Create Candidate Compliance Details

Professional and Enterprise Customers can create and manage compliance details by adding custom fields to candidate records. Configure dropdowns, text, date, and document fields, set mandatory fields, and enable follow-up reminders.

• Overview
• Compliance Details Page
• Drop Down Field
• Text Field
• Date Field
• Document Field
• Editing a Compliance Detail
• Deleting a Compliance Details

 

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Overview

 

 

Compliance details allow you to add custom fields to a candidate record for tracking essential compliance information. These details can include proof of address, right-to-work documents, DBS checks, or industry-specific compliance requirements.

Super Users and Compliance Users can manage compliance details by navigating to: Settings > People Configuration > Compliance Details

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Compliance Details Page

To add a new compliance detail:

1. Navigate to the Compliance Details page.
2. Click the Add button at the bottom of the page.
   
3. A side panel will open where you can:
   • Enter a Name for the detail.
   • Select field types to enable for this compliance detail.

Each compliance detail can include a combination of one of each field types:

• Dropdown
• Text
• Date
• Document

You will see all the compliance details in the Details tab of a candidate’s record.

You can also enable the compliance detail to be available on the registration workflow. You can also set fields as mandatory if required.

 

 

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Dropdown Field

A dropdown field allows users and candidates to select from predefined values.

To select an existing  candidate compliance detail dropdown field:

1. Enter the existing dropdown name into the "Dropdown Name" and select the dropdown from the list
   
2. The dropdown list will pre-populate allowing for adding, renaming, or removing items from the dropdown.
   Note: You can also rename the dropdown by clicking the edit pencil icon.
   
3. Once set up, the dropdown will be available for selection in the compliance detail.

Note: Any changes you make to the dropdown name or dropdown items will be changed anywhere that uses the Candidate Details.

To create a new candidate compliance detail dropdown field:

1. Enter the new dropdown name into the "Dropdown Name" and select the dropdown name with the add icon (+)
   
2. Add dropdown items by clicking "+ Add Item" and click "Save"
   
   Note: This will create a new dropdown with items in Settings > System Configuration > Drop Downs > Candidate Details

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Text Field

A text field is a free-text input where users or candidates can enter any text or numeric values. This is useful for data that does not fit into a predefined list of options.

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Date Field

A date field enables users or candidates to select a specific date. This is ideal for details with expiration dates.

Follow-Up Options

Date fields can have follow-up reminders set up using:

• Set Reminder: Creates a follow-up task on the To-Do list a specified number of days/weeks/months/years before the selected date.
• Recurrence: Automatically creates a recurring follow-up item at specified intervals.

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Document Field

A document field allows users to upload and store files against a compliance detail. Users most typically use the document field for storing scanned copies of passports, birth certificates, or other verification documents.

 

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Editing a Compliance Detail

You can edit compliance details by navigating to the Compliance Details page and selecting the blue pencil icon next to the relevant detail. Users can modify the name, field types, and mandatory settings as needed.

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Deleting a Compliance Detail

A compliance detail can be removed or permanently deleted.

Removing a Compliance Detail

1. Click the red cross next to the detail.
   
2. A confirmation popup will appear.
   
3. Confirm the removal to disable the compliance detail.

You can reinstate or permanently delete removed compliance details:

• Reinstate: Click the arrow icon to restore the detail.
  
• Permanently Delete: Click the bin icon.
  

By following these steps, you can effectively manage compliance details within your system, ensuring you accurately record and maintain all necessary candidate compliance information.