Getting Started with TibCheck: Setup, Tips, and Best PracticesTibCheck is an applicant screening and background verification tool designed to help small and medium-sized businesses speed up hiring, reduce risk, and ensure compliance. This guide walks you through setting up TibCheck, configuring it for your organization, using it effectively, and following best practices to get reliable results while protecting candidates’ privacy.
Overview: What TibCheck Does
TibCheck centralizes background screening tasks such as criminal record checks, identity verification, employment and education verification, and reference checks. It typically integrates with applicant tracking systems (ATS), provides configurable packages, and includes reporting tools to help hiring managers make informed decisions.
Before You Begin: Compliance and Preparation
- Understand local laws
- Background check rules vary by country, state, and city (e.g., ban-the-box laws, FCRA in the U.S.). Ensure your screening process complies with applicable laws.
- Define your screening policy
- Decide which checks are required for which roles (e.g., drug tests for safety-sensitive roles, education verification for professional positions).
- Create a documented consent process and adverse action procedure if you’re in a jurisdiction that requires it.
- Prepare candidate communication
- Draft clear consent forms and disclosure notices.
- Prepare templated emails explaining what the check involves and estimated timelines.
- Assign responsibilities
- Designate who in HR will order checks, review results, and take action on findings.
Account Setup and Initial Configuration
- Create your TibCheck account
- Sign up with a business email and follow any verification steps TibCheck requires.
- Choose the subscription plan or pay-per-report option that fits your hiring volume.
- Configure company profile
- Add company details, logo, and contact info to appear on candidate-facing pages and reports.
- Integrate with your ATS (optional but recommended)
- Check TibCheck’s integrations list (e.g., Greenhouse, Lever, Workable).
- Install the TibCheck app/plugin in your ATS and authorize access.
- Map applicant fields (name, email, job requisition) to ensure smooth order creation.
- Set up user roles and permissions
- Create HR admin, reviewer, and recruiter roles. Limit access to sensitive result sections as needed.
- Establish screening packages
- Build templates (e.g., Basic, Standard, Executive) combining identity, criminal, and employment checks. Name them clearly for hiring teams.
Ordering and Managing Checks
- Initiating a check
- From the ATS or TibCheck dashboard, select a candidate, choose a package, and send the consent request.
- Confirm candidate contact details to avoid delays.
- Candidate experience
- Candidates receive an email with instructions and a secure link to provide identity documents and consent.
- Offer guidance for common items (e.g., passport, driver’s license scans).
- Tracking progress
- Use the TibCheck dashboard to see real-time statuses: “Invitation sent,” “In progress,” “Completed,” “Action required.”
- Set up email alerts for completed checks or errors.
- Receiving and interpreting reports
- Reports typically highlight flags (criminal records, identity mismatches) and provide documentation links.
- Establish a review workflow for disputed or ambiguous findings.
Tips for Faster, More Reliable Results
- Verify candidate contact info before sending the invitation to reduce bounce rates.
- Use clear subject lines in invitation emails (e.g., “Complete your TibCheck background check for [Company]”).
- Provide candidates with an estimated timeline and support contact to reduce follow-ups.
- For international checks, ask candidates to provide national ID numbers or past addresses to speed searches.
- Encourage candidates to complete checks promptly by setting polite deadlines.
Data Privacy and Security Considerations
- Limit who can view full background reports; show hiring managers only the relevant summary.
- Store reports only as long as necessary per legal and company retention policies.
- Ensure TibCheck’s data handling meets your organization’s security requirements (encryption, SOC certifications).
- Use role-based access control and audit logs to track who accesses candidate records.
Handling Adverse Findings
- Consistent policy
- Apply the same criteria across similar roles to avoid discrimination claims.
- Fair process
- If a report flags an issue, verify details and give the candidate an opportunity to explain or correct errors.
- Documented adverse action
- Follow required adverse action steps (pre-adverse notice, copy of report, waiting period, final adverse notice) where applicable.
- Seek legal advice for borderline or complex cases.
Troubleshooting Common Issues
- Slow international searches: Confirm candidate-provided identifiers (IDs, previous addresses) and allow extra time.
- Candidate confusion or delays: Provide a simple FAQ and a direct support email or phone number.
- Integration sync errors: Re-map ATS fields and re-authorize the app if necessary.
- Discrepancies in reports: Request supporting documents from the candidate and open a dispute with TibCheck if needed.
Measuring Success
Track metrics to evaluate TibCheck’s effectiveness:
- Time-to-complete background checks (median days)
- Percentage of candidates completing checks within target time
- Number of adverse findings and their relevance to hiring outcomes
- Hiring manager satisfaction with report clarity
Use these metrics to refine packages, communication templates, and timelines.
Best Practices Checklist
- Create role-based screening templates.
- Keep candidate communications clear and supportive.
- Train hiring managers on interpreting reports.
- Maintain compliance with local laws and document decisions.
- Limit report access and enforce retention policies.
- Monitor performance metrics and iterate.
TibCheck can simplify background screening when configured thoughtfully and paired with clear policies. Proper setup, candidate-friendly communication, and consistent review practices will help you hire faster while managing risk.
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