Process for Verifying & Reviewing Documents
Any user within CheckWorkRights can be a verifier, no matter which level of access they have. Our recommendation is to assign verifiers to users who have direct access to the employee, or can verify employee details in person.
When new documents are uploaded to employee records, their assigned Verifier will be automatically notified. Otherwise you can view the documents by selecting the Employees with documents awaiting verification by you tile under Document Verification.
Once you have requested a check from your employee, and they have submitted their document evidence, you will be required to verify the evidence to confirm the employees evidence to verify their status on the check.
Let's go through Document Verification, starting with an overview of the desktop process.
Desktop: Document Verification Dashboard
The Document Verification Dashboard shows the following details:
Employees awaiting document verification.
Details of each employee, including Given Name, Surname, Date of Birth, and Document Details.
Document evidence
View Document: A sample document for comparability
Approve or Reject: Ability to approve or reject evidence
I do not know this employee / candidate: If you don't know the employee in the dashboard, you can use this and it will delete them from your company records in CheckWorkRights.
Key items to keep in mind when verifying documents in CheckWorkRights:
The document evidence provided contains a photograph that accurately shows the employee in question.
When you Reject a document submission, you can request that the employee resubmits their documentation in the case that the evidence provided is not legible or is missing details.
View a Sample Document so you are aware of the correct documentary evidence for the check you're verifying. This is different for every document submission, so best practice is to confirm all required information on the document prior to verifying the evidence.
When requesting a check from an employee, they will be sent an email to submit their document evidence for verification. Once they have successfully completed their submission, they will be added to the Dashboard indicating there is evidence to be verified.
Depending on the outcome of the Document Verification, there will be two options; Approve or Reject. If the evidence is approved, no further emails will be sent to the employee, and the workflow is complete.
However, if the check is rejected an email will be sent to the employee indicating that their submission has been rejected and requires more evidence. This will kickstart the resubmission process, where the employee is required to submit evidence for verification again. The verifier is notified via email, and the Document Verification can restart.
Where can I verify a Document?
You can verify documents in many places within CheckWorkRights; Document Verification via the desktop Dashboard, in the Documents tab on an employee profile, or a pop-up window will appear on an employees check in the mobile app. You will be notified via email of any outstanding documents requiring verification.
When assigning employees for verification, you have to set a Verifier to complete this task. When creating a user in CheckWorkRights, you can select which level of access they can have, including Verifier Only.
All of the available options will allow the user to be a verifier. If you have multiple admin users in CheckWorkRights, you can choose who are set as a verifier under the Admin tab in the desktop Dashboard, otherwise if you're the only admin user you will be set as the Default Verifier for all Document Verification.
You can also set a verifier to an individual employee under the Documents tab in an employees check.
Mobile: Verifying Documents
In the mobile app, you can now verify documents on employees profiles.
Head to the employees profile, and locate the check you are wanting to verify. Once you open the check, you'll see the label Waiting on the top right of the tile, and be shown a small pop-up at the bottom of the screen labelled Verification Required.
Swipe up on the pop-up and two options will appear: Complete Verification or Verify Later. Select Complete Verification.
From here, you'll see a list of available options in order to correctly verify the document: Verification Guidelines, Change Verifier, Decline or Approve. Any of these options will show a smaller pop-up. Once you have approved the document, you'll be able to see the label on the check tile change to Verified.
