Features
The Compliance Check Management Module gives the user the ability to define a set of artefacts an applicant must have to be compliant for a job - for example, a proof of address document.
This is achieved by creating compliance checks and linking these to a job or jobs.
Compliance checks can be defined by attributes, stored documents and manual checks.They can then be linked to a job or jobs, so the system can automatically check the status of an applicant (compliant or non-compliant for that job) before they are placed.
Compliance Check Management Module Management screen
When creating a compliance check, give it a name and choose what employment type it is relevant to e.g. ‘Right to Work’ and ‘all jobs’.
On the Compliance Check Management screen (see 4 sub lists), is where you define the job or jobs the check relates to and the artefacts needed by the applicant to be compliant:
Job Attributes – set this for the job or jobs that you want the check to run against, using the position attribute of the job. This is required if you wish to run the compliance check at the time of placement.
Applicant Attributes – define which attributes an applicant must have to perform the job:
Effective and Expiry Dates check boxes. Select these if you wish to be alerted when an attribute is about to/has expired.
Select the period in which you want to be alerted – i.e. set to 7 days and the system will alert you if the attribute(s) will expire within 7 days of placement.
Stored Documents - define which documents an applicant must have to perform the job:
Effective and Expiry Dates check boxes. Select these if you wish to be alerted when document is about to/has expired.
Select the period in which you want to be alerted – i.e. set to 7 days and the system will alert you 7 days before the document expires.
Manual Checks – define any actions you may need to do e.g. call applicant prior to booking.
When setting a compliance check, use the sections listed above to choose which artefacts are relevant to the job you are going to apply the compliance check to. By adding something to a compliance check, e.g. a stored document, you are effectively saying the applicant needs that document to be compliant.
Note: The alerting action only takes place at the point of attempting to place an applicant to a qualifying job.
AND/OR match logic
For the applicant attributes and stored documents you can set logic defining whether the applicant must have ALL the attributes/documents or a combination of them. Examples:
Must have a 'Right to Work' attribute AND a degree.
Must have a 'Right to Work’ attribute AND a degree OR an NVQ.
Must have a ‘Right to Work’ attribute OR a ‘right to work’ document AND a degree.
Select the horizontal three dots in the sub list and select Match Logic.
The screen has drag and drop functionality built in so simply move the attributes/documents into the relevant boxes to define them as AND or OR.
Placing an applicant into a role with a compliance check in place
Whether you are placing applicants via the Scheduler, Applicant Actions or directly in a job, the system will now check the applicant record for the items specified in the check and alert the user if any discrepancies are found e.g. the applicant does not have the required attribute. There are role restrictions available to control who has access to place applicants. Please speak with your admin team to set these.
Checking the status of an applicant
The Compliance tab on an applicant record shows the checks that are relevant to the applicant and the user can see if they are compliant/non-compliant.
From here, the user is also able to view and rectify any errors.
Checking which checks are relevant to a job
The Compliance tab on a job record will show the checks that are relevant for that job type (defined by the position attribute).
Searching for applicants that are compliant/non-compliant
In the Applicant Search, the user will be able to run a search against one (or many) compliance checks and select if they wish to see the results of those that are compliant or non-compliant.
From the results screen, the user will be able to see the applicant’s compliance status, what (if any) artefacts are missing and have the option to contact those applicants by SMS or email.
Access Screening enhancements
The Compliance Module is fully integrated with Access Screening.
For more information, please see the Access Screening integration guide available on the community or speak with your Account Manager or Customer Success Manager.