After we have received the information from the CIC that has been confirmed by the client, you will need to log into Yoti and follow the steps below:
URL to log into Yoti: https://hub.yoti.com/login
1. Once logged in, you’ll be asked to ‘Choose which account to use'.
2. Click ‘Register an organisation’
3. You'll now see a QR code to register the new organisation.
4. You will be asked for:
- Your full name
- Organisation name
- Organisation type
- Primary operating country
5. Once you have entered this information click ‘Register’ to proceed and enter the requested information.
- Organisation details: This information can be found in the original ticket raised in FD
- Registered address: Please enter Jobtrain’s address here, not the client’s, as this is for invoicing purposes.
- Jobtrain address: 4 Tabley Court, Victoria Street, Altrincham, Cheshire WA14 1EZ
- Finance contact details:
- Name: Cheryl Glenn
- Email: cheryl.glenn@jobtrain.co.uk
- Once you have added the relevant information, make sure you click ‘Verify organisation.’
- Whilst we are waiting for the organisation to be verified, you can start the first part of the application setup process for the client.
You will receive an email once the organisation has been verified by the Yoti team.
- Under 'Contacts', add David as the technical and business contact:
- David Keeling – include email address.
Adding support to the organisation
Once you have registered the organisation, go to Members > Add a member. Here add the following members and provide them with Admin access:
- Georgia Tallents
- Ahmed Addib
- Aimee Price
- Adam Jesson
- Holly Hall
- Hayley Barber
- David Keeling
- Clare Ryder
- Vicki Owens
- Kelly Mallett
- Cheryl Glenn
Click ‘Add’ after each entry.
Setting up the application
To get started with the right-to-work process, select Application from the left-hand navigation bar.
You'll then see a drop-down option of Create an application.
Select Identity Verification then Continue.
You will then need to add the application name. Click Create Application.
When setting up the application name, please ensure that it’s named Client Name – Right to Work Checks.
Activating the Yoti application
Before you can activate the application that you have created, you will need to follow the steps below:
1. Click on the ‘Keys’ tab
2. Then click Generate Key Pair. You will be asked if you would like to store the keys.
3. Click the tick box under Identity verification portal and Notes > Download
4. Download the keys on your desktop and send over to David via email.
Once you have downloaded the keys and sent them over to David, you will need to wait for the organisation to be verified before you continue with the rest of the setup. Please note: It can take up to 24 hours for the organisation to be verified by the Yoti team.
Once the organisation has been verified, this is where you will set up the support team and Clare and David as collaborators.
Collaborators:
When setting up a new client, you will need to ensure that you add each member of the support team Holly, Hayley, Vicki, Clare, Cheryl and David.
To add a new collaborator, click the Collaborators tab and enter the email address of the person you would like to add as a collaborator.
This provides each user with access to the application that has been created.
Portal preferences:
- Which configuration would you like to use? > select Pre-defined UK DBS/RTW/RTR checks
- Click Portal Preferences. You will be presented with a drop-down of check types.
- Select RTW.
Session expiry and data retention period - If no specific session expiry/data retention periods have been requested when the CIC has asked for this to be set-up, we can leave this page with the default options that are already selected. The default options are listed below: Session expiry: 1 week Data retention period: 3 months
After making these changes, please ensure you click ‘Save’.
There is a tick box at the bottom of the portal preferences that is for mobile handoff. This cannot be disabled as this allows the candidates to continue with their Yoti account using their mobile (if they do not have a webcam on their desktop).
Amending Default Session Expiry
The default session expiry is set to 1 week when creating a client. This determines how long the user has to complete the session from when it's created before the session expires.
We can update this on behalf of the client by logging into the client, select portal preferences.
Scroll down to Settings > Session expiry:
The options are:
- 10 minutes
- 30 minutes
- 1 hour
- 2 hours
- 6 hours
- 12 hours
- 1 day
- 2 days
- 1 week
- 2 weeks
- 1 month
Adding users and setting permissions
1. To add users to the portal, you will need to go back to the application > ‘Portal Users’ > ‘Add User.’
- This is where you will add the users that the CIC has requested to be set-up on Yoti.
When setting up the portal users, you will also need to add the following: - Georgia Tallents - Ahmed Addib - Aimee Price - Adam Jesson - Hayley Barber - Holly Hall - David Keeling - Clare Ryder - Vicki Owens - Kelly Mallett - Cheryl Glenn
2. To add a user, you will need to enter the person’s email address.
- By default, people that are added to the portal will only have the ‘View sessions’ permission.
- Provide each user with access to create sessions, add decisions and by default, view sessions.
Do not give portal users access to ‘delete sessions’ or ‘delete resources’.
After adding the portal users, click Activate on the application and this will send the application live.
Once the portal users have been added to Yoti, they will receive an email from Yoti with instructions on how to create their Yoti account.
Make sure that you share the below documents with the client (attached as PDFs in the Yoti client user guide). They can share these with the candidates that they have asked to complete the checks to help them with the process:
- Candidates' Right to Work Checks User Guide – see Yoti client user guide for the PDF.
- Candidates' Right to Work Checks Email Template - see Yoti client user guide for the PDF.
Adding the client to invoicing report
Once verified, you should receive the ‘Your Organisation has been verified’ email (as below),
Please forward this on to John Mathews at john.mathews@yoti.com (cc’ing Holly & Clare) to get client added to the monthly invoicing report. Suggested email wording below;
Hi John,
Please see details below of a newly onboarded client; please can you add them to the monthly check report that you send?
Many Thanks
<<Name>>