FAQ's¶

Additional Checks¶

How do I request a DBS check?¶

Within the 'Additional Checks' section of the applicant profile you will have a list of any CRCs that need to be requested. Some will need to be actioned by the applicant, and some can be done through VettingGateway. To request through VettingGateway, simply click the + icon next to the check and click ‘Perform new check’.

I haven't received a copy of a DBS certificate?¶

Once a DBS has been requested, there will be a new section called 'Auto-Retrieval' that will provide updates on the check. An application 'E number' will be generated along with a status update (pending, approved). The applicant will be able to use this number to check the DBS website for an update on their check.

How do I obtain a GSAT certificate?¶

If you go to the 'Additional Checks' section of the profile, you will be able to click 'Add new check' and select from the list of available checks.

Applicants/Referencing¶

How do I start a check?¶

All you need is the employee's name and email address. If you have the employee's start date this is also helpful as VettingGateway can help you by setting deadlines. Simply go to '+ New Check' and select your referencing bundle of choice.

How do I know what tasks I have to action next?¶

There are two ways to do this from the dashboard:

• Select outstanding tasks on the far right of the dashboard.
• When you are in an applicant's profile, you can see your next task in the left hand side menu under Tasks.

How do I contact my employee through VettingGateway?¶

You can contact your applicant by using the Message function in the left-hand menu, also available here will be any message templates that you have previously created.

How can I request a reference?¶

• Press the + icon next to the organisation's name.
• Click 'Request Reference'.
• Click 'Send a reference request' to send your reference.

Who chases a reference?¶

Lots of handy automation means that all your reference requests are chased automatically by email. You can configure how often in Organisation Settings.

How do I view a received reference?¶

As soon as a reference arrives it will appear as a task to action in your outstanding tasks list. Click the task and it will take you to the applicant's profile. Next to the referee organisation's name you’ll notice the status has changed to 'Received not yet approved', highlighted in orange. If you click the '+' icon next to the organisation name and you can view the reference and accept it, or query it with the referee.

How do I upload a reference that has arrived in the post?¶

There are 2 ways of doing this:

• Go to the organisation name for the referee and use the attachments section to upload a scan of the document.
• Under Outstanding Tasks, select the 'Import' button at the top right of the screen.

What documentation will I receive when my applicants background check is complete?¶

You will have the option to download a full PDF of all the references contained in your employees background check, or you can use one of VettingGateway's preset airport forms. Alternatively, if your employee is based at an airport using AirportGateway, your employees file will be transferred directly to their system.

Templates¶

Can I create a different reference template?¶

Yes - if you have a specific template you would like to use, you can create your own templates under 'Reference Templates' and select '+ Create a new template'.

Here you can configure your own questions and select the response fields types as required (e.g. single line response, yes/no, etc). This is then saved for you to use against any applicants you wish. Make sure that the template has been assigned to a group and is also selected in your referencing rule so that your Users can apply it.

Teams¶

I have several teams that look after my employees, can their work be separated by team?¶

Yes it can, you can assign each applicant to a specific team so that when that user logs in to start their referencing tasks they will only see the applicants within their team.

To assign a profile to a team, click the three black dots next to their name on their profile and click 'allocate profile'. Select which team you want to allocate it to, and click save.

Marketplace¶

I would like my colleague to be able to purchase bundles, can I change their permissions to allow this?¶

You can action this by going to your 'Organisation Settings' > 'Role Management'. The 'Buyer' role will allow Users access to the VettingGateway Marketplace. You can assign this role to another user by clicking on the role and scrolling to the bottom of the page, and then ticking the box next to their name to apply it to their account.

Click 'Edit' next to the 'Buyer' role, scroll down until you see your colleague's name and click the checkbox next to it Click 'Save Role' to save any changes you have made.

How do I purchase more credits for a CRC?¶

Go to the VettingGateway Marketplace in your left-hand menu and select the credits you wish to purchase. Clicking the '+' icon will increase the number of credits and 'Add to basket' moves them into your basket for purchasing.

What referencing packages do you offer?¶

You can view all currently offered referencing packages available through VettingGateway on the Marketplace.

Automation¶

I’d like to chase the referees once a week not every 3 days, how do I adjust this?¶

Within your Organisation Settings, click 'Chasing'. Here you can select in days how often a referee is chased (the default is set to every 3 days)

AirportGateway Integration¶

Our organisation uses AirportGateway, how do I ensure my application is sent to AirportGateway?¶

You can find information on how to set up the AirportGateway integration by clicking here