Release Notes WFM: Applicant Tracking System: Completing Right To Work checks for Current Employees in Trust ID

What’s Changing?

TrustID Fourth Cloud app will change to allow Right To Work (RTW) checks for current employees, in addition to job applicant RTW checks.

Proposed Release Date: 6th August 2020

Reason for the Change

Currently, the TrustID app only allows a user to carry out a check for job candidates in the Applicant Tracking System (ATS) in conjunction with the applicants’ application ID number. This does not allow managers to carry out ongoing RTW checks for existing employees. In order to enable checks for existing employees, there will be some changes to the TrustID app.

Customers Affected

All ATS customers using TrustID.

Release Notes

TrustID will add an additional piece of functionality that will allow managers using the app to carry out ongoing RTW checks. On the page where the application number is normally added, the employee number can now also be added.

Fig 1. Entering job application ID or Employee Number

No other changes have been made on how to conduct the RTW check. An article on this can be found here: WFM - Conducting a Right to Work Check within the Applicant Tracking System (ATS) using the TrustID App.

The ongoing RTW checks using the employee number will not be sent to the ATS. They are stored in the TrustID app. To access the right to work documentation, go to:

• Fourth Engage > TrustID app > My Scans (or All Scans for users with a higher permission access) > Select the applicable RTW check > PDF

Fig 2. Accessing the right to work documentation within Trust ID

The PDF version of the certificate will need to be manually downloaded. Select the Download icon > Save.

Fig 3. Download icon for RTW documentation within Trust ID

Please note: Scans are only stored for 90 days in the app. If the certificate is not downloaded within that time you will have to repeat the RTW check.

Adding the Certificate to the Employee’s HR record

To add the certificate to the employee record, go to the HR & Payroll system:

• HR module > Employees > Employee List
• Search and select the relevant employee

Fig 4. Employee record in the HR module in WFM

• Go to Employee Info > Document Management > Upload a new Document

Fig 5. Uploading right to work documentation to an Employee record

• Select the appropriate Document Type category from the drop-down
• Select Choose File and select the certificate to upload
• Notes can be added but are not required
• Save

Please note: The document management category Right to Work which is used by the ATS for new employees cannot be used for the manual upload and therefore is not visible in the Document Type drop-down.

Action Required (if applicable)

Please communicate the changes to TrustID to the relevant users of the app to ensure there is no confusion around how RTW checks are completed for current employees.

If currently using a separate TrustID account to conduct right to work checks for existing employees, Fourth recommends to discontinue the account. Customers are advised to contact TrustID to terminate any additional user accounts to avoid maintenance of two separate accounts.