October Product Feature:
Whether you opened an account with One Source years ago or just last week, you may be missing out on some excellent service offerings we have available to you. We have compiled a list of our top ten service offerings. Please review this list, learn something new, and start taking advantage of these features of our system. If you have any questions, contact our Client Relations Department. They are here to help maximize your account.
Order Entry Options
One Source offers a variety of order entry options.
Standard Client Entry
Our standard client entry is the most common way of ordering. A user will collect the applicant’s information and enter it in the new order entry page. Necessary forms can be uploaded and submitted to One Source. As soon as the user agrees to the terms, the applicant’s information will begin processing. When the report is complete the user will receive a notification allowing them to login and view the report.
Most clients find this much easier and less time consuming than a full integration of an applicant tracking system (ATS) as you will be given a link you can send to applicants using your preferred communication method. The applicant selects the link provided and enters their own information on the order screen. Instructions are fully customizable and results are available to users while the report is being completed.
Gated Applicant Entry
This option is a hybrid of client entry and applicant entry. The client will enter the applicant’s contact information and select services prior to sending a password-protected, dedicated link to a specific applicant. The applicant will then enter their personal information including social security number and date of birth. The client does not need to maintain this information in their files. Results are then sent in a secure link to the user that initialed the order.
Applicant Tracking System Integration
Integrations are often requested and we can work with any HR-XML Applicant Tracking System (ATS). Our integration team will meet with you to discuss next steps regarding your specific integration. We have a series of already integrated solutions available to you and we continue to add to the list frequently. For a list of already integrated systems, please contact us.
Drop Down Solutions
If your organization needs to track reports by department, One Source can add a pre-loaded list. You or your applicant will then have a drop-down list to choose from rather than remembering to enter the correct name.
For more information, see our past blog post: Improved Department Field
In our busy days we sometimes forget what we have already done. Add Meets Requirements to your account so you can mark if you have reviewed them. Make notes next to the report and even give a pass/fail status to display for the rest of the HR team, so they do not need to repeat your work.
For more information, see our past blog post: Quick Tip: Review Reports
Pre-Adverse and Adverse Action Links
A completed report is ready for you to act upon. No need to draft up a pre-adverse or adverse action letter to the applicant, One Source already has them linked on the report for you.
For more information, see our past blog post: Quick Tip: (Pre) Adverse Action Tools are included with our reports
You know by now you need to have every applicant sign a disclosure and authorization form. You know you need to maintain these forms for a minimum of 5 years, but your file cabinet is full. You have more and more applicants applying online and now there is no need for them to get you the hard copy authorization. Have them electronically sign the disclosure and authorization form right from their mobile device or desktop. The forms are then saved to their report, stored by One Source, and can be accessed by your organization at any time.
When logged into our screening platform, you as a client have access to search for applicants a variety of ways. From the home screen you can view recently received, submitted and entered reports for a series of dates. By clicking on the applicants tab, you also can search for an applicant by last name, department, recruiter, social security number or date range. A helpful hint if you are needing to find an applicant and you may not know the correct spelling, you may use the @ symbol as a wild card. Enter the first three letters of an individual’s last name then @ with no spaces.
The applicants tab also has a series of sort features for your convenience. Did you also know you can copy and paste from the applicant’s tab to an excel spreadsheet to be able to sort easily?
Category Status View
On the applicant’s tab there is a drop-down box just above the Go button. You may select a variety of types of views to display. Standard view, comment view, position view, meets requirements (see above) and category status view. The category status view allows you to see the total number of searches on a report as well as if they are new (need to be worked) or pending (awaiting information). You can also see how many are marked red (see comments), amber (incomplete), or green (complete). This view allows you to quickly see which reports have a red status to review. If the report has all green, you may not need to even view the report as there is nothing flagged for you to review.
One Source’s document library is available to all users on your account. There are a variety of documents and forms available for you. There are also additional materials including quick start guides, education series, adverse action letters and necessary notices. Special forms not just the applicant disclosure and authorization are available. These include the client customization form and international releases. Feel free to check out the document library available to you 24 hours a day, 7 days a week.
Do you have a document or form you need to get to One Source? Possibly a specific international release or another document we have asked you for? You can upload it to us safely and securely. We ask you do not email us forms, as they often contain personal identifying information (PII). We can setup your account to directly upload it to the applicant’s order or set up access to be able to transfer documents to us securely through a file transfer.
You have a large group of applicants you need to enter their orders for one service, or a whole background check. We can provide you a spreadsheet to add the information. Then pass to One Source to enter the orders. We take spreadsheet of information and upload it to our platform. Each applicant will be returned just like it would if you had entered an order manually. Due to the complexity of the order form we ask the batch upload contains twenty or more applicants. This works great for re-checks or annual requirements.
Do you have more questions? Need a quick response and do not want to pick up the phone or email us? During business hours our team is free to chat with you. While logged into our platform you will see the Live Chat box. Click there to message with a team member and get a quick response.
For more information, see our past blog post: Real Time Chat added to One Source Online Ordering
One Source offers additional services as well. Do not hesitate to ask. We are always wanting to add features and are happy to hear what you are needing.