TABLE OF CONTENTS
Introduction
The Verifile integration enables organisations already using, or planning to use, SmartRecruiters to request, track, and review background checks directly within the platform. By integrating Verifile into existing recruitment workflows, recruiters can manage the entire screening journey from SmartRecruiters, reducing manual processes and eliminating the need to switch between systems throughout the hiring lifecycle.
This document is divided into four key sections, each designed for a specific stage of the integration journey and audience.
- Connect explains how to connect SmartRecruiters and Verifile, a process that is simple and can be completed in just a few steps, and is intended for SmartRecruiters Administrators.
- Integration Set-up covers the configuration required to enable the integration, including the setup of custom fields and workflows; this section applies to both new and existing Verifile customers and is also aimed at SmartRecruiters Administrators.
- Place Order outlines the process of ordering background checks and tracking their progress as part of day-to-day recruitment activities, making it primarily relevant for recruiters responsible for ordering screenings.
- Background Check Results focuses on the end of the screening process, explaining how to access and review the final Verifile report within SmartRecruiters, and is intended for recruiters responsible for ordering screenings.
What can I do with this integration?
Functionality | Description |
Connect Verifile to SmartRecruiters | Link both systems using Verifile credentials. |
Request Background Checks | Order screening packages for candidates directly from SmartRecruiters. |
Select Screening Packages | Choose from the screening packages available to your organisation. |
Select Packages in Account levels | Ensure that each account can select their own package. |
Use Job Information | Automatically include job-related information in screening requests. |
Configure DBS Information | Set up required DBS-related fields for eligible screening packages. |
Define Screening Stages | Decide at which stage of the hiring process screenings should be requested, i.e. Apply Right to Work check before hiring process |
Track Progress | Monitor screening progress without leaving SmartRecruiters. |
View Individual Check Statuses | Review the status of checks included within a package. |
Access Final Reports | Open completed Verifile reports from the candidate profile without leaving SmartRecruiters. |
Manage Cost Allocation | Map Account Names and PO Numbers from Job information. |
How to connect
Let's connect with the integration. If you are an existent Verifile customer, ensure that you have your Verifile credentials, namely e-mail and password (same used to access Verifile account).
- If you use SSO to access Verifile domain, please send to support contact your username (composed by name and surname) and e-mail, then a password will be shared to your e-mail.
- If you are a new customer, we will create your credentials. Please share name and e-mail to support contact.
The integration is proudly built and maintained by our team. Once you receive your credentials, please proceed to the next steps.
Activate the Verifile Integration in SmartRecruiters
Go to the SmartRecruiters Dashboard, click at Apps & Integrations, then search for Verifile in the apps list. Then, click to connect and add your same credentials used to access Verifile (described steps at How to connect section). Please take a moment to review and select the consent checkbox, then press Connect button. The integration is now ready to use. Note: The connection remains active automatically unless manually disconnected.
Configure Required Custom Fields
Why this step is required
Packages require additional job-related information. Without these fields, packages may not appear correctly during ordering.
Custom Fields - Package selection
To ensure that packages are available, is necessary custom fields for first time use. Go to the SmartRecruiters Dashboard, click at Apps & Integrations, then search for Verifile in the apps list. Since you are already connected, please access "Configuration" and match the corresponding setup:
- Verifile DBS Purpose of Check, Verifile DBS Employment Sector and Department - required if a package you will order includes DBS check.
- Verifile DBS Job role and Verifile DBS Job Tittle - required to collect job position details.
DBS Check Type | Mandatory Field |
Basic |
|
Standard | Verifile DBS Job Role |
Enhanced | Verifile DBS Job Role |
Custom Fields - Hiring Process
Why this matters
The hiring workflow order affects when background checks are triggered. An example: Right to Work checks may need to happen before full screening. Below you can check how to proceed:
- Open: Configuration
- Scroll to: Hiring Process
- Create:
- Job-specific workflows
- OR a default workflow
Organise Workflow Steps
- Go to: Jobs
- Open: Hiring Process
- Reorder the workflow stages as required
This setup will ensure the right sequence, like Right To Work checks being requested before the screening process itself.
SmartRecruiters knowledge base includes helpful articles to assist with setting up the integration and using the SmartRecruiters platform. You can access the knowledge base here. Please note that an account is needed to access the SmartRecruiters platform.
Place an order
To place an order, make sure to have a Job created and an Applicant profile linked to this job position. Then, in the candidate profile, click at Assessments, select + Order Assessment, then select Verifile in the partner list and the packages desired for the candidate. Click send.
You can confirm the setup was successfully done at Jobs » Job details » Job Fields
If you need customise e.g. Employment sector, just click at "Edit" on the right and you can adapt as business needs.
In the same Assessments section, you will be able to see the selected packages and the checks contained at these packages, with their following status.
