Introduction to Profiles¶

Profiles are a core part of the background checking process in VettingGateway. As the heart of information concerning applicants, they're used from start to finish of the referencing process.

When an applicant registers and provides their information for background checks through VettingGateway, their details are being saved against a 'Profile'.

Each profile is accessible within VettingGateway and is one the main places you'll go when processing background checks. A profile consists of:

Data the applicant provided about themselves when submitting their application including basic details, address history, whereabouts, referees and supporting documents.
Requirements calculated according to the relevant Bundle. Background checks and other requirements which must be processed in order to complete the profile, determined by the Bundle used to invite the applicant.
Requirements manually added by a User. Background check requirements manually added against the profile.
Evidence/documents uploaded by both applicants and Users, in addition to references provided by referees.
The team a profile is assigned to.
Discrepancies detected in the applicants data according to the Organisation settings.
Outstanding tasks which must be processed in order to complete the profile.

Completing a Profile¶

The goal on any given profile is to complete the list of criteria requirements shown on the page, to the left hand side.

VettingGateway will help you understand which actions need to be performed to complete the requirements by showing you all outstanding tasks within the 'Review' section, which is located underneath the criteria requirements area.

The review section lists each task you must perform along with a short description. When you finish tasks, VettingGateway will check each criteria requirement to see whether their conditions have been met.

Once a requirement has a tick beside it, you've successfully completed it. When all requirements are met, the profile is ready for its Final Checks You will see this at the top of the profile.

After performing a criteria check the profile is considered complete and referencing process finished.

Warnings and information¶

Warnings are discrepancies VettingGateway has found within the applicants profile, such as expired criminal record checks or gaps in address history.

Warnings are shown on the left hand side of the Profile page. Each entry contains its flag and a descriptive message informing you of the issue.

Each warning is assigned a colour-coded flag which helps you recognise the severity of the problem:

Red - The problem is important and requires fixing before you complete the profile.
Orange - This issue requires your attention, however you may complete the profile without resolving it.
Blue - A discrepancy was found, however it's not a cause for concern and you may still complete the profile without fixing it.

Resolving warnings¶

In order to resolve a warning you must read the description to understand what is required and then perform an action to fix it. Once the problem is resolved the warning will disappear.

Your organisation may configure warnings within the settings page.

Workflows¶

Displayed at the top of every profile is series of steps, which is called the Workflow. This provides you with a visual indicator of the stage the profile is currently in, and how far it is from completion.

As you complete tasks VettingGateway will detect when a stage is completed and automatically transition the profile forward, into the next stage.

Applicants may also see the current workflow stage and total number of stages.

Final Checks¶

Usually the last stage of completing a profile is called the Final Checks, which involves going through each requirement, checking the evidence and approving it.