Standard Account Features

Jessie Willis

November 30, 2021 18:52

In addition to being able to order background checks, there are a few other features inside your account that all account types will have access to.

Importing

If you happen to have a spreadsheet of the people that need background checks, as well as the required information, you can upload the spreadsheet for us to do a bulk order.

Set up the import

Click on the "Imports" tab in the left-hand menu
Click on "Upload" under the Imports tab

You can click on the "View Sample" link to see an example on how to set up your spreadsheet

Click on the "Download Template" link for our spreadsheet and enter in the applicants' information under the appropriate columns
- The applicant's first name, last name, date of birth, SSN, email address, state, and the type of background check is absolutely required
- Make sure to enter the type of background check you would like to order for all of the applicants. If you need the Plus package, please specify the State or the County and State that you want.
- If you have different packages that you need to be ordered, please create a separate spreadsheet
- You must have at least 30 or more applicants on the spreadsheet for us to be able to imports
Once the spreadsheet is completed, upload the spreadsheet through the by clicking on the "Upload" button and choose the spreadsheet file from your computer
- This will notify us and we will import the file through our system

View or remove uploaded files:

Click on the Imports tab in the left-hand menu
Click on "Files" under the Imports tab

To remove a file, there is a delete link to the right side of the screen to remove files
- It will give you a warning pop up before removing the file from your account
To view the spreadsheet file, click on the file name

Export Reports

If you need a spreadsheet of all of your applicants, including inactive and archived applicants, you can export everyone inside your account through this feature

Click on the Reports tab in your left-hand menu
Click on "Export Reports"

You are able to set up parameters through the following fields:

If you leave the fields on "All" or blank, the report will pull everything in your account

Opportunities - Only available with the Bundle 4 subscription. You can export reports from a specific Position. You cannot select more than one Position
Departments - Only available with the Bundle 4 subscription. You can export reports from a specific Department. You cannot select more than one Department
Billing Reference - Available for all accounts.
Stages - Only available with the Bundle 3 and 4 subscriptions. You can export reports from a specific Stage. You cannot select more than one Stage
Status - Available for all accounts. Export applicants that are marked as Active or Inactive inside your account
Alert - Export applicants that have an Alert or do not have an Alert on their background check.
Applicant Creation Date Range - You are able to set a Date Range of the background checks you need.
- Note: This is not Background Check complete Date Range. If you are a Bundle 2 subscription or higher, this is the date of the creation of the applicant inside your Pipeline.
Export Stock Questions? - Only available with the Bundle 3 and 4 subscriptions. Check this checkbox to export the PMM Stock Questions and any answers from the applicants.
- Note: This is not the Custom Stock Questions that Bundle 4 subscriptions can make.
Export Custom Questions? - Only available with the Bundle 3 and 4 subscriptions. Check this checkbox to export your Custom Questions and the applicants' answers
Export Previous Addresses? - Available for Bundle 2 and higher. Check this checkbox to get Previous Addresses that applicants enter in on the Online Consent

Billing References

Billing References are primarily used to group up your applicants on the next invoice under a label. For example, if you have multiple departments or buildings that are ordering background checks through the account, and you need to track how much that department or building has spent, using Billing References will help you see how much they have ordered and how much they will owe.

Set up Billing References:

Click on the Settings tab in the left-hand screen
Click on "Billing Refs" under the Settings tab

Click on the blue "New" link all the way to the right side of the page
You are able to enter anything to label your Billing Reference. There is a 150 character maximum
Click on the "Save" button

You are able to create an unlimited amount of Billing References!

Assigning Applicants to a Billing Reference:

When you order a background check on an applicant, above the background check packages, there will be a dropdown menu for your Billing References.

**You will only be able to assign applicants to a Billing Reference while ordering a background check. Once assigned and the order has been submitted, you cannot change the Billing Reference**

Alternative use for Billing References:

You are able to organize your background checks through the Billing References

Inside your Background Checks tab, there is a column for "References", which are the Billing References that you've already assigned to your applicants. You are able to organize your applicants inside the account with the Billing References.
You are able to export your reports by Billing Reference

Active/Inactive

If you have applicants that are no longer are with your organization, you can mark them inside your account as inactive.

When you mark someone as inactive, they will no longer go into your Due for Rescreen section

Mark an applicant as Active or Inactive:

Click on the small gray box to the left side of the applicant's name, which will turn the row blue
Hover your mouse over the "Update Active Status", under the Actions menu
You will have the option to mark the applicant as "Y", which is Active, or "N", which is inactive

In your Background Checks tab, or in the Pipeline, you will see if they're marked as inactive or active in the far right, under the "Active" column

You are able to Export your Reports by active or inactive applicants

View Invoices

On the last day of every month, your account is invoiced for the background checks that were ordered within the month. These invoices are typically sent out an in email to the Billing Contact on file, but the invoices are stored inside of the account.

Click on the blue man icon ("My Account") in the upper right hand corner of the account

Click on the "Invoice History" link
- This is a User Permission to be able to view invoices. If the option to view invoices are grayed out, please see your account admin to update permissions

You're able to search for invoices by the following fields
- Invoice Number - The invoice number that will appear on the invoice in the upper right hand corner
  - Our Billing Department will send out outdated invoice notifications referencing the invoice number
- Invoice Date From/To - Look up any invoices for a date range
- Invoice Range - Use the drop down menu to choose a date range instead

Organization Details

View what organization information we have on file

Click on the blue man icon ("My Account") in the upper right hand corner of the account

Click on the "Organization Details" Link
The current information that is on file we appear
- The contact name and email address will always be whoever is the main admin/main point of contact on the account

Edit Details

If any changes need to be made (admin change, address change, credit card change, etc), a request can be submitted through the "Edit Details" form

Click on the Edit Details button in the Organization Detail section
- *Note This is a User Permission to be able to edit Organization Detail. If the Edit Details button is grayed out, please see your account admin to update permissions
A new window will pop up with the Edit Organizational Detail Form
- If the pop up blocker is on, you may not get the window for the form

Type of change requested

Address Only - Change the address that's on file
Admin Contact and Billing Contact Only - Change the Admin and Billing Contact on file
- There will be an option to change username if needed
Billing Contact and Credit Card Update Only - Change the Billing Contact and Credit Card on file
Admin Contact Only - Change the Admin contact on file only
- There will be an option to change username if needed
Admin and Address Only - Change the Admin and Address on file
- There will be an option to change username if needed
Address, Admin Contact and Billing Contact - Change the Address, Admin Contact, and Billing Contact on file
- There will be an option to change username if needed
Credit Card Update Only - Change the credit card on file only
Organization Name Change - Change the name of the organization name that's in the system
Billing Contact Only - Change the Billing Contact on file only

If needed, you may leave a note for customer service - Any additional details that need to be changed or any other notes to send us while we're updating the Organization Details

Archiving Background Checks

The Archive can be used for many different reasons, but it will move an applicant from the main list into a separate folder. This can be for any duplicate profiles, applicants no longer in the organization, older background checks, or any other way to help organize the main list.

Note: Once an applicant or background check is archived, there will not be a way to bring it back into the main list

Select the applicant to archive by clicking on the small checkbox to the left side of the applicant name

Click on "Send to Archive" under the Actions menu to the left side of the screen