1. Setting Up the Integration
Initially, all you need is to be a customer of both Guardhouse and Deploi (if you’re a customer of one but not both, reach out to your account manager to arrange an introduction call). If you do not have an account set up through Deploi yet, this will be created as a result of integrating.
Once this is done, reach out to your Guardhouse success manager, who will activate the integration behind the scenes, and arrange an onboarding call.
Guardhouse integration page prior to Deploi integration activation
Deploi Log In Page
Guardhouse integration page after Deploi integration activation
2. Requesting Background Checks via the Integration
You can request a check by heading to a user’s existing page, or choosing ‘create a user’ in Guardhouse. On the ‘Save and Send Invitation’ dropdown, you can choose ‘Save and Invite with Deploi screening’. This takes the name, email, NI number and phone number to create the candidate in our system, and sends them an invitation email automatically.
If the candidate already exists (ie. has a passport), you’ll be notified, but will not need to do anything.
Currently, you can only request an Employer’s RTW, and/or BS7858 check via Guardhouse. If you require any other check type, you can get in touch at vetting@deploi.uk.
Invite applicant via Guardhouse
3. Tracking Progress and Status Updates
From there, you’ll be able to access all of your candidates from the ‘Screening Dashboard’, alongside their check status. These statuses update when the page refreshes, so you can always ensure you have the most recent data.
If the status is ‘customer review’, this means that we have found a risk that needs to be signed off on by you. Your top management will have received an email regarding this, but they can always contact your account manager should they need more information.
4. Receiving and Accessing Results
Once a check has been completed, their status will reflect this and you’ll be able to access their report via a link within Guardhouse, which will take you to the portal, or the candidate’s specific profile page if you’re already logged in. You can also log directly into Deploi at any time to access the data in more detail should this be needed (auditors find this view very helpful!).
5. Troubleshooting and Common Issues
What should I do if the candidate hasn’t received their invite?
You can check the status of the candidate’s check to confirm that the invite has been sent. If you or the candidate has any concerns, they can get in touch directly at candidates@deploi.uk who will be able to help.
I’m getting an error message that says my credentials are invalid, what should I do?
Check the integration tab to make sure you are still connected to Deploi, and log in again if needed. Users are automatically logged out after 30 days of inactivity.
Ensure you have verified your email address for the Deploi integration by clicking the Auth0 registration link in your inbox.
Use the forgotten password flow through Auth0.
Contact your account manager at Deploi.
The status doesn’t look to be updating properly
The status will always reflect what is in the Deploi system- if you log into Deploi and the status still isn’t what you expected, get in touch at vetting@deploi.uk who will look into the issue.
I accidentally requested a check but had the wrong contact details for my candidate, what should I do?
You can contact us at vetting@deploi.uk with the correct details and we’ll ensure the candidate is updated.
I’m having trouble but not sure if it’s with Guardhouse or Deploi, what should I do?
Contact either us or Guardhouse and explain the issue as best you can, we will ensure it gets to the right person!