What is CheckBuilder?

CheckBuilder is a streamlined solution designed to help HR and compliance teams configure and manage ongoing checks, including license, qualification, and certification collection with expiry date monitoring and automated renewals direct with employee. With CheckBuilder, organisations can seamlessly gather, store, and track critical documents all in one system with detailed alerts, reminders and business unit segmented reporting.

This feature simplifies the document collection and verification processes through our employee self-service email workflow MyCheck, helping to reduce manual admin effort for HR teams.

Some examples of documents that can be managed with CheckBuilder include:

First Aid
CPR
Food Safety
Drivers Licenses
Medical Licenses and Qualifications
Building and construction tickets
Internal business accreditations
Security Licenses
Tertiary Qualifications
Working with Children
etc etc

Organisations can also use CheckBuilder alongside their existing right to work, VEVO checks, police checks or RSA checks with a unified employee experience featuring automated reminders and a single point of contact.

Key Features:

Document Collection: Collect necessary documents from employees using the MyCheck workflow and store them securely within CheckWorkRights.
Manual Verification: Identify a verifier, who will be responsible for manually confirming the document’s validity based on the guidelines provided.
Expiry Tracking: Documents with expiry dates can be monitored for timely renewals, ensuring continuous compliance with no manual tracking needed. HR teams are alerted before critical documents expire, minimising compliance risks. Expiry-free documents are also monitored for updates, all viewable in a single dashboard for full visibility.
Audit Trail: Every action, including verification steps and status changes, is recorded to ensure a robust audit history. With CheckBuilder’s centralised dashboard, compliance, HR, payroll, and other cross-functional teams have unified access to critical documents and real-time status updates
Integration Options: CheckBuilder’s workflow connects with existing HRIS and ATS tools, minimising human error and manual effort.

How does CheckBuilder work?

CheckBuilder simplifies document collection and compliance tracking through an intuitive, configurable workflow that can be tailored to each customer’s specific needs.

Set Up Custom Checks:
HR or compliance managers can quickly create custom checks based on the unique requirements of their organisation. Whether collecting documents like medical licenses, training certificates, or internal policies, users simply select the type of document, give an example of how the document should look, specify if it requires expiry tracking, and configure any additional fields as needed.
Automate Document Collection
Once a check is created, CheckBuilder automates the document request process. Employees or candidates receive clear instructions via the MyCheck email or portal link, allowing them to upload documents from any device. To ensure privacy, each collection is secured with consent agreements, giving users full control over their data.
Real-Time Expiry and Status Tracking
For documents with expiry dates, CheckBuilder provides automated tracking and proactive reminders. The CheckWorkRights dashboard consolidates all information in a shared system, enabling seamless coordination and reducing the need for redundant data entry or manual record transfers.

Getting Started with CheckBuilder

You'll need to get in touch with our team, and we'll help you set up your check using the information you provide us. Read the points below to understand what we'll be asking for, and why.

Custom Check Name and Description Details

Provide a clear name for your custom check that is easily understandable by your team.

You'll also need to provide a short and the description that will appear in the employee MyCheck workflow using the text boxes.

You can use our templated Check Description, below, making edits to your check name and company name, or write your own description.

Please complete this process to provide your employer with your [Check Name].

Your document will be verified by [Company Name] to confirm that it is valid for use in the state you are working in.

We will record the expiry date whilst you are employed with [Company Name] we will also notify you by email for renewal when required.

If you have any questions about why this document is required or our collection and verification process please contact your Manager.

These details will be shown on the consent page of the employee/candidate MyCheck Dashboard, as seen below.

File Types and Metadata Detail

Consider what kind of file type you want to accept. You can allow all file types, or choose from PNG, JPG, JPEG or PDF.

Then, consider the metadata you want to collect from your candidates and employees. These can be any data points you wish to collect, such as:

Name
Date of birth
Certificate/licence number
Certificate/licence expiry date
Employment start date

Provide a Sample Document

You'll also need to provide a copy of a sample document that you'd like your candidates and employees to use as a reference. If you don't have a sample document handy, you can find a sample image online, or use an existing copy with personal information redacted.

Your sample document will be used by candidates and employees as a guide for what they should be providing, and by verifiers so they can compare submissions to the sample.

Verification Instructions

Once an employee or candidate has submitted a document, your verifiers will be prompted to view and verify the document. To set this up, we need detailed instructions outlining what verifiers should be looking for when viewing and verifying documents. Your own verification criteria may differ depending on the document, but here are some examples:

Ensure the document name/image matches the person who submitted it
Ensure the document matches the example
Check document issue date and expiry date

The document verification instructions will be visible to verifiers each time they are viewing a document in the verification window.

Expiry Information

Depending on the nature of your check, decide whether you need to track an expiry date. If necessary, consider the options below to create an expiry reminder workflow that suits your organisation, and the check type.

Consider:

Will your company be non-compliant if this type of document expires? If so, you may wish to increase reminder frequency.
Is this document easy to renew? If not, you may want to increase the reminder period before certificate expiry.
Does this document expire after a certain amount of time, but expiry isn't listed on the document? We can map an expiry date for you based on completion date + an amount of time.