Account name and PO number
If your organisation uses Subaccount levels and PO Number for reporting, billing, or cost allocation, you can use this functionality to populate these values from the Job in SmartRecruiters.
First step is to add at Configuration (same place as DBS checks were set) the Verifile Account Name. This will support you to set packages according to each account level.
Then, once creating or editing a Job in SmartRecruiters, ensure that the and Cost Centre field is completed. When requesting a Verifile screening, no additional action is required.
How it works:
- Create or edit the Job in SmartRecruiters.
- Complete the Verifile Account Name and Cost Centre fields.
- Submit the background check as usual.
- Verifile automatically retrieves these values from the Job and maps them as follows:
- Verifile Account Name → Account Name
- Cost Centre → PO Number
Note: If the Verifile Account Name (in that example, named as Verifile Subaccount) or Cost Center (in that example, named as Cost Center 1) fields are left blank on the Job, the corresponding Account Name and PO Number values will not be available to Verifile during the screening request.
Please note that Job fields are customised components, and the wrong usability can block the correct function. Ask to your SmartRecruiters consultant the best ways to use it or access the knowledge base here. Please note that an account is needed to access the SmartRecruiters platform.What happens next?
The candidate will receive an email from Verifile with instructions to complete the screening process.
The candidate will:
- provide personal information;
- upload documentation if required;
- complete steps within the Verifile Candidate Portal.
Important: Inform candidates in advance that they will receive a Verifile email. This helps avoid delays.Tracking Progress
To review the updates, navigate to Assessments section at Candidate profile, you will be able to see the selected packages and the checks contained at these packages, with their following status and see the latest updates.
Status Mapping
SmartRecruiters | Verifile |
Pending | Awaiting Candidate Entry / Information Required |
In Progress | Processing / Quality Checking |
Completed | Completed |
Rejected / Expired | Cancelled |
You can also add labels that SmartRecruiters provides to better categorisation. Check this with your consultant.
It isn't possible to make changes to a Verifile order already placed. If you need any assistance, please reach out to your Verifile support contact.
Cancel Order
It isn't possible to cancel an order to a Verifile order already placed. If you need any assistance, please reach out to your Verifile support contact.
Background Check Results
After all checks have been completed, the order will have a status of Completed and the Verifile final report can be accessed within SmartRecruiters. To find this at SmartRecruiters Dashboard, access, Candidate Profile, go to Assessments section, then click at Clips Icon and the Verifile Report will be provided.
All in One
The diagram below provides a high-level overview of the complete SmartRecruiters and Verifile journey, from connecting the integration and configuring the required settings to ordering screenings, tracking progress, and accessing the final background check report. Use this view as a quick reference to recap the overall process as informed in the detailed instructions in each section of this guide.
What the Integration does not support
Functionality | Supported? |
Order in Bulk | No. Just individual orders are available. |
Edit a Submitted Screening Request | No. Once submitted, screening requests cannot be modified. |
Cancel a Submitted Screening Request | No. Submitted screening requests cannot be cancelled through the integration. |
Change Checks After Submission | No. Checks included in an order cannot be altered after submission. |
Complete Screening Within SmartRecruiters | No. Candidates must complete the process through the Verifile Candidate Portal. |
Run a Screening Without a Candidate Linked to a Job | Not documented or supported within the described workflow. |
View Final Results Before Completion | No. Users can track progress and statuses, but final results are only available once the screening is completed. |
Ongoing Support
This integration typically runs smoothly with very little ongoing maintenance. If anything goes wrong (e.g., issues placing orders), Verifile will investigate and support you accordingly.
For questions or assistance during setup, feel free to reach out to your Verifile support contact.
Troubleshooting
I do not have an email and password to access SmartRecruiters
Check:
- If you use SSO to access Verifile domain, please send to support contact your username (composed by name and surname) and e-mail, then a password will be shared to your e-mail.
- Sent by service@verifile.co.uk
- Subject "Verifile Log In"
- If you are a new customer, we will create your credentials. Please share name and e-mail to support contact.
Package not visible
Check:
- Required custom fields were configured
- DBS fields are populated
DBS Check Type | Mandatory Field |
Basic |
|
Standard | Verifile DBS Job Role |
Enhanced | Verifile DBS Job Role |
- Ensure user permissions are correct: This is defined in your SmartRecruiters account
Candidate did not receive email
Check:
- Candidate email address
- Spam/junk folders
- Email delivery restrictions
For questions or assistance during setup, feel free to reach out to your Verifile support contact.
SmartRecruiters knowledge base includes helpful articles to assist with setting up the integration and using the SmartRecruiters platform. You can access the knowledge base here. Please note that an account is needed to access the SmartRecruiters platform.Was this article helpful?
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