Tribepad Checks

Table of Contents

• Introduction
• System Set-Up
  
• The Candidate Experience
• The Recruiter Experience
  • Dashboard Overview
  • Reviewing Results & Validating Checks (The Drawer View)
• Understanding Status Results
• Required Recruiter Actions
• Key Information & Best Practice

🔒Introduction

Tribepad Checks is a feature powered by our integration with TrustID, designed to make essential compliance processes - such as DBS checks and Right to Work (RTW) verification simpler and more efficient for recruiters.

Through this integration, recruiters can raise and manage DBS check requests directly within the Tribepad ATS, removing the need to switch between systems. DBS checks can be requested as a standalone process or combined with a Right to Work + DBS journey, both of which follow the same streamlined workflow.

By using Tribepad’s version of the TrustID integration, customers gain access to additional functionality and a smoother experience compared to using TrustID alone.

This guide explains the full process within the Tribepad ATS. Please note any candidate-related queries should be directed to TrustID.

🛠️ System Setup

Instances are a set of rules that are created in the integration section of the Jobs or Tools menu. The rules are pre-set, but we can dictate how and when we want the checks to trigger.

➡️Creating an Instance

Go to the Jobs or Tools menu and select Integrations. Followed by “create instance” and select “Tribepad Checks”. 

Next choose the instance type from the following:

• Job: Specific to a single application.
• Candidate: Stored against the candidate profile (details collected once).
• Onboarding: Triggered during onboarding workflows.

➡️ Configuration Fields

You will now need to complete the following fields:

• Name: System name (e.g., Right to Work & Basic DBS).
• Display Name: Candidate-facing name (e.g., Right to Work Checks).
• Icon Text/Icon: The visual indicator used in the ATS (e.g., RT for Right to Work, DB for DBS).
• Allow pop up form PDF download: Must be ticked to enable the RTW attestation form.
• Kill integration when rejected: Toggle On.
• Company Name: Your legal company name (appears on government documents).
• Branches: Select the service required (e.g., RTW Only, Basic DBS). Create separate instances for different service types.
• Type of Assessment: This determines the validation forms. Ensure this matches the Branch selected above (e.g., if Branch is RTW Only, Assessment must be No DBS).

➡️ Configuration Guide: TrustID Rule Sets

General Configuration Notes:

• Scope: These rule sets must be added to every instance created.
• Recruiter Visibility: All actions are logged in the ATS menu via the integration icon.
• Pop-up Builder: This is a critical step for specific statuses (Alert, Time Limited, Continuous) to ensure managers acknowledge specific outcomes.

Your final steps are to create “Integration Rules” by clicking on the purple “+” icon or the “Create Rule” button:

To start adding your new rule, create a name for it. 

You will then need to add your conditions, for this example we are setting up: “If Status > Equals > Waiting for Referral Completion” followed by “Set Label Colour”. 

1. Rule Sets: Right to Work (RTW) Only

These rules manage the candidate's eligibility status. Note the specific requirements for the Pop-up Builder.

2. Rule Sets: DBS Only

DBS rules are linear. The results are strictly tracked as follows:

3. Rule Sets: RTW + DBS Combined

• DBS - Withdrawn: Candidate withdrew. Contact candidate.
• DBS - Rejected: Certificate rejected.
• DBS - Complete: Result returned successfully.

• RTW - Check In Progress: Under review.
• RTW - Rejected: Invalid RTW.
  • Note: Candidates cannot progress, regardless of DBS status.
• RTW - Alert: Validation failed.
  • [!] Enable Pop-up Builder.
  • Note: Handle immediately. Do not wait for DBS results; restart integration or reject.
• RTW - Time Limited: Valid but temporary.
  • [!] Enable Pop-up Builder.
• RTW - Continuous: Eligible.
  • [!] Enable Pop-up Builder.

🙋The Candidate Experience

Candidates can complete checks via email or the candidate dashboard.

Notification: The candidate will receive either an email or will see a call-to-action button on their application profile dashboard.

Access: Once the candidate clicks the link either via the email or their profile this will  redirect them to the TrustID portal.

Submission: They will now see a QR code. They must scan this with their mobile phone to open the browser, complete the ID check, and take a selfie.

Completion: Once finished, the candidate can close the window.

