How to invite a potential employee to complete checks?

Modified on Fri, 28 Jul, 2023 at 1:18 PM

How-to Video

Summary

llama.id gives employers a simple workflow to invite potential employees to join your organisation and complete the relevant checks and onboarding forms. The process is very simple and enables you to request all information within 5-10 minutes.

To complete a new invite for a employee follow this guidance. You can also pick up an in progress invite using this guidance.

How to request a potential employee to join your organisation and complete checks in llama.id?

Go your main dashboard
Click invite user (this is located in two locations)

Dashboard menu	Invite new llama

You will then be presented with the personal information step. This will kick start your invite journey. It is important this initial information is completed as accurate as possible.

Personal information

Screenshot_2022-07-31_at_09.45.35.png

Enter their name
Enter their email address
Enter their job title (Position they will be working for you)
Enter their mobile number (optional)
Enter their start date (When you expect them to join your organisation)
Enter their type of hire (only one option available now)
Once all the information is correct and validated click continue

Type of staff

Screenshot_2022-07-31_at_09.47.00.png

This is mostly relevant for organisations who work with single central records. If you organisations don't have to use single central records click "all other staff"
If you organisations rely on central record data, select the relevant position.
Then click 'continue'

Screening checks

Screenshot_2022-07-31_at_09.47.59.png

You will then be presented with the screening checks and digital boarding forms
Simply click all the checks you want to complete and what digital forms and contracts you want the employee to sign
See below example of how to select the checks and forms

Screenshot_2022-07-31_at_09.48.51.png

Reference checks

Screenshot_2022-07-31_at_09.57.58.png

This is where you will add all the reference information required
The references column on the left is where you enter the type of references and how many years of references you required
The references column on the right is any additional references you need to collect
You need to select the same information on every reference
Select reference type from the drop down and click add (you can add multiple reference types)
Then select the specific reference form you want to send out with the specific reference

Screenshot_2022-07-31_at_10.09.14.png

Enter the amount of years of references you need to collect
If you want to add an additional reference add the same information as above
You can add as many additional references as you require.

Screenshot_2022-07-31_at_10.10.31.png

Once you have added all of your reference information you can either continue with the invite flow or add the reference information yourself before continuing to the next step
If you have existing referee information to add follow this guidance here

Employee to submit referee information	Already got the referee information to upload

Qualification collection

Screenshot_2022-07-31_at_10.14.46.png

Add the qualification name you want to obtain from your employee
Click the add button
The qualification will appear
You can add multiple qualifications here
If you want to remove one, just click the minus symbol on each qualification
Once you are happy click 'continue'

Screenshot_2022-07-31_at_10.15.45.png

Additional document collection

Screenshot_2022-07-31_at_10.16.25.png

Add the additional document name you want to obtain from your employee
Click the add button
document pill will appear
You can add multiple additional documents here
If you want to remove one, just click the minus symbol on each document
Once you are happy click continue

Screenshot_2022-07-31_at_10.17.30.png

DBS ID verification

Screenshot_2022-07-31_at_10.18.02.png

Here you can select how you want your DBS application to proceed
Click "Interview or video call" for the normal DBS application route. This is where you will verify the application as an organisation
or click "Remote check via the Post Office" where the employee will have their DBS ID verified by the post office and submitted on the behalf of your organisation.
You also need to confirm who is paying for the DBS certificate
Select "organisation will pay" if the organisation is paying and this will be added to your invoice. Employee will not pay
Select "candidate will pay" this means the employee will pay for the check by card during the process

Screenshot_2022-07-31_at_10.19.33.png

Invite summary

Screenshot_2022-07-31_at_10.20.16.png

All the information you are about to send will be summarised here
You can edit any information at this point by clicking edit on the section
This will take you back through the invite flow where updates can be made
Changes will be represented in the summary screen again
Once you are happy click Send invite (scroll to the bottom of the summary page)

Screenshot_2022-07-31_at_10.22.09.png

How will my employee know about my request?

Your employee will be notified instantly that they have checks to complete. They will receive an email and text message if requested with a secure link to create an account.

To see what your employee will need to do to create an account follow guidance here

If you need to resend the invite link follow guidance here

How do I complete an in progress employee invite?

Many times things distract us which means flows cannot be completed. If you have to abandon an invite flow for an employee, you can re-enter the the invite flow by two ways in llama.id

You can search by the employees name and click in progress to continue with the invite flow
If your employee has been recently invited you can find them on the onboarding panel in your dashboard and click in progress to continue
Both methods will take you back to the start of the invite flow where you can continue