If you need to run screens on multiple candidates for the same package or product(s), you can utilize the batch order functionality in the portal.
When placing an applicant invite batch order, you are sending multiple candidates an invitation to agree to a background screen and you are asking them to acknowledge and sign all necessary forms and provide personal information (via a secure online form).
In order to place an applicant invite batch order, you'll need the "Order Reports" and "View Reports" user permissions.
Optional permissions are "Order Reports for Other Users" and "View All Reports for Other Users."
Batch ordering is the most appropriate order option when one of the following exists in your workflow:
- You need to process large orders quickly rather than individually
- You do not yet have the necessary information to place a direct order
- You have not yet provided the appropriate disclosures to the candidates
- You do not have the appropriate signed authorization forms from the candidates
To place a batch order you will start by logging in to the Verified First portal. Click the Order button at the top-left:
Next, click Batch Order on the order page:
If this is your first time placing a batch order for this package or product(s), you'll need to select Generate CSV Template to download the necessary template that contains all of the required headers to run a batch order:
After clicking Generate CSV Template, you'll be taken to a screen where you can select all the necessary information required to export your custom CSV template. These selections include the order type and order information, as well as the background screening and drug screening products you would like to batch order:
If your user account does not have "Restrict a-la-carte ordering" selected, your batch order page will look slightly different in the bottom half and you will be able to select the individual products for your batch order.
Once you've made all the necessary selections, click the Download CSV Template button at the bottom of the page.
After clicking Download CSV Template, you'll be prompted to select any additional fields you would like to include in the template. Mandatory fields are already selected, so you don't have to select any additional fields if you don't prefer to.
Note: If you are using a Mac computer, opening the CSV template will usually load Mac's spreadsheet program - Numbers and there’s a chance that the fields will not be formatted correctly. If they are formatted incorrectly, click the “Format” button on the top right corner of Numbers and then select any cell in the spreadsheet.
After selecting a cell, the Table menu will appear on the right side of your Numbers app. Click the Adjust Import Settings… button.
Ensure "Delimited" is selected at the top of the Import Settings window. Click Update Table and the cells should now be formatted correctly:
Once you have filled out the CSV form with all of your candidates' information and saved your CSV file (if using Numbers on a Mac, you will need to export your file to a CSV format), return to the portal and click Next until you get to the screen where a Upload CSV Template button is visible:
When the Upload File dialog box appears, click Choose File:
Select your CSV file from your local computer:
And when the file has successfully loaded, the Upload button will be darkened to show you can click it:
After clicking Upload, the list of candidates will appear on the screen from your CSV file. Review all of your candidates' information and click the pencil icon if any edits need to be made. (If any fields are incorrectly filled out, the system will highlight that field). Once corrected, click Send Invites:
After choosing Send Invites, you have two options from which to choose. If you would like the order to automatically begin once the candidates fill out the necessary invites, choose the top option ("I want the report to be auto-ordered as soon as the individual completes the invite"). If you would like to review the information provided by the candidates before manually ordering the reports, choose the bottom option ("I want to review data entered by the individual and manually order the report"):
Next, you'll need to decide how you're going to invite the candidates to complete the next steps - either by email or SMS/Text, or both. If you choose SMS/Text, you'll need to certify (by checking the box) that you meet the legal requirements for sending the candidates SMS/Text messages:
Click Next, review the necessary information, and check the box to certify that you understand and are complying with the legal requirements of running a background screen with Verified First, in compliance with the Fair Credit Reporting Act (FCRA).
Lastly, click Send:
After sending the invites, you will see a banner informing you that the orders were placed successfully. You will then be redirected to the Batch Order Details page that shows each candidate that was sent an invite and if the email was successfully sent:
Clicking on the applicant's name in the list will take you to the individual report view where you can take other actions on the file, as needed.
If you would like to learn more about other ordering methods available to you, please click on the links below:
If you have any further questions, or need a product enabled on your account,
please contact Verified First Client Services for assistance.
Call 844-709-2708 or email ClientServices@VerifiedFirst.com