Overview Welcme t Vercity, the ESS web management system fr rdering backgrund screens and managing the results. Frm any cmputer, yu can lg in and access yur applicants securely, rder a new reprt, and even change yur wn accunt settings. Yur Vercity accunt has been designed fr quick access t the infrmatin yu need mst, whether yu are lking up a specific applicant, finding all recent applicants with pssible recrds r discrepancies, quickly rdering a standard backgrund check, r cmpiling statistics fr the last week r mnth. This guide cntains fur main sectins as fllws: Ordering a reprt Finding a reprt Managing reprts Managing yur accunt If yu have any questins that are nt cvered in this manual, we encurage yu t cntact us at 866 859 0143 r send an email t results@es2.cm.
Ordering A Reprt T rder a new reprt fr an applicant, click the Order Reprts tab at the tp f the page. Frm here, yu will: Enter applicant infrmatin Chse a backgrund package, r pick frm a list f individual searches Aut ppulate yur searches Enter details fr searches Cnfirm and submit yur rder Enter Applicant Infrmatin At the tp f the page, enter the basic infrmatin abut the applicant, including name, date f birth, scial security number, and address. Make sure t include all infrmatin yu have. If yu leave ut a required field, (EX: Yu leave ut the date f birth when rdering a cunty criminal) the system will flag yu upn rdering that yu need t supply that infrmatin. Additinal Names t Search: Add ne r mre names as AKA's (maiden names r alternate names). This will allw yu t rder searches fr multiple names simultaneusly. Yu can add extra names by clicking + Add anther, r remve a name yu've already added by clicking the Remve link n the right.
Additinal Addresses t Search: Add ne r mre sets f City, State, and Zip t the rder. This will make it easier t aut ppulate searches like Cunty and Statewide Criminal searches later. Yu can add extra addresses by clicking + Add anther, r remve an address yu've already added by clicking the Remve link n the right. Uplad Dcument(s) fr this Applicant: Uplad a release frm r ther dcument(s) that will accmpany this backgrund screening rder. Enter a title fr the dcument, Brwse fr the dcument n yur cmputer, and click Save Dcument t uplad int the system. Nte: Uplading necessary dcuments at this stage, rather than faxing r emailing them, will cut dwn n the turnarund time fr the backgrund screen. Send Reprt t Applicant: Yu can ensure that a final cpy f the reprt is sent autmatically t the applicant, in additin t being made available t yu. Check by email r by fax, r bth, t chse the delivery methd, and the system will prmpt yu t enter the necessary infrmatin. Nte: The system will email the reprt t the applicant at the same time it emails yu. Yes, Allw us t Cntact Applicant: Check the bx and enter a cntact phne number t allw ESS t cntact the applicant in rder t btain necessary infrmatin r dcuments t prcess their reprt. Reference Cde: Tag a search with a reference cde, billing cde, department cde, r smething similar. This cde will be stred with yur search, as well as appearing n the detailed invice.
Chse a Package r Pick Yur Searches Depending n yur setup, yu will be able t rder custm packages, bundles, individual searches, r a cmbinatin. Click the drpdwn next t Select Package as shwn belw. Then yu can chse frm pre defined Cmpany Packages, Cmpany Bundles, r select yur wn searches by chsing Order Individual Searches. If a cmpany package r bundle is chsen, then the set searches will be autmatically rdered. If yu chse t rder individual searches, then yu will click n the searches yu want t rder. Enter Details Fr Searches Once a search is rdered, the clred rder bar will appear. Searches that have cmplete infrmatin will be green. Searches that require additinal infrmatin will be gld.
Click the gld clred search, t fill in the necessary fields. Remember t click Save when finished; this will validate what yu enter. As lng as the bar is gld, the search infrmatin is nt cmplete. Add additinal schls, emplyers, cunties, and s n under a specific search by clicking the + Add anther link at the bttm f the search sectin. Nte: Use the Find a Schl link t quickly lcate the educatinal institutin fr yur applicant. The name f the field displays in the field itself. Rll yur muse ver the field nce smething has been typed in that field t display the field name. Adding and remving search types Yu can add r remve search types at any time. T remve a search type, click the X t the far right f the search name. If yu remve it accidentally, re click the title t add it again. T add a new search, click any search name that is currently gray. The search name will be green r gld; if it is gld, yu can add the details as mentined in the sectin abve. Yu will ften have a Shw Mre Searches buttn at the bttm, shwing yu searches that are nt part f the package r that yu have nt rdered previusly. Click this buttn t review ther searches available t rder.
