Email request to self-onboard (multiple in one go)

vSure allows you to email candidates/employees/contractors individually or en masse, for them to self-enter their Work Rights details. 

We recommend using the method outlined herein for requesting work rights for multiple staff in one go.

If you are just sending to one individual read this article as it allows for additional information (such as Start Date and Employee ID) to be recorded when sending to just one employee/contractor. 

1. From the Dashboard Shortcuts, Select "Send Self-Onboarding Email(s)"

2. Paste or enter the emails, on separate lines

You can simply add email addresses; OR

Names with the email addresses between <>, as below.

Note you can also paste from Excel or similar, directly into this box.

3. Specify if you are checking a current or "prospective" employee

If you are checking a candidates work rights pre-employment, select prospective Employment Status.

If you intend to employ this person or HAVE employed this person, select Current Employment Status. 

4. Click Add

5. Deal with any duplicates and Click Proceed

The system checks whether the email address already exists in the system and prompts you to either send or not send the duplicate request.

6. When you are happy, client Proceed

7. Edit the email

8. Edit email signature

9. Choose whether you want a copy of the email

10. Send

11. Close

 

The Candidate/Employee/Contractor will then receive an email requesting them to supply proof of Work Rights documents. Your company name will replaces the text "vsuredemo1" in the email below:

12. Review Self-Onboarding

There is still a legal requirement to "sight" the identity documents and we offer a smart workflow to do this via the Onboarding Status tab:

It is important to regularly go to the "PENDING REVIEW" section to review any onboards that have been complete. Simply click on the row to view (and approve or reject) the documents submitted.

The Flag represents data cross-matching and machine learning validation. An onboard submission will flag when there are discrepancies, such as:

• The details (name and DOB) submitted by the employee vary from the details obtained from the image/photo of the identity document including passport;
• The name against the visa returned from home affairs does not exactly match the name submitted;
• Our machine learning image recognition system, returns a confidence percentage as to whether the document image is what it is expected to be (Passport, Photo ID etc) - it will flag if the confidence is below the threshold percentage (which will improve over time -currently 75%). 

Tick to accept the image/document and acknowledge it in the system as "sighted".

Select the X to reject the document (you can resend a request for the rejected document by clicking the "Request Missing Details By Email" button at the bottom.