Placing Orders

Modified on Wed, 11 Sep at 4:26 PM

[CF]

The below article outlines the difference between the ordering processes.

It includes a step-by-step guide on how to place an order via each route.

TABLE OF CONTENTS

PLACING A NEW ORDER
PLACING ORDERS VIA THE VERIFILE CLIENT PORTAL (CANDIDATE ENTRY)
PLACING ORDERS VIA THE VERIFILE CLIENT PORTAL (NON-CANDIDATE ENTRY)
PLACING ORDERS BY EMAIL
PLACING ORDERS FOR INTERNATIONAL CHECKS ONLINE

PLACING A NEW ORDER

There are four ways to place orders, depending on who is to complete the online form and the type of check you wish to order:

Candidate entry orders: For checks available on the online system. When you wish the candidate to provide the personal information and consent for check themselves.

Non-candidate entry orders: For checks available on the online system. When you wish to provide the candidate’s personal information and you have already sought their consent for the checks that you wish to order.

Email orders: For non-U.K. credit checks, criminal checks, directorships checks, identity verification checks, driving licence checks and company credit checks, the order will need to be placed via email (unless we have set you up to order online).

Linked orders: In some instances, you may require placing an additional check for your candidate when their order has already been completed, or sometimes, is already still in progress. You will be able to complete a new order by transferring their personal details from the existing order.

Please note: When an order is placed ‘Candidate entry’, this means that the candidate will complete their details online. If Enhanced Service candidate management is part of your policy, then we will continue to ask them for missing information and documents as work on the order progresses.

However, if you choose not to have this service implemented in your agreement, instead opting for Standard Service, we will request any missing information or documents from you after the candidate has submitted or you have placed the order on behalf of the candidate.

We list the instructions for placing each type of order below:

PLACING ORDERS VIA THE VERIFILE CLIENT PORTAL (CANDIDATE ENTRY)

Step 1:

Log in at Verifile client portal and place your order.

Click on ‘Place a new order (Candidate entry)’ on the tool bar.

Fill in the PO number / Order reference number box with any information you would like to appear on the invoice.
Complete the rest of the form, including all mandatory fields marked *, title, position applied for and telephone numbers.

Then click on ‘Next’.

Step 2:

If you have a package of checks set up, please select the relevant package which you would like to order from the list.

You can add ad hoc checks to your package by selecting the package and also selecting any check from the full list below.

Alternatively, for standalone checks, please select the checks you require from the list by ticking the check box next to each check and, where applicable, selecting several checks or options from the dropdown menu.

Tick the ‘Terms and Conditions’ box and click on ‘Next’.

Step 3:

Click on ‘Choose File’ to upload any documents.

In the description box, write the name of the document, e.g. passport.

Please ensure you click on ‘Upload’.

Confirm the order by clicking on ‘Submit’.

PLACING ORDERS VIA THE VERIFILE CLIENT PORTAL (NON-CANDIDATE ENTRY)

Step 1:

Click on ‘Place a new order’ on the tool bar.

Fill in the PO number / Order reference number box with any information you would like to appear on the invoice.

Complete the rest of the form, including all mandatory fields marked *, title, position applied for and telephone numbers.

Then click on ‘Next’.

Step 2:

Select the checks you require from the list by ticking the check box next to each check and, where applicable, selecting several checks or option from the drop-down menu.

Tick the ‘Terms and Conditions’ box and click on ‘Next’.

Step 3:

Complete all mandatory fields marked * with the relevant information.

Click on Browse to upload any documents.

In the description, box write the name of the document, e.g. passport.

Please ensure you click on ‘Upload’.

Confirm the order by clicking on ‘Submit’.

PLACING ORDERS BY EMAIL

This method of ordering should only be used for international driving records, company credit checks, criminal records, credit checks, directorships, and identify verification. If we have given you access to place these orders online, then you should not place orders via email and instead follow the instructions below.

Please contact us for details of the requirements for each check you wish to order. There are special forms for the candidate to fill in for many of these checks.

When you are ready to place your order, and have gathered the relevant information, email service@verifile.co.uk, clearly stating the check you wish to complete e.g. Criminal Records Check in France, Driving Licence Check in Poland. Please also include the candidate information and, where applicable, forms and documentation.

Once the email is received, the Verifile team will then place the order and you will track progress and review results via the Client Portal as per all other system-based checks.

PLACING ORDERS FOR INTERNATIONAL CHECKS ONLINE

This method can be used if we have given you access to place international orders such as criminal checks online.

Please contact us for details of the requirements for each check you wish to order. There are special forms for the candidate to fill in for many of these checks. You should ideally only place your order online when you have all the information required for the check.

Click on ‘Place a new order’ on the tool bar.

Step 1:

Fill in the PO number / Order reference number box with any information you would like to appear on the invoice.
Complete the rest of the form, including all mandatory fields marked *.

Then click on ‘Next’.

Step 2:

Select the checks you require from the list by ticking the check box next to each check type and, where applicable, selecting several checks or option from the drop-down menu.

Tick the ‘Terms and Conditions’ box and click on ‘Next’.

Step 3:

Complete all mandatory fields marked * with the relevant information.

Click on Browse to upload filled in forms and accompanying documents.

In the description box, write the name of the document, e.g. passport.

Please ensure you click ‘Upload’.

Confirm the order by clicking on ‘Submit’.

PLACING A LINKED ORDER FOR YOUR CANDIDATE

Step 1:

Click ‘Review your orders’.

Find your candidate, searching by their name or their (VF) Verifile Reference number.
Open the candidate’s order by clicking on the candidate number and from the toolbar select ‘Place a new order for this candidate’.

Step 2:

Select the check you would like to order for the candidate (e.g. Employment History.

At this stage, it is useful to open a new browser tab and have the original file open for the candidate, so you can answer questions which haven’t been pre-populated.

Step 3:

Fill in the required details for the relevant check—fields marked with an * are mandatory.

Once completed, click ‘Finish and Submit’. This will submit the order to Verifile, and a new ‘VF’ number will be generated for your candidate.

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