Cnfirm & Submit Yur Order Once all f the necessary infrmatin is entered, click the buttn at the tp right t cnfirm and place yur rder. If any searches are nt cmplete, r have nt been saved (and still have gld titles), yu will be prmpted t make crrectins befre submitting. Finding an applicant Find the status r pull a reprt fr any applicant, whether in prgress r cmpleted, thrugh yur Vercity accunt. There are three basic ways t find an applicant: Quick Find Advanced Search Brwse by Status Quick Find Use the Quick Find, lcated at the tp f almst every page in yur Vercity accunt, t lcate an applicant by first r last name. Start typing the first few letters f the first r last name, and the system will suggest a list f matching applicants. In the example abve, bth first names (Jhnny) and last names (Jhnstn and Jnes) are matched. This means yu can search by either first r last name frm the same field. See Advanced Search if yu need t search by first and last name at the same time.
Once the applicant s name is fund, click his/her name, and then click the applicant's detail windw (see Managing applicants). icn t bring up the Advanced Search Advanced Search allws yu t search fr applicants by first name, last name, date f birth, scial security number, date rdered, client reference cde r any cmbinatin f factrs. The Advanced Search link is at the tp f the page next t Quick Find. The Advanced Search page allws yu t search by ne r mre fields as shwn belw. Fill in the field r fields yu wish t search. Nte: if yu fill in mre than ne field, nly applicants that match all fields will be fund. If yu have permissin t view reprts rdered by ther users in the accunt, r yu are the branch manager, yu will als be able t search by user r branch as shwn belw.
Brwse by Status When n the hme page r any reprt management page, a listing f statuses alng with hw many applicants are in each status will be displayed. Click the apprpriate icn t get a list f all the applicants in that status. In Prgress: The applicant still has ne r mre searches that have nt been cmpleted. Yu can keep track f an applicant in real time, even if there are a few searches still pending. Cmpleted: The applicant's backgrund check is cmpletely finished. Yu can leave an applicant in this status as lng as yu like; eventually, yu shuld mve cmpleted applicants t the Archived categry. SwiftHire: SwiftHire is a feature that can be enabled allwing an applicant t cmplete and rder a backgrund screen n their wn. Please refer t the SwiftHire Training Manual fr step by step instructins. Nte: Cntact ESS t activate yur use f the SwiftHire feature. Archived: Cmpleted applicants shuld be mved t the Archived categry nce yu n lnger need t actively mnitr their backgrund check. This will help yu mre effectively mnitr yur recently cmpleted applicants. Needs Attn: This categry shws nly applicants that have either 1) an unread status update, r 2) missing infrmatin that yu need t supply. We recmmend that yu view this categry frequently, as it allws yu t mre efficiently mnitr applicants. Discrepancy: This categry shws all candidates that have a criminal recrd, unverified schl r emplyment recrd, r psitive drug test. Yu can quickly access applicants that may require adverse actin using this categry.
A list view f applicants will display nce a categry is selected: Icn ntificatins The blue dt indicates that yu have nt yet lked at this applicant. Once yu click and view the applicant, the dt will disappear. The blue speech bubble means indicates an unread status update. Applicants with this icn will als shw up in the Needs Attentin categry. Once the status updated is viewed, the icn will disappear. The yellw alert icn displays when yu need t submit additinal infrmatin befre the applicant can be fully prcessed. Fr example, there may be a missing release frm r maiden name. The missing inf can be supplied directly thrugh the system as explained in Managing applicants. Any applicants with this icn will als shw up in the Needs Attentin categry. The yellw flag indicates that there is a discrepancy in the applicant's recrd, such as a criminal recrd, unverified schl r emplyment recrd, r psitive drug test. Any applicants with this icn will als shw up in the Discrepancy categry. The discrepancy can be viewed by clicking the icn r the applicant name; see Managing applicants fr mre infrmatin. Next t each applicant, yu'll als see a status bar, which shws yu hw many searches are cmpleted fr that applicant's backgrund check. This is updated in real time, s yu can check nline any time yu wish. If an applicant has a cmplete backgrund check, their status bar will be green as shwn belw. Yu can click anywhere within the rw cntaining an applicant's name t get t the applicant detail windw, which is described in Managing applicants.
