Teamtailor: Verifile Integration and Usage Guide

Modified on Tue, 15 Jul at 11:18 AM

TABLE OF CONTENTS

Introduction
How to set up
Place Order
Background Check Results
Tracking Progress
Cancel Order

Introduction

Through this integration, employers using Teamtailor can seamlessly initiate background checks on candidates via Verifile without leaving the Teamtailor platform. This enhances compliance, reduces manual data entry, and accelerates the time-to-hire process.

The integration simplifies, is secure and compliant.

You’ll find an overview of the process below: Integration Setup, Place Order and Background Check Results.

Integration Set Up explains the steps to set up the integration.
Place Order outlines the order creation journey, tracking progress and necessary adjustments.
Background Check Results covers the end of the process, including accessing the final report.

How to set up

Let’s set up the integration. Connecting Teamtailor with Verifile is a seamless experience. The integration is built and maintained by our team and is free for our customers. The process involves sending setup details to Verifile, which enables integration and activation.

Enable the Verifile Integration in Teamtailor

Go to Teamtailor Dashboard by clicking on your organisation’s name in the top right corner and navigate to Marketplace.

Inside the Marketplace, locate Background Checks and find Verifile in the list of partners. Once you’ve located us, activate the integration.

Create the Integration Key

Then navigate to the Settings option. Locate Integrations and find API Keys. Note that this page is only accessible to users with Company Admin access. Now, you can both create new keys and delete existing ones.

To make an API key, access + New API Key in the top right corner. Key the key safe - you will need it shortly. (The API Key will be in this format: 0a0aaa00-0a00-0aa0-000a-000a0aa0aaa0). If you have any questions, please check this article.

Create the Admin Optional Key

We recommend setting up an optional Admin API key to experience the full integration. By enabling the Admin Key, you can pull resumes/CVs. To proceed, repeat the steps listed in the previous section. ? The Admin Key will have this format: AaAAa-AaA00A0AAAa0AAAaAAaaAAAaa-0aaA0AA0.

These settings should be:

API Scope: Admin
Select: Read

Send Your Details to Verifile via PrivateBin

PrivateBin is a free website that lets you send messages privately and securely. The message disappears after a short time, and only those with the link can view it.

Go to the PrivateBin website and type your setup information into the big empty box in the middle of the page.
At the "Expires" option, select the 1 day. This means how long the message should stay online. After this time, the message will automatically disappear.
Click on the 'Create' option. This creates your message and encrypts it (makes it secure).
Please copy the link that appears; it is the only way to see the message.
Share the link with the Verifile support contact. Only our team with the link can read the message. Safe and easy.

Now that you know how to use PrivateBin, let´s recap all the integration setup information.

Name and e-mail
Your Teamtailor Integration Key
Teamtailor Admin API Key

Verifile will take care of the rest on their end — creating the necessary user in their system and configuring the integration using secure API access. Once setup is complete, Verifile will:

Confirm that the integration is active
Allow you to start sending candidate details from Teamtailor directly to Verifile for screening

You’ll be notified once everything is up and running!

Packages

When using the Verifile background screening integration in Teamtailor, it's essential to understand how the available packages are displayed during the 'Place Order' process.

Where do the packages come from?

Packages are retrieved directly from Verifile. Once the integration set-up is complete, packages will be visible when placing an order for a candidate. If no packages are shown, contact your Verifile support contact.

Ongoing Support

This integration typically runs smoothly with very little ongoing maintenance. If anything goes wrong (e.g., issues placing orders), Verifile will investigate and support you accordingly.

For questions or assistance during setup, please feel free to reach out to your Verifile support contact.

You’ll be notified once everything is up and running!

Teamtailor knowledge base includes helpful articles to assist with setting up the integration and using the Teamtailor platform. You can access the knowledge base here.

Place Order

To place an order, here are the steps to follow: Go to Jobs and once a candidate is created, go to the candidate profile, click on the three dots at the top, select Add Integrations and click Verifile.

Fill in the detailed requested, such as Package, Purpose of Check and Employment Sector.

If the background check package you’ll order includes a Standard or Enhanced DBS check, you must select a value from the Verifile DBS Job Role drop-down list. If the package includes a basic DBS check, you must select values from the Verifile DBS Purpose of Check and Verifile DBS Employment Sector drop-down lists. To place an order under a subaccount that you have set up in the Verifile system, select the subaccount name from the Verifile Account list. Once completed, click Place Order bottom.

After that, a verification process will be initiated by Verifile via email to the candidate. It’s essential to clearly inform the candidate that they will be contacted by Verifile. The candidate will need to provide personal information and complete the necessary steps through the Verifile candidate portal.

Background Check Results

After all checks have been completed, the order will have a status of Completed, and the Verifile final report can be accessed within Teamtailor. You will need a Verifile system login or SSO (single sign-on) access to the Verifile system to access the final report. To find this on the Teamtailor Dashboard, go to Jobs and click on Candidate Profiles. Access will be available, and there you will be able to see the candidate created.

Click on the profile to view the updates. There is a link to access the Verifile Report.

Tracking Progress

To review updates, navigate to Teamtailor Dashboard, go to Jobs and click on a candidate's profile, access it and there you will be able to see the candidate created.

Click on the profile to view the updates. There is a list of the background checks and the Verifile status of each check, e.g. Sent, Pending and Completed. It isn’t possible to make changes to the Verifile order already placed. If you need any assistance, please reach out to your Verifile support contact.

Cancel Order

It isn’t possible to make changes to a Verifile order that has already been placed. If you need any assistance, please reach out to your Verifile support contact.

Once the order has been cancelled by Verifile, the updated status at Teamtailor will be Failed.

The Teamtailor knowledge base includes helpful articles to assist with setting up the integration and using the Teamtailor platform. You can access the knowledge base here.

Need help?
Live Chat is available on the right, and you can self-serve via our Client Support Portal.
Call us at +44 (0) 1234 339 350 (Monday to Friday, 8:30 a.m. to 5:30 p.m. U.K. time).
Email service@verifile.co.uk.

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