💼 The Recruiter Experience

➡️Dashboard Overview

An icon will appear next to the candidate’s application. Hovering over this icon displays the current status:

• RTW/DBS Result: Indicates if the result is with TrustID or ready for review.
• Attestation/Validation: Indicates if the recruiter has completed the necessary manual forms.

Once the candidate has completed their check, when you hover over the icon you will now see the following information.

Below is a RTW only example:

➡️Reviewing Results & Validating Checks (The Drawer View)

Click the integration icon to open the drawer view. Here you can:

1. View Summary: See key information and status.
2. Download Report: Download the full TrustID PDF report.
3. Restart: Trigger a new check (useful if a candidate misses the deadline or makes an error).
4. Complete Actions: Access the Attestation or DBS Validation tabs.

📌 Reviewing The Right to Work (RTW) Results In The Drawer View

Step A: Reviewing Results

• Location: Navigate to the RTW Result tab.
• Key Actions:
  • View Summary: Immediate key stats displayed below the buttons.
  • Download Report: Required for detailed review.
  • Restart Integration: Use if the check failed due to rectifiable errors.
• Guidance: Follow the ‘Next Step’ prompt displayed (dynamic based on Rejected, Time Limited, or Continuous status).

Step B: Completing Attestation

• Location: Navigate to the Attestation tab.
• Action: Recruiter must validate the check by completing the form fields:
  • Candidate Legal Name (First & Surname).
  • Reviewed By (Recruiter Name).
  • Reviewed On (Date).
  • Notes (Optional results commentary).
  • Toggle On: Confirm "Report Downloaded."
• Finalise: Click Save.
• Output: A "View Online Verification" button appears. Download this file for external auditing.

📌DBS Validation Form In The Drawer 

Step A: Initiating the Check (Validation)

• Location: Navigate to the DBS Validation tab.
• Action: Complete the form to trigger the process with TrustID.
• Form Types:
  • Basic DBS: Simplified form with fewer fields.
  • Standard/Enhanced DBS: Complex form.
    • Critical: Ensure logic consistency. (e.g., Selecting "Adult Workforce" but saying "Yes" to "Working with Children" will cause a system error and block submission).
• Finalise: Click Save to send the application to TrustID.

Example of a Basic DBS:

Example of a Standard/Enhanced DBS:

Step B: Processing & Results

Once submitted, the application goes to the TrustID counter-signatory.

• Rejections: If data is invalid, the status updates to Rejected automatically.
• Success: If valid, the check processes within the following timelines:

Within the ATS the pop-up will display as so:

Results will then appear in the drawer view as displayed below:

Recruiters can then review all check results and process the candidate as needed.

💡Understanding Status Results

Regardless of whether you are running RTW, DBS, or both, the status definitions remain consistent:

☑️ Required Recruiter Actions

For Right to Work (Attestation)

Once a check is returned as Continuous or Time Limited, you must validate it:

1. Open the Attestation tab in the drawer view.
2. Review the downloaded TrustID report.
3. Enter the Candidate Name, Your Name (Reviewed by), and Date.
4. Toggle confirmation that you have downloaded the report.
5. Click Save. A "View Online Verification" button will appear for audit purposes.

For DBS (Validation)

Before a DBS check can process, you must submit the validation form:

1. Open the DBS Validation tab.
2. Complete the required fields (Note: Basic DBS requires fewer fields than Standard/Enhanced).
3. Crucial: Ensure answers do not contradict (e.g., selecting Adult Workforce but answering Yes to working with children).
4. Click Save. This sends the application to TrustID.

Processing times: Basic (1-2 days), Standard (1-5 days), Enhanced (7-12 days).

🔑 Key Information & Best Practices

📌Imposter Checks (Physical Verification)

Even with digital checks, you must satisfy yourself that the person presenting for work matches the photo on the IDVT report.

• Digital RTW: Verify the photo and biographic details on the report match the individual (in person or video call).
• Online RTW: Verify the photo on the online check matches the individual.

📌Data Storage

TrustID stores check data for 7 days by default (upgradable to 30 days upon request). Please download reports promptly.

📌Student Share Codes

If a candidate uses a Student Share Code, they will be prompted to provide additional evidence (e.g., university term dates). This verification costs one extra credit.

📌Testing Credits

If testing the system, keep a log of credits used on test roles. TrustID can reimburse these credits if you email their customer service.

📌Reporting

Integration reporting is available via the Insight API or the Report Builder. For detailed analytics, access is required to the direct TrustID platform.