Srting the Applicant List Each clumn heading in the list f applicants can be clicked t change the srt rder. Click nce t srt by that clumn, r click twice t reverse srt by that clumn. By default, the list is srted by applicant name. Paging Thrugh & Viewing All Applicants By default, nly 8 applicants are shwn per page. If yu have mre than 8 applicants, yu can navigate t the first, next, previus, r last page f applicants using the links in the bttm right. If yu wuld rather view all applicants n screen at ne time, click the View All link in the lwer left. T g back t a smaller view f applicants, click the View 8 at a time link in the lwer left. Mass Archiving Applicants Yu can archive individual applicants whse backgrund checks are cmplete, as explained in Archiving an applicant under Managing applicants. Hwever, it may be mre cnvenient t archive several, r all, cmpleted applicants at nce.
Fr example, lk at all cmpleted applicants and ntice the checkbxes alng the left. This allws yu t quickly archive ne r mre applicants. (These checkbxes will nly appear next t cmpleted applicants, since yu can't archive an applicant still in prgress.) Select the applicants yu wish t archive, and then click the buttn at the bttm. If yu wish t archive all cmpleted applicants at nce, click the Archive all link next t the Cmpleted categry. Managing Applicants There are several ways t manage applicants in Vercity, including viewing cmplete reprts, requesting status updates, archiving applicants, and rdering mre searches. T begin managing an applicant, simply find the applicant yu desire (as explained in Finding an applicant). If yu use the Quick Find, then the applicant detail windw will display immediately. If yu use the advanced search r brwse by categry feature, yu can click n the desired applicant t bring up the detail windw. Belw is a typical detail windw.
If yu clicked n this applicant frm a list f applicants, then yu will see tw links in the upper right. Use these links t navigate back t the list f applicants, t the previus applicant r t the next applicant. Reprt Optins At the tp f the Applicant Detailed View page, yu will see the reprt summary, with the main infrmatin n the applicant, the current status, and the reprt prgress bar with icn ntificatins n the right. (See Icn ntificatins under Finding an applicant fr details n what these icns mean.) T view the cmplete backgrund screening reprt n this applicant, whether cmpleted r nt, click the applicant's name r the status. Either way, a new windw will pen with the cmpleted reprt, which yu can view r print. The View Reprt Optins link, just under the DOB in this tp summary, will pen up further ptins as shwn belw. view reprt: pen up the reprt fr viewing in a separate windw. print reprt: view and autmatically initiate printing f the reprt allwing yu t chse a printer. (If yu want t print the reprt but yu used the view reprt link, press CTRL+P n a PC r Cmmand+P n a Mac. This wrks fr any web page.)
mark unread: keep this reprt flagged as unread in the list. archive reprt: mve this reprt int the archive. Nte: this selectin will nly appear n cmpleted reprts. e mail reprt: email the reprt frm the system t an authrized user. fax reprt: fax the reprt frm the system t an authrized user rder mre: rder mre searches fr this applicant, which will becme part f the same reprt. Fr example, yu can use it t rder a pre adverse actin letter fr an applicant wh failed their backgrund check. re screen this applicant: rder an entirely new cpy f the same reprt fr this applicant. The system will aut fill all the infrmatin s that yu can run the same searches again, r yu can remve/add searches as yu see fit (as explained in Enter details under Ordering a reprt). uplad dcument(s) fr this reprt: uplad any dcuments needed t prcess this applicant. Fr example, if the reprt requires a release frm, and yu did nt uplad the release frm during the rdering prcess, yu can d s here. Search Types Belw the reprt ptins, yu will see a listing f all searches that are part f this applicant's reprt. Next t the search name, yu will see icns that shw whether the search has a discrepancy, an unread status update, r needs yur attentin due t missing data (as explained in Icn ntificatins under Finding an applicant). T the right f each search name is a checkbx. If the bx is checked been cmpleted; if it des nt, then the search is still in prgress., then the search has Yu can click n any search name t view the details which appear t the right. Fr example, if the search des nt have a recrd, yu will see a Cmplete N Recrd link. Click this link t view the details f that search nt the whle reprt, but just the prtin that pertains t this search. This allws yu t quickly see the details f the search withut scrlling thrugh the entire reprt. In additin, if the search is still in prgress, yu will see a Status Request link. Click this link t send in a request fr the status f this search.
