Registration walkthrough

REGISTRATION - THE BASIC PROCESS


1 | Internal form | Candidate registration

To begin, the consultant completes the internal registration form, stating:

  1. 1
    Whether registration is occurring within the hour; and
  2. 2
    What the required documents are for the role (qualifications, driver's licence, medical/health check, police clearance, and/or COVID immunisation/exemption status).

These fields apply sorting tags to the candidate contact that allow the remainder of the registration process to be tailored to the specific role.


2| Cand email | Pre-reg information

Once the consultant completes the internal form, the candidate will receive an email with information about their upcoming registration.

There are several different versions of this email. The version that is sent to the candidate will depend on where and when registration is occurring.

The screenshots (left) show the version that is sent when:

  1. 1
    Registration is inhouse, and occurring in more than one hour.
  2. 2
    Registration is offsite, and occurring in more than one hour.
  3. 3
    Registration is via zoom, and occurring in more than one hour.
  4. 4
    Registration is inhouse, and occurring within one hour.
  5. 5
    Registration is offsite, and occurring within one hour.
  6. 6
    Registration is via zoom, and occurring within one hour.
  7. 7
    Registration has already taken place.

For registrations that are taking place inhouse, the candidate receives a link to our mudmap. For registrations that are taking place via Zoom, the candidate receives the consultant's Zoom ID link.

For registrations that are occurring in more than one hour, the candidate is asked to complete our pre-registration form. In this case, the candidate will also receive:

  1. 8
    A reminder email after 2 hours if the pre-reg form hasn't been completed (plus another reminder after 24 hours).

Note, the candidate will stop receiving reminders 1 hour before the time of registration.

To do: edit text message (SMS) that comes through - needs more of a delay (to come through at the same time as the pre-reg email).


3 | Cand form | Pre-registration

The screenshots (left) show what the pre-registration form looks like.

Candidates are asked to complete this form when registration is occurring in more than one hour. The candidate is asked whether they are willing and able to provide proof of a number of documents. They will only be asked about documents that are relevant to the role - as identitified by the consultant in the internal registration form.

When a candidate completes the form, tags are applied based on their response to each question. These tags are used to generate a list of their response, which is merged into a note and email to the consultant (which you'll see in sectio 4 and 5 below).


4 | Note | Cand response to pre-reg form

Once the candidate has completed the pre-registration form, a note will be created detailing their response.

There are two versions of the note as shown in the screenshots (left):

  1. 1
    No issues are present - the candidate answered "YES" to all questions.
  2. 2
    1+ issue(s) are present - the candidate answered "NO" to 1+ questions.

Click the images (left) to see the entire notes.


5