Help Topic: Introduction to Candidate Compliance

Introduction

Available in Tracker Pro and Enterprise only.

Keeping on top of right-to-work documents, ID checks and certificates is a bit like checking the boxes before a flight: nobody enjoys it, but nobody wants to skip it. The Candidate Compliance Items block on the candidate record gives you one place to record every document or check a candidate needs to provide, see what has been verified, and spot what is still outstanding.

The block lists each compliance item with its Type, Item, Description, Date Completed, Mandatory? flag, Status, Notes, Documents and Expiry Date. Statuses such as Verified, Unverified and Pending Verification tell you at a glance where each item stands.

In this article we cover how to add items and sets, manage the list, track overall progress, review the history of an item, and how all of this relates to Compliance Automation.

Adding Compliance Items

To add an individual item to a candidate, open the candidate record, go to the Candidate Compliance Items block and select the Add Item button. Choose the compliance item you need, set its status, and add any notes. You can also record the date completed and, where relevant, an expiry date, which is handy for documents such as work permits or certificates that need renewing.

When you add or edit an item, you can also attach supporting documents, for example a scan of a driving licence or a copy of a certificate. Attached documents appear in the Documents column of the block, so anyone viewing the candidate can open them straight from the list.

Once saved, the item appears in the block with its Mandatory? flag, which controls whether it counts towards the candidate's compliance progress (see Compliance Progress below).

Adding Compliance Sets

If a candidate needs several items at once, save yourself the clicking and use the Add Set button instead. A compliance set is a pre-built group of compliance items, so selecting a set adds all of its items to the candidate in one go rather than one at a time.

Sets are created in Tools & Settings | Candidate Settings, where you can group the items you commonly request together and give the set a name. For more detail on creating and managing sets, see the Tracker Academy lesson on compliance sets.

Managing Compliance Items

Use the filter at the top of the block to narrow the list. It defaults to All Statuses, or you can pick an individual status to see only the items at that stage, such as everything still Unverified. The Refresh button reloads the block so you can see the latest changes, for example after a candidate has uploaded a document.

You can also tick one or more items in the list to work with them in bulk. Once items are ticked, you can delete them, or download their supporting documents in one go rather than opening each item individually.

Compliance Progress

The Candidate Compliance Items block shows a progress bar with the percentage of the candidate's mandatory compliance items that are complete. Alongside it you'll see three counts:

• Total mandatory items: every mandatory item on the candidate's record.
• Verified: mandatory items that have been verified.
• Outstanding: mandatory items still to be completed, including those that are Pending or Unverified.

For example, a candidate with three mandatory items, two of them verified, shows 2 Verified, 1 Outstanding and 67% Complete.

These figures use all of the candidate's mandatory compliance items, regardless of any job requirements. This means they will differ from the requirements progress bar on a placement record, which only reflects the requirements of that particular job.

Editing an Item and Viewing its History

When you edit a candidate compliance item, the popup now has two tabs: Details and History. It still opens on Details, where you can update the item, its status and its supporting documents.

The History tab is a read-only log of every status change on the item, newest first. It has four columns:

A footer shows how many changes are recorded for the item. If an item has no history, the tab shows "No history recorded for this item."

History applies to candidate compliance items only.

Compliance Automation

Tracker Enterprise Only

Compliance Automation takes the chasing out of compliance. Instead of requesting documents by hand, you set up an automation that emails candidates reminders about the items they still need to provide, and candidates upload them through the Compliance Portal. Uploaded items move to Pending Verification so you can verify or reject them, and verified items trigger a confirmation email to the candidate. You will also see a Compliance Automation link at the top of the Candidate Compliance Items block.

For the full setup guide, see the Tracker Academy lesson on Compliance Automation.