Building your business case for VettingGateway

Is background checking your new hires a headache? Are you ready for an automated solution to reduce your time and admin? Do you need to build a business case for your management team?

Good news, you’ve come to the right place! Our Customer Success Manager, Carly Taylor, has the answers to the questions your management team may ask if VettingGateway is presented to them as the new solution to improve your background checking process.

Is VettingGateway actually going to save time compared to the current process, is the investment worth it?

The short answer is yes!

Automation is the key to saving you time, and VettingGateway has more automation than any other background checking platform! Our high level of automation allows increased productivity and gives your team time back in their day.

I’ve listed some of the core features which will save you time;

• Inviting applicants – This is super quick and easy as it can be done in bulk by uploading a CSV or XLS file. VettingGateway also automates follow up emails to remind them to complete their profile and then guides them through the process.

• Reference chasing – We understand chasing references can be a timely and annoying process, that’s why VettingGateway does this for you. Referees are automatically chased at your chosen frequency.

• Task Management – Your daily tasks are automatically prioritised and colour coded so that you can complete your checks in the quickest time possible.

• Reference creation – It is lightning fast! Dozens of reference requests can be created and sent at the same time using a selection of pre-configured templates, or the ones you’ve saved to the library yourself.

• 3rd Party integrations – VettingGateway integrates with a wide variety of third parties meaning you can complete all your background checks in one platform.

• AirportGateway Integration – The only software that integrates with AirportGateway. Data is automatically sent to AirportGateway, eliminating human errors. This alone saves up to 30 minutes per application for your vetting team.

• Audit trail - The audit-trail for each component of the background check is built automatically, giving a reliable source of truth for who did what, when and how – without you having to lift a finger!

How easy is it to set up VettingGateway?

If you are happy to start using VettingGateway with the recommended default settings suggested by our industry experts, then you will be up and running instantly.

If you would like to customise the platform to best suit your company’s requirements, then a little set up time is required but it is very minimal. We also have a great support team who will be able to help you with any questions you may have.

Getting your vetting team members set up is simple as you just invite them to create an account where they can then be assigned workload automatically. As previously mentioned, VettingGateway has a variety of pre-made reference templates so you don’t need to set these up.

Will VettingGateway work efficiently for my current business process?

Absolutely! Our vetting experts have designed the platform around the most effective workflow. VettingGateway is built to the most efficient standards, but the system is powerful enough to be configurable to your own preferred order of working too – and to manage different workflows across different members of your team (based on their role or experience level).

Will my applicants find it easy to upload their details?

Yes definitely, VettingGateway is built with the applicant in mind, and has an intuitive portal which guides them through the step-by-step process. The mobile-friendly document uploader allows applicants to take and upload document photos from their device. There are also help tutorials and communication channels to make the experience as smooth as possible.

Is applicant data safe?

Yes, VettingGateway uses the same cloud services as many Government departments. Security and identity protection sit at the heart of the platform, with numerous measures in place to prevent unauthorised access to data.

Only users within your company who have been given the right permission levels are able to view applicant data. This further increases the security levels in compliance with GDPR, as you can segregate views across departments and teams.

How does it help to keep the applicant engaged and motivated?

You are able to add your company’s logo, psychologically making the applicant feel “at home” from their first login experience, reducing the anxiety of using a new system. For the applicant, the process of completing their profile is designed to be as quick and easy as possible. VettingGateway has a communication suite which includes in-app messaging, emailing and text messages to make communicating with the applicant super easy.

How do I know what needs doing next? Will I be able to stay on top of my workload?

We are confident in saying that VettingGateway is one of the most intelligent background checking softwares on the market.

Our smart task management feature organises your daily tasks by individual and by team. Your tasks are automatically prioritised and colour coded so that you are able to complete background checks in the quickest time possible.

How can VettingGateway help me with non-responsive referees?

Our automated chasing removes the admin for you as we know it can be time consuming and a headache constantly chasing. Providing reference templates in formats that suit the referee is crucial to ensuring references are obtained quickly and with accurate information. This is why our custom reference templates can be sent to referees via post, email or an online link. When things slow up, references can be re-requested by another method, or redirected to alternative referees. What are the ‘wins’ in terms of preventing wasted efforts?

• With our ‘Verified Referees’ tool you can save time and stop chasing irrelevant contacts, by utilising our database of commonly used referees. Set up as many verified referees as you like and start getting references right first time. You can also override data provided by applicants with the details of where specific references need to come from.

• Technical controls in the software prevent tasks from being duplicated unnecessarily.

• The audit-trail for each component of the background check ensures your company remains compliant and that everything is documented.

• The system carefully assesses and alerts you when DBS checks and Criminal Checks need to be requested, reducing the risk of certificate expiry.

• Pre-made bundles of checks ensure you vet to the correct standards each time.

How will the system control incoming references (simultaneously arriving by post, email etc)?

When email and online references are completed, the reference will appear in the applicants profile.

Our hard copy references also contain tracking in the form of a small QR code. When you receive a reference back in the post you can simply scan it into VettingGateway, and the system will automatically put the pages in order and assign the reference to the correct applicant. This is particularly useful if you have a large amount of postal references that have been returned, all of which need to be correctly matched and uploaded to their respective applicants. You can upload them in any order, all together, with the peace of mind that they will be assigned correctly.

How will the system manage quality-control?

The process of reviewing and accepting incoming references is quick and easy, with step-by-step guides to help even the least experienced team members undertake reliable quality control.

What happens if an applicant requests to see their references or delete their data?

The system is fully aligned to all principles of GDPR, giving applicants their entitled rights, which if exercised, create data tasks for you to undertake as part of your organisation’s workflow. Clear notifications are sent to applicants and to your most senior user(s) in relation to all applicant-initiated GDPR requests.

How do I ensure that costs are kept under control?

Our pricing is transparent, with a fixed subscription cost per user per month/year, and only the most senior user within an organisation can control subscriptions.

Additional checks can be bought in the “marketplace”, but the same principle applies and these add-on items can only be purchased by authorised users (or with POs, if that’s your organisation’s preference). Some additional services can also be allocated across teams and ‘rationed’ where needed.

Billing information is available on the platform in real time, creating an immediate and transparent view of historical spend.

Your business case is ready!

Hopefully, this selection of common questions will help you on your way to building a strong business case for the use of VettingGateway.

In a nutshell, VettingGateway provides you with a faster, more reliable way to conduct background checks on a variety of individuals, enhancing your overall background checking process whilst significantly reducing your hiring risk.

If there is anything else you need help with, feel free to get in touch with the team for further assistance.

We look forward to welcoming you to VettingGateway in the very near future!

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About The Author

Carly Taylor has worked for IDGateway for 3 years and has a strong background in the aviation industry. With over 17 years' of experience in the vetting industry, she understands the pain and frustration of background checking and works closely with our in-house development team to deliver the best vetting experience for you.