Allocation¶

When an applicant submits their profile, it is allocated to one of your teams. VettingGateway supports multiple ways of achieving this, and you can customise the allocation process to suit the needs of your organisation.

Auto Balance Allocation¶

Automatic balancing means profiles are assigned to your teams based on their current workload. VettingGateway spreads profiles evenly so that no single team becomes overwhelmed.

To enable this setting, toggle the Auto Balance Allocation switch to On and then click Save allocation settings.

Team Allocation¶

You can assign individual profiles to specific teams, or assign a team to a bundle. When a bundle has a team assigned, all profiles invited using that bundle are automatically allocated to that team on submission.

To assign a team to a bundle, go to Admin > Bundles, edit the bundle, and select the team under the allocation settings.

To manually allocate an individual profile to a team, click the three dots next to the applicant's name on their profile and select Allocate Profile. Select the team and click Save.

You can also allocate applicants to teams at several other points in the process, described below.

Allocating when inviting an applicant¶

You can allocate an applicant to a team at the point of sending a single invite, using the Teams (optional) field in the applicant details. See Allocating to a team for an overview of this and the other allocation methods.

Allocating an invited applicant from the Invitations page¶

You can allocate an applicant to a team after they have been invited but before they submit their profile, directly from the Invitations page:

1. Go to Invitations in the side menu.
2. Find the invited applicant in the list. The Team column shows No teams until one is assigned.
3. Click Allocate team in the Actions column for that invite.
4. Select the team and click Save.

Allocating profiles in bulk from the Profiles page¶

The Profiles page lets you allocate several profiles to teams at once:

1. Go to Profiles in the side menu.
2. Tick the checkbox next to each profile you want to allocate. To select every profile on the page, use the checkbox in the column header.
3. Click Manage Allocations.
4. In the Manage Allocations window, tick the team(s) you want to assign the selected profiles to.
5. Click Save.

Removing profiles from a team¶

To unassign profiles from their team, tick the profiles on the Profiles page using the checkboxes, then click Remove team. The selected profiles are no longer allocated to any team. See Unallocated profiles for what happens next.

Reassigning a profile to a different team¶

To move a profile from one team to another, use any of the methods above — for example, click the three dots next to the applicant's name and select Allocate Profile, or select the profile on the Profiles page and use Manage Allocations. Reassignment always overrides any previous allocation, whether it was set by auto-balance, bundle assignment, or a previous manual allocation.

Unallocated profiles¶

If a profile is not assigned to any team, it will not appear in any user's dashboard. Unallocated profiles can be found in Outstanding Tasks and should be manually allocated to the appropriate team.

How allocation methods interact¶

When using more than one allocation method, the following order of precedence applies:

1. Bundle-level assignment — if the bundle used to invite the applicant has a team assigned, the profile is allocated to that team on submission.
2. Auto-balance — if no bundle-level team is set, profiles are distributed evenly across teams based on workload.
3. Manual allocation — can be used at any time to override the current assignment and move a profile to a different team.