This guide explains the following:
What considerations to make before embarking on an Experian Right-to-Work integration
How to set up your Experian Right-to-Work system for the Eploy Integration
For any further help, please contact integrations@eploy.co.uk
Considerations
There are various things to consider in how you wish to conduct your Right-To-Work checks, to ensure that you have the necessary configuration within Experian Right-to-Work and within Eploy.
IDVT Checks / Recruiter Requests
IDVT (Identity Document Validation Technology) is a feature that allows candidates who have relevant documentation (e.g. a UK or Irish Passport with a biometric chip or a government-issued share code) to complete their own Right-To-Work check via the Experian Right-To-Work Candidate mobile app. This avoids the need to complete a face-to-face check with the candidate, thereby making the process easier, quicker and more cost-effective. However, not all candidates can complete an IDVT check; if they do not have the relevant documentation, a face-to-face check ("Recruiter Request") may be necessary.
Recruiter Requests can still be carried out via Experian Right-To-Work, but instead of the applicant completing them via the Candidate mobile app, a recruiter/manager would need it with the candidate using the Recruiter mobile app.
If you want to give candidates the option to complete an IDVT check, it is necessary to ask them before they reach the stage of the recruitment process where a check is required, whether they have the necessary documentation and would be able to complete one. This is normally done using a simple Yes/No question on the Application form within your Eploy Candidate Portal. The answer to this question can then determine whether that candidate to sent to Experian Right-To-Work via the IDVT route, or via the Recruiter Request route. In addition, it is also possible to control whether applicants are routed through the IDVT or Recruiter Request route at the Vacancy level. If you have certain vacancies for which you want the Recruiter Request route to always be used, an option can be added to your Vacancies to specify this.
Before you begin your integration, please consider:
Do you want to offer candidates the IDVT route for some/all roles?
Are there any roles that need to be Recruiter Request only?
If offering the IDVT route, at what point during the recruitment process will candidates be asked whether they are able to complete an IDVT check? (It is recommended that this happens on the Application form; this way you know you have the answer prior to the applicant reaching the RTW checking stage, and repeat applicants are able to review their answer to the question each time they submit a new application). If, on the other hand, you are completing RTW checks during the offer stage and need Hiring Managers to be able to control whether the IDVT route is used, the question may be added to the Offer form.
Groups
When submitting request (either IDVT or Recruiter Request) to Experian Right-To-Work, an application is automatically created within the Experian Right-To-Work system and assigned to a Group. Groups within Experian Right-To-Work can be used to manage which users who log in to the web portal are able to see those applications. If you need to restrict the data that certain users can see, e.g. only allowing certain users to see applications for certain regions, or separating applications for head office / regional roles, then it is necessary to set up multiple Groups within your Experian Right-To-Work system.
Please see the Configuring Groups section, below, for more information on how to do this.
Request Pools
When submitting a Recruiter Request to Experian Right-To-Work (i.e. for candidates who have specified that they cannot complete and IDVT check or for vacancies for which IDVT check have not been allowed), in addition to allocating the application to a Group, the application is also linked to a Request Pool. The Request Pool is a list of applications that need to be processed within the Recruiter mobile app. When the recruiter logs in to the app, they can see any applications allocated to the Request Pools that they have access to.
Please note; the Request Pool only shows the names of the applicants who require a Recruiter check. Once a Recruiter check has been submitted via the app, the details of the applicant, their RTW documents and details of their check are no longer visible within the app (they can only be viewed via the web portal).
Like with the Groups, if you need to restrict the pending applications that certain users can see via the Recruiter app, then it is necessary to set up multiple Request Pools within your Experian Right-To-Work system. Each Request Pool can be linked to one or more Group(s).
Please see the Configuring Request Pools section, below, for more information on how to do this.
Configuration
Configuring Groups
To create a Group, in Experian RTW whilst logged in as an Admin user, click the Groups option in the Organisation section in the left-hand menu. Here, you can see any Groups that are already set up. Click Create Group to create a new one. Groups may exist within a Parent Group or they may be independent.
Configuring Request Pools
To create a Request Pool, in Experian RTW whilst logged in as an Admin user, click the Request Pools option in the Requests section in the left-hand menu. Here, you can see any Request Pools that are already set up. Click Actions > Create a Pool to create a new one. Request Pools may be either Global (meaning all users can see the candidates associated to them) or they may be allocated to one or more Groups.
Setting Up The API User For Eploy
For Eploy to connect to the ExperianRTW system for your account, it is necessary to set up an "Admin" user in ExperianRTW and provide the Username/password to Eploy.
To do this:
1 - Invite the User
Click the Users option in the Organisation section in the left-hand menu, then the Manage User submenu item.
Click Invite > Invite a User.
Enter an email address in Invite Email, any option in Group (e.g. 'Default Group') and select Admin as the Role then, click Invite.
📌 NOTE: the email address you use in Invite Email should be a generic one that is not already allocated to any real user. It is best to use a company email address rather than a named person, so that the API User does not inadvertently get deactivated in the future. You will need to be able to access the inbox once just to complete the user registration.
2 - Complete registration
Check the inbox for the email address you specified; there should be an email asking you to complete the registration.
Click Register in the email.
Enter some details in the Register form.
Use the email address you entered previously as Username (your email address)
The First name and Last name fields can be anything, but use something that your team will recognize as being in use by the Eploy Integration (e.g. "Eploy API") to avoid the user being inadvertently get deactivated in the future.
Set a password you are happy to share with Eploy, and make a note of this.
3 - Validate the Email
Check the inbox for the email address you specified; there should be another email asking you to validate the email address.
Click Validate Email in the email.
4 - Share the API User details to Eploy
Please send the Username (email address) and Password used to register the Admin User to integrations@eploy.co.uk or to the person dealing with your project from Eploy.