screening.

Proof of ID (One of the below):

  1. UK Passport
  2. UK Photo ID driving licence
  3. Birth Certificate
  4. Valid in date European/International Passport
  5. European ID Card

Work Permits: (Only if applicable)

Proof of Address:(One of the below) (Must be less than 3 months old with their current home address on)

  1. Utility Bill
  2. Bank Statement
  3. Inland Revenue Document 12 months
  4. Council Tax bill (Can be within 12 months old)
  5. P60 (Can be within 12 months old)
  6. Valid Insurance Document (Can be within 12 months old)

SIA Licence: (Only if applicable)

Things to do if the applicant has the following:

BENEFITS: If an applicant has benefits as part of their employment history, download the Benefits letter below, fill in the details and dates (You will see the benefit dates on the candidate workbench Right click on the applicant and click view), hand it to the applicant to take to the benefits office. Only the applicant can get these details.

Please ensure that they take in proof of ID with them. If they have moved away, they call this FREE phone number and order the details of their benefits:  0800 220 674. DOWNLOAD THE LETTER BELOW

Benefits Phone Number: 0800 220 674

Not working not claiming:

If the applicant is not working not claiming, they must support the employment gap period with the following:

Documents to cover gap:

Bank Statements, HMRC Document, Payslips, or evidence document to show what they were doing in this period.

HMRC Low cost number0300 200 3300 – You can order a statement of tax by ringing the above number and it will take up to 10 days.

For Security Vetting, Only:

*PLEASE INFORM THE APPLICANTS THAT IF THERE ARE ANY GAPS IN THEIR EMPLOYMENT THEY WILL REQUIRE DOCUMENTATION SUCH AS BANK STATEMENTS FOR THAT EMPLOYMENT GAP PERIOD*

*If the applicant has been receiving benefits please pass on the benefits letter to the applicant, firstly fill in the required details*

Without this they cannot pass the British Standard 7858 screening compliance. Also, the documents must be signed and dated with the wording (Original Copies Seen)

Allowed Documents for Other Vetting

Documents for other vetting:

Although the applicants can upload all documents into their online application form, they sometimes don’t.

It will always ensure your screenings are completed in a fast manner, if you collate the following documents as well on interview.

The process is as follows:

  1. Send the applicant online form via the self-service area
  2. Collate the documents (See below list)
  3. Once awaiting approval approve the applicant and email the documents to document@cvonline.co.uk
  4. Approve the applicant for screening.

Proof of ID:

  1. UK Passport
  2. UK Photo ID driving licence
  3. Birth Certificate
  4. Valid in date European/International Passport
  5. European ID Card

Work Permits: (Only if applicable)

Proof of Address: (Must be less than 3 months old with their current home address on)

  1. Utility Bill
  2. Bank Statement
  3. HMRC Document
  4. Council Tax bill (Can be within 12 months old)
  5. P60 (Can be within 12 months old)
  6. Valid Insurance Document (Can be within 12 months old)

Education Certificates: (Only for Highest level of education checks)

Professional membership certificates:(Only if part of the screening checks)

Things to do if the applicant has the following:

BENEFITS: If an applicant has benefits as part of their employment history, download the Benefits letter below, fill in the details and dates (You will see the benefit dates on the candidate workbench Right click on the applicant and click view), hand it to the applicant to take to the benefits office. Only the applicant can get these details.

Please ensure that they take in proof of ID with them. If they have moved away, they call this FREE phone number and order the details of their benefits:  0800 220 674. DOWNLOAD THE LETTER BELOW

Not working not claiming: Use Declaration of Fact Letter

Download the letter and hand to applicant to fill out if they have gaps in their employment. They email to document@cvonline.co.uk

HMRC Low cost number: 0300 200 3300

Benefits Number: 0800 220 674

Free Ex Employee Reference Service

We offer a FREE service to manage your ex-employee reference requests.

No longer will you have to deal with all the hassle of all the administration responding to reference requests on your old employees.

On average, companies receive an employment reference request for an old employee at least 14 reference requests per year

This is a totally FREE service. Please go to www.cvreferences.com to register for this totally FREE service which will save you time and money.

You will then be issued with login details, unless you already use CV Online as your Pre-Employment Screening company, and you would use your existing log in details.

Once you have registered you can upload your ex-employee references into CV References online system.

Older References:

If an employment reference has been requested before you signed up, the data will not be found online, the company will email you again requesting that you upload the employment reference. You will have 10 working days in which to complete this.

Wording to email back to the employment request:

Download the wording to past into your reply for any employment reference requests by clicking the below button:

*Please remember you only ever have to put the employment reference on ONCE*

Ex Employee Reference Upload