KYP (Know Your People) – THIS CAN ONLY BE SET UP WITH THE REAL KYP CREDENTIALS IN LIVE
Is the client a KYP Customer already?
If YES – contact Clare Kitchener - clare.kitchener@fadv.com for advice
If NO – follow the steps below:
Step 1
Ask the client to complete 2 documents:
The KYP Job Role Request Form is a newer version of the FADV KYP Eligibility Template and is useful for more unusual roles that may not fit into the categories on the Eligibility Template.
If you wish to continue to use the Eligibility Template, you can. Providing the roles selected match up with the eligibility requirements outlined.
If the roles are outside of the details on the Eligibility Template then we would ask for a Positions Template to be used for us to review the specific role requirements please.
These documents can be used either when setting up a new customer or at the point in time when new roles need to be added.
Notes:
- Clare is happy to support on sales demonstrations and provide post setup training sessions, if required.
- Clare will provide some screen records so we can share the experience during implementation phase or pre-sale phase.
- If branching is required, Clare is happy to attend a call with Jobtrain + client. Eg easy branching set up would see Level 1 and Level 2 completed, however, if client starts running into Level 3, this will definitely require a Clare call.
- If client has any Eligibility questions, Laura is happy to attend a call with Jobtrain + client.
- Set Up Form - there is a section 'Additional Information/ Requirements'. As an example this section could be used to notify First Advantage that when setting up users, do not send the account activation email, or, implementation could use this to include a client's go live date.
Send the below email content to the client:
Hi (CLIENT NAME),
My name is (YOUR NAME) and I will be setting up your DBS integration. To start this process, if you do not already have an account, I would be grateful if you could complete the attached forms and send them back to us. Once we have received these, we will be able to start the set up.
If you do have an account, please just let us know.
I look forward to hearing from you.
Step 2
Instructions on setup requests:
- Email setup@onlinedisclosures.co.uk. IMPORTANT! Please ensure you cc clare.kitchener@fadv.com and laura.morrison@fadv.com for visibility
- Subject line = CHANNEL and new branch name/request
- Please attach the setup required documents
- In the body of your email @setup to action the request needed
- Laura is available to help with only urgent setup requests outside of the 3-day SLA
- KYP can be demonstrated in a Demo environment that is connected to Jobtrain’s KYP Test account, however it cannot be configured in a client’s Test environment – config must be completed straight into Live.
First Advantage has put in place the following (non-contractual) SLA’s for account setup and interaction with the partner team. These are shown below in the following table.
On all below actions, please cc Clare and Laura so they can manage and ensure SLA’s are being met:
|
Action |
Team |
SLA |
|
New Customer Account Setup |
Onboarding/ Laura Morrison |
5 working days* |
|
Customer Support Query (post setup/ general queries) |
1 business day* |
|
|
Customer Support Escalations |
1 business day* |
* Shows standard SLA’s First Advantage will be working towards, dependant on the setup or query this may change but will be communicated to Jobtrain to set expectation.
Customer Support (KYP Support):
The customer support team answer any queries around applications – this is open to both applicant/Jobtrain customer/Jobtrain.
The SLA in to this team is 80% of queries to be answered within 24 hours.
In instances where this doesn’t happen forward the query and ticket ID to the escalation team as above.
Step 3
- Once Lahore have activated, in System Features, toggle 'Online Disclosure' on.
- If the client is using enhanced DBS checks, also toggle 'Feature GBG Enhanced' on
Configure the following information in ATS Control > Client Config
If the fields do not already exist, use the ‘Add’ feature to add both label and value.
|
ApiVersion |
2019-01-01 |
|
GBG Client ID |
Hftapi |
|
GBG Client Secret Key |
1UC2RCMqUVJW-v8Ue317hQ2 |
|
GBG Customer ID |
CUS-9TNMMCVM |
|
GBGPlcSSOUrl |
|
|
GBGPlcUrl |
|
|
GBG Subscription Key |
7c8a2d2735444e70a5e22951e159b6d0 |
|
Organization Short Code |
ENTER THE ORG SHORT CODE PROVIDED BY FIRST ADVANTAGE |
|
GBG Note |
GBG KnowYourPeople Online Disclosure Started. |
Step 4
Configure the following in Client Side:
Security Roles
In the Settings tab of the Security Profile:
- Enable General Setup: KYP OrgIDs. This will give access to the area in General Settings where the Org Short Code is added.
In Jobs and Talent Pools tab of the Security Profile:
- List Candidate - Start DBS Check. This will give access to the ‘Start DBS’ check button to trigger DBS checks.
- List Candidate - Online Disclosure. This will give access to the Online Disclosure menu where status updates for the DBS check are displayed.
KYP Org IDs
Please ensure that you add in the Org ID
- KYP Org IDs – In General Settings > KYP OrgIDs (you may need to allow the security role access to KYP)
Statuses
Create two new candidate statuses (wording can be tailored as required):
- Invited to Online Disclosure
- Online Disclosure Complete
Enter candidate statuses in the fields Online Disclosure Request and Online Disclosure Completed in System Customisation > Application Statuses.
Step 5: Test the integration
Once all is configured, the integration can be tested by selected ‘Start DBS’ against a test candidate.
If you are able to view a list of client roles – STOP – everything is working! Just keep an eye on the first candidate that is sent through the DBS process.
IMPORTANT – Triggering the test will send an automated email to the candidate with a DBS application. Costs are incurred once the test is ‘Verified’.
Step 6: Contact the client
This step is for once setup for the client is complete and you have successfully tested the integration. Please let the client know and advise them of the training that is available for them to attend.
FADV have dedicated training sessions for customers to join that run on Tuesdays and Thursdays. Please click on the below link to book onto the sessions which run from 2-3:30pm. A recording is also sent out once attended as well as questions answered on or after the call directly. The client can attend as many as required as there are no limits.
Link for training: First Advantage Customer Systems Training – Registration
Step 7: Update Hubspot
Login to HubSpot and go to the clients page > View all properties > Module Sales > 3.4 DBS Checking > Update to ‘Bought & Live’
