Skip to content

Introduction to Profiles

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

Each profile is accessible within VettingGateway and is one of 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 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 and 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 applicant's data according to your 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 left-hand side of the page.

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

The Review section lists each task you must perform along with a short description. When you finish a task, VettingGateway will check each criteria requirement to see whether its 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, which you will see indicated at the top of the profile.

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

Warnings and Information

Warnings are discrepancies VettingGateway has found within an applicant's 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 to help 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

To resolve a warning, 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 a series of steps called the Workflow. This provides 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 finished and automatically transition the profile forward into the next stage.

Applicants may also see the current workflow stage and the 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.

When an Applicant Submits Their Profile

Once an applicant submits their profile, VettingGateway will notify your organisation so that vetting can begin.

What Happens Automatically

  • The profile moves out of Pending Applicant status and into the first active stage of your workflow (typically Allocated or equivalent, depending on your organisation's configuration).
  • Any automated checks included in the bundle — such as Identity Checks or Sanctions Checks — begin processing immediately.
  • The profile appears in your dashboard and is visible to any user assigned to the applicant's team or zone.

Finding the Submitted Profile

  1. From your dashboard, locate the relevant section for active profiles awaiting action.
  2. Use the search bar or filters to find the applicant by name, reference number, or submission date.
  3. Click the applicant's name to open their profile.

What to Check First

The Review section at the top of the profile lists all outstanding tasks. Work through each task in order. The colour-coded warning flags described above will indicate any discrepancies that need your attention before the profile can be completed.

Important: If a submitted profile does not appear in your dashboard, check that the applicant has been allocated to a team or zone you have access to. If you cannot locate the profile, contact your VettingGateway administrator.