Managing Background Checks
In Wamly, Background Checks are an optional, integrated feature that allows organisations to conduct various verifications—such as criminal history, credit, and qualifications—directly within the platform. Candidate data and consent is collected up front so checks are instant and compliant.
Different Types of Background Checks
There are 6 different types of Background checks that can be run:
- ID Verification: Verify candidates ID's and whether they are who they say they are.
- Qualification Checks: Verify candidate qualifications such as matric or tertiary.
- Consumer Credit Reports: Verify the candidate's credit history to assess financial reliability and any outstanding debt.
- Criminal Checks: Verify whether the candidate has a criminal record or any prior legal issues.
- Professional Checks: Professional checks determine a candidate's suitability for a position to mitigate potential hiring risks.
- Driver’s License Checks: Verify whether candidates have valid driver licences. (MIE Only)
Candidate Journey and Consent
Security and compliance are built into the automated workflow:
- Upfront Consent: If checks are enabled, candidates are asked to provide consent at the end of their application form.
- Automated Data Collection: Enabling a check automatically adds mandatory fields to the form, such as Candidate Identity and Date of Birth. Specific checks may trigger additional fields, like 'Driver’s License' or 'Qualification'.
- Consent Documents: The system generates a PDF version of the candidate's consent. For security and audit purposes, only System Managers can view or download these documents.
Monitoring Results
Rater Visibility: Results are visible in the candidate's comprehensive profile within the Rater Screen.
Filtering: Admins can filter candidates by their background check status (e.g., to see only those with completed or pending results).
Privacy Controls: Project creators can choose to hide check results from specific raters in the Rater Settings if the information is sensitive.
Accessing the Background Checks Configuration Panel
- Begin by navigating through the system interface.
- To access your Background Check settings, navigate to the left-hand menu.
- Click on My Organisation to open the settings view.
- Ensure that the Background Checks tab is currently selected.
If you see a “I’m Interested” action button then the function has not been enabled on your account. When you click on this action button we will be notified and will get in touch with you to assist.
You will need to ensure you have enough credit in your Wamly Wallet to be able to run the background checks by opening the Billing and Usage tab in the left hand menu panel and viewing your balances.
If you are a System Manager you will be able to view if there are any limits set to background checks per Department in the My Organisation > Organisation Structure menu.
If you have any Background Checks enabled on a Project any candidates that apply will have to give consent for the required Background Checks. Enabling Background checks after Candidates have applied to a Project will have charges for “Post Consent Given”.
Adding Background Checks to a Project will also have the Candidates ID Number Field added to the Application form when they apply. You can make this a Mandatory field by editing the Form associated with the Project.
Once the Candidate(s) have applied and given their consent you will be able to either send Background checks individually or to a number of Candidates via the Bulk Actions action button in the Project Screen.
Once you click “Send Background Check(s)” you will be given the option to choose which Background checks to run on the Candidate(s).
You will also have the opportunity to self verify if the details submitted are the same as the uploaded supporting document(s). Eg - ID Document; Name, Surname, ID Number.
Criminal Background checks will have three methods of communication to choose from for Candidates to be notified to go to their nearest location to give their fingerprints with a corresponding appointment date.
These communication methods are: Email, SMS, WhatsApp.
It is recommended that you make the appointment date the same date as the day you are running the background check. If the Candidate goes to run give in their fingerprints after this date they will still be able to do so.
Qualification Background checks will have a form field to upload the relative qualification to. Once this check is selected to be run you will be able to add/verify the details of what was captured against the submitted Qualification Certificate from the Candidate. Additional qualifications can be added at the bottom of each Candidates check.
Financial checks can be enabled during the Project setup, the user must open a drop-down to select which type(s) they potentially want to run. There are two types of financial checks, namely Consumer Credit reports and Fraud listing. Both of these require only the Candidate Identity and date of birth fields on the form.
Once the Background checks have been verified and you click “Next” you will be presented with the cost of the Background checks and the estimated turn around time(s). Once reviewed you can click “Send” where it will be submitted by the external vendor.
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