Dcuments and Ntes n Searches If the search has the Needs Attentin icn, then yu will see a request fr missing infrmatin in the Ntes sectin at the bttm left after yu click that search. In the example belw, yu are prmpted t prvide a drivers license number. At the bttm f the screen, yu can view any upladed dcuments r any recrded ntes fr the search that has been selected frm the Search Types sectin. Yu can als uplad a new search specific dcument r add a nte fr yur wn purpses using the Add dc and Add nte links yu see in these sectins. Managing yur accunt Yur Vercity accunt gives yu access t several cnvenient features allwing yu t quickly access infrmatin such as invices, dcuments, and statistics reprt, as well as change yur ntificatin and user settings in real time. Click the My Accunt tab in the upper right crner t access yur accunt settings. Use the links alng the right t find the sectin and page yu are interested in. Each sectin is explained belw. Prfile The prfile sectin is where yu manage yur wn user settings. On each page described, make sure yu click when finished making changes. My Accunt Inf: Update basic prfile infrmatin abut yurself, including: User Infrmatin: Update yur name, phne number, and main email address. This may affect the header n yur applicant reprts. (Nte: yu cannt change yur user ID that is used t lg in t the system.) User Optins: If yu are an administrative user, add and remve yur wn user permissins here. If nt, yu will need t ask yur main administrative user if yu need access t a new feature.
Screening Statistics Reprt: Chse hw ften yu wuld like t receive the Screening Statistics Reprt via email. This reprt will give yu a snapsht n the screenings yu run thrugh yur accunt. The daily reprt will reprt n the previus day's statistics, the weekly reprt gives statistics n the previus week, and the mnthly reprt gives statistics n the previus mnth. My Results Delivery: Use this link t change the methd and frequency yu receive system ntificatins: Sending Results: Update yur email address, fax number, r bth. The system will use these when sending yu reprts and ntificatins. (Nte: The system will email reprts as an attachment. Click Embed the Reprt in the Email t receive HTML emails.) Cmmunicatin Methd: Chse hw yu want the system t send yu reprts and ntificatins. Email reprts and ntificatins will be emailed upn cmpletin t the address entered. Fax reprts and ntificatins will be faxed upn cmpletin t the fax number entered. Email & Fax reprts and ntificatins will be emailed and faxed upn cmpletin. Online Only ntificatins and cmpleted reprts will nly be viewed nline. (Nte: there will nt be any ther ntificatin sent that a reprt is cmpleted.) Email: Status Only the system will nly email reprt status updates, but will nt send yu cmpleted reprts r ntificatins. Result Delivery Timing: These ptins allw yu t set hw ften the system sends yu ntificatins abut reprts. Send Immediately: Get an update each time a search is cmpleted fr an applicant. Fr example, if ne applicant has 6 different searches, yu will get up t 6 different emails ne each time ne r mre searches is cmpleted.
