Managing Candidate Compliance for Staffing Agency Users

The compliance listing screen will give you a list of Candidates that are currently in a booked or active status. You will be able to review, upload and update compliance requirements.

The compliance listing screen has 4 Tabs:

Files Due Tab: this tab focuses on candidates who have files due

Expiring Docs: this tab will list compliance documents that are going to be expiring in the next 15 days. The default Expiring within time frame can be changed.

Percentage Buckets: the system will place the active/booked Candidates into the correct percentage buckets based on the Candidate’s compliance percentage.

View All Tab: will show all candidates that are currently in an active/booked status

The Expiring Documents tab groups the documents based on their type: Credential, Certification and License.

Communication and Notes for Compliance Documents

There are several ways notes may be shared between the VMS/Client user and agency. Credential specific communication will be made using the notes feature. You can review and leave notes for each individual compliance requirement within a Candidate’s compliance profile. 

• Job notes - view only, this further details the credential requirement and acceptance criteria.
• VMS/Client Notes - view only, this is a note left by the VMS or client team regarding that specific credential.
• Agency Notes - agency users can add a note on a specific credential that will be visible to the VMS and client user.
• Compliance homepage notes -  On main compliance page, the view all, percentage categories, and files due tab have a note column to leave and review notes. The note will be visible for all users and user types (Client, VMS, Agency). When you see a red bubble with a number, it indicates that you have new notes to review. These notes can be used for general updates.

Viewing Compliance Profiles and Requirements

Candidate’s assignment specific compliance profiles can be viewed under the View All tab by double clicking on the line.

Each Compliance Profile will include the following details:

• Compliance Percentage
• Assignment Details
• Candidate Details
• Candidate Contact Details
• Compliance Requirements: Credentials, Certifications, Professional Licenses

Uploading Compliance Documents

Compliance items can be uploaded by clicking on the document icon under the Docs tab. In the pop-up window, click on Choose and select the file from your computer. Expiration dates can be added by clicking on the Calendar icon then hover over the action items and click on Save.  

Associating Compliance Documents

Whenever there is a document already uploaded into the Candidate’s profile the document icon will be black. These documents will be listed as Candidate Documents in the pop-up window. These compliance items will need to be selected in order to be able to proceed with the association.

After the document has been associated or uploaded it will be in a Submitted by Agency status. After the VMS or Client reviews the document, they can use the following statuses:

• Declined
• Expiring
• Expired
• Reviewed
• Verified

Statuses that are not listed above were added by the VMS user.

When the VMS or Client user verifies the document, the document icon will turn green, and the compliance percentage will be updated.