Pinpoint: Verifile Integration and Usage Guide

Modified on Thu, 10 Jul at 11:06 AM

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TABLE OF CONTENTS



Introduction


Pinpoint is an applicant tracking system (ATS) that supports complex hiring needs. Its integration with Verifile allows employers to initiate background checks directly from within Pinpoint, without needing to switch platforms. This reduces manual data entry, speeds up hiring, and supports compliance.


The integration also ensures secure data handling through Verifile’s accredited screening services. Automating key steps simplifies the process for recruiters and shortens turnaround times, helping organisations onboard new hires more quickly.


You’ll find an overview of the process below: Integration Set-up, 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.  


[Click images to expand]




How to set it up 


Let’s set up the integration.
Connecting Pinpoint with Verifile is a seamless experience. The integration is built and maintained by our team and is free for our customers. The process consists of sending setup details to Verifileenabling integration, and activating it.  




Fill in the Integration Setup Form


To use the integration, fill in the integration setup details at PrivateBin and tell Verifile that you would like to use the Pinpoint integration. All the information that we need from you is described in the next steps.



Enable the Verifile Integration in Pinpoint


In your Pinpoint Admin Dashboard, navigate to Settings > Integrations and search for Pinpoint API in the Apps section (Tip: In Category, select Admin Automation) and click Add


 

Name the key Verifile API. 


In the fields: 
Application - select the Read option. 
Candidate - select the Read option.
Comments - Read and Write options. 
Custom fields - Read and Write options. 

You will receive an Integration Key when the integration is enabled — keep this handy for the next step.

The Integration Key will be in this format: 0a0aaa00-0a00-0aa0-000a-000a0aa0aaa0


 


Pinpoint Tenant

 

You can find this as the first part of the URL for Pinpoint. At your Pinpoint Admin Dashboard, check the URL and copy it as shown in the example below: 


In this case, the tenant is 'verifile-sandbox'.



Pinpoint Webhook


  • In your Pinpoint Admin Dashboard, go to Company > Profile and click Webhooks.
  • Then, click to add New Webhook option.
  • In the target URL, set as the following link: 'https://webhooks.verifileconnect.co.uk/api/v1/webhook/pinpoint/order' and add your company name, and click Create Webhook.
  • The Application stage change must be switched on in the Events to send section.

After saving the webhook, Pinpoint will generate a Webhook Signing Secret. Copy this and keep it handy to add to the integration setup form.




Status Definition


Pinpoint statuses are used to trigger events:
  1. When a background check order is placed
  2. When an order is cancelled (upon request)  
In our example in this documentation, we refer to these statuses as:
  • Verifile – to start the screening process  
  • Verifile Cancel – to cancel an existing order  


At this step, while filling out the integration set-up form, we need to define the exact status names that will trigger the creation of a Verifile order and the cancellation of a Verifile order.
These status names will be used to automate the integration logic accordingly.
We also explain the status of usability at the Place Orders section in this article.



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. 
  1. Go to the PrivateBin website and enter your setup information into the large empty box in the centre of the page.
  2. At the "Expires" option, select 1 day. This refers to the duration for which the message should remain onlineAfter this time, the message will automatically disappear.    
  3. Click on the “Create” option. This creates your message and encrypts it (makes it secure). 
  4. Please copy the link that appears; it is the only way to see the message.    
  5. 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 Pinpoint Integration Key    
  • Pinpoint Tenant 
  • Pinpoint Webhook Signing Secret Key 
  • Definition of status names that will trigger order creation and order cancellation
Verifile will take care of the rest. Once setup is complete, Verifile will:
  • Confirm that the integration is active 
  • Allow you to start sending candidate details from Pinpoint directly to Verifile for screening 
You’ll be notified once everything is up and running!


  

Pinpoint's knowledge base includes helpful articles to assist with setting up the integration and using the Pinpoint platform. You can access the knowledge base here or within the Pinpoint platform as shown in the video below. 




Packages 


When using a Verifile background screening integration in Pinpoint, it’s important 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 setup is complete, packages will be visible when placing an order for a candidate. If no packages are shown, contact Verifile Customer Service. 



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 don't hesitate to contact your Verifile support representative.






Place Order


To place an order, a job position and a corresponding candidate profile must be created first. These steps should be completed before initiating the process in Verifile.
Follow the steps below:
  • Custom Fields: When reviewing the candidate’s profile, scroll to the bottom and pay close attention to the Custom Fields section, particularly the Package field. This field is mandatory and must be filled out to proceed.
  • Verifile DBS Job Role is mandatory when the package includes a Standard or Enhanced UK DBS check.
  • Verifile DBS Employment Sector and Verifile DBS Purpose of Check are mandatory when the package includes a Basic UK DBS check.
  • Verifile Company is optional; it is used to place an order under a subsidiary account if you have set up subsidiary accounts in the Verifile system. 
  • Update Candidate Stage: On the Pinpoint Admin Dashboard, navigate to Jobs > Manage Jobs to view the candidateIn the candidate details, ensure the stage is updated to ‘Verifile’. This action will trigger the creation of an order in the Verifile system, which will appear at the bottom of the page. The Verifile order number will follow this format: VF0000000.
  • Notify the Candidate: After that, an email will be sent to the candidate from Verifile to initiate the verification process. It’s essential to clearly inform the candidate that Verifile will be in contact with them.






Background Check Results 


After all checks have been completed, the order will have a status of Completedand the Verifile final report can be accessed within Pinpoint. You will need a Verifile system log in or SSO (single sign-on) access to the Verifile system to access the final report.

To find this at the Pinpoint Admin Dashboard, navigate to Jobs > Manage Jobs, and there you will be able to see the candidate created. Click on the profile to view the updates.




Tracking Progress


To review the updates, go to the Pinpoint Admin Dashboard, navigate to Jobs > Manage Jobs, and click on the candidate’s profile to see the latest updates. There will be a list of the background checks and the Verifile status of each check, e.g. Completed - Green. 
It isn’t possible to make changes to a Verifile order that is already placed. If you need assistance, please contact your Verifile support representative.


Cancel Order


To cancel an order, update the stage to Verifile Cancel. The order will be cancelled on the Verifile system. 

  

Pinpoint's knowledge base includes helpful articles to assist with setting up the integration and using the Pinpoint platform. You can access the knowledge base here or within the Pinpoint platform as shown in the video below. 




Whilst we take care to ensure this information is accurate, we update articles regularly. If you believe something is incorrect, please use the feedback buttons below to let us know how we can improve.



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