When Reprt is Cmpleted: Get an update when the entire reprt is cmplete fr the applicant. This is the mst cmmn setting. Batch Searches: If yu rder a lt f searches, yu can receive updates every tw hurs when searches cmplete. Any searches that have been cmpleted since tw hurs ag will be sent t yu in a single email. Batch Reprts: If yu rder a lt f reprts, yu can receive updates every tw hurs when reprts cmplete. Any reprts that have been cmpleted since tw hurs ag will be sent t yu in a single email. Online: Yu will nt receive any ntificatin when searches r reprts are cmpleted. Yu will, hwever, receive ntificatins f updates r items that need attentin, if yu chse a cmmunicatin methd ther than Online Only. My Passwrd: Update yur passwrd used t access yur Vercity accunt. Cmpany Inf: This link is nly available if yu have administrative access. Use it t mdify the cmpany name, email address, address, and fax number that nrmally appears as the return address n yur final reprts. My Dcuments: Access any dcuments we have made available t yu frm this page, securely and cnveniently. Click the dcument name t pen and dwnlad t yur cmputer. User Inf Create and mdify ther users n yur accunt. Only administrative users will see this sectin. Add User: Create a brand new user n yur accunt with the fllwing infrmatin: User Infrmatin: create a user ID (which must be at least 6 characters with n spaces), a passwrd (which must be at least 6 characters including at least ne number, and n spaces), a cntact name (first and last), phne, and email. User Optins: Cntrl what privileges each user has with their accunt: Active: Always check this bx fr new users, unless yu need t delay their ability t lg in fr sme reasn. Nte: uncheck this bx if a user needs t becme inactive. Administratr: The user can d everything in the accunt, including: Change his/her wn user permissins Add new users and chse their permissins Change cntact inf and permissins (but nt passwrds) fr current users View Other Users' Reprts: Allw the user t view nt nly their wn rdered reprts, but als reprts rdered by ther users. If yu check this bx, the user will have tw features
allwing them t see reprts frm ther users: A search all users checkbx added t the Find My Reprts bx n the Hme tab. Checking this ff will change the Screening Status Bx s that the number f reprts in each categry reflects all reprts frm all users. A User drpdwn n the Reprt Management tab, s the user can find his/her wn reprts, reprts frm anther user, r reprts frm all users. View Branch Reprts: Check ff this permissin t enable the user t see reprts frm branches as well as his/her wn reprts if yur cmpany manages branch lcatins thrugh yur client mdule. With this permissin, the user will have the fllwing tw features: A search all branches checkbx added t the Find My Reprts bx n the Hme tab. Checking this ff will change the Screening Status Bx s that the number f reprts in each categry reflects all reprts frm all branches. A Branch drpdwn n the Reprt Management tab, s the user can find reprts frm his/her wn client, reprts frm a branch, r reprts frm all branches. View Accunting: Allw the user t view and print invices thrugh the Accunting link under the My Accunt. Display Applicant Bx fr All Users' Reprts: If yu check this bx, then the user will always see all users' reprts, nt just his/her wn, by default in the Screening Status Bx in the client mdule. Leave this bx unchecked t allw the user t see nly his/her wn reprts by default, with the ability t change that when desired (if yu enable View Other Users' Reprts abve). Order fr Branches: Check this permissin t allw the user t place rders fr branches f the cmpany. This is an effective way t allw a single user t manage multiple lcatins r branches withut needing multiple lgins. Restrict Results Viewing: Leave this unchecked fr mst users. This will restrict a user s view f the detailed results f any reprt. He/she can view the summary and status f reprts and searches; hwever, the view reprt and print reprt links are remved, and the status f each search is n lnger linked t the details f that search. Restrict Ordering: Leave this unchecked fr mst users. This will prevent the user frm rdering reprts at all. Checking this ptin disables the Order tab at the tp, as well as the add searches t this reprt link that appear n reprts in the client mdule. Edit User: View a cmprehensive list f users n the accunt t edit any f these users, using the same fields described abve under Add User. Accunting View and print all invices, paid r unpaid, using the Invices link. This way, yu can securely retrieve any invice yu need at yur cnvenience.
Pricing View bth verall search csts and state/cunty specific search csts using the My Prices link. Als, yu can review curt fees fr varius search types and lcatins using the Curt Fees link. Reprts Receive and/r pull reprts frm yur accunt t view statistics n yur backgrund screens. Set the timing t receive a Screening Statistics Reprt under yur Prfile as explained abve. Select Activity Reprt t run a reprt n a specific search, in a specific state, and/r within a date range. Click submit and results will be displayed which can be cpied and pasted int an excel dcument t save.