Sending Out the Online Consent Form Link

When you have our Bundle 2 or higher subscription, you have the option to send out the Online Consent Form link to an applicant to collect information and the consent without needing paper forms.

1. 1. How to Send Out the Online Consent Form Links
      
      • Individual Link
      • Public Link
   2. Resend Consent Link
   3. Order Background Check

How to Send Out the Online Consent Form 

There are two ways to send out the Online Consent Form link to applicants, Individually or through the Public Link. 

Whenever the Online Form has been completed, the "Applicant Added" date in the Pipeline will update to the completed date.

Individual Link

The "Individual" links are unique for each applicant profile. No one else should have access to the same link that is sent out to the applicant through these steps. Once the link is used, it cannot be re-used.

• Click on + Order from the Pipeline to send the online form to a new applicant not already in your account. Select the 'Send Consent Form' option.

• There will be 4 options:
  • Background Check - Enter the applicant's information needed to order manually.
  • Child Safety Training - This option sends only the Child Safety Training to the applicant.
  • Send Consent Form - Send the Online Consent Form link to the applicant to obtain their personal information and consent for the background check.
  • Save to Pipeline - This will only save the applicant profile to the Pipeline.
    
    
• To send out the Online Form, choose the "Send Consent Form" option.

• When you choose to send out the Online Consent Form link to the applicant, the first name, last name, and email address are required. 
  • If you are a Bundle 4 subscription, you will have the option to choose a Position for the applicant.
    
• Click on the Next button after entering the required information.

An email with the link will be sent to the applicant, and the applicant profile will be saved in the Pipeline. The Authorization column status will be None on File.

• • The Auth column will show you who has completed the Online Form (Completed) and who hasn't (None on File). 
    • Note: If a user in your organization has placed a manual order for an applicant and certified that they have obtained consent (paper, for example), the authorization will show Completed.
    • Once the applicant submits the Online Form, you will receive an email notification and the Authorization column will update to Completed.

• Note: Once the applicant submits the Online Consent Form, the background check will not be ordered automatically UNLESS your account is set up to auto order. To add this option, please contact customer service. 

Opportunities Link

If you have multiple applicants that need the Online Consent Form link, you can send out a mass email to your applicants and include your public link in the email. You can also embed the link on your website. (Do not use the public Registration link if your account is integrated with a ChMS).

• The Registration Link is in the 'My Org' menu. Click on your user initials and then select the My Org Menu. From there, select Registration Link.
• You can copy and paste the link into a mass email for your applicants or put it on your website.  
• The applicant will only be saved in the Pipeline when the Online Consent Form has been completed by the applicant.

*Note: Each time you use the Pipeline, Send Consent Form option, this will create a new entry in your Pipeline. If you need to resend the link to your applicant, make sure that you resend the link through the existing applicant profile and do not create a new profile.*

Resending the Online Consent Form

If your applicants cannot locate the email, or accidentally deleted it, you can resend the Online Consent Form without making a duplicate entry in your Pipeline.

• Click on the small gray box to the left side of the applicant's name 
  
  
  
• Click the "Send Consent Form" option above the list of applicants.

You can select multiple applicants to resend the Consent Form to as well. 

Order Background Check

Once the applicant has completed the Online Consent Form, you, and any users on the account with the notifications turned on will get an email notification. Inside the Pipeline, you'll notice that the Authorization status will say Completed. 

When the authorization status is completed, but there is no Pending or View status under the Report column, a background check will still need to be ordered.

• Click on the small checkbox to the left of the applicant's name in the pipeline.

• Click "Order Background Check" from the options above the list of applicants.
  • You can select multiple applicants to order background checks on
    • *Note* If you select multiple applicants, you will only be able to choose one service to order for all applicants. You won't be able to adjust any for a specific applicant.
    • *Note* If there is a minor listed in the multiple selection, it will not allow you to continue with the background check process. You will need to order the minor's background check separately.

• You will be taken to the Order Background Check page to choose the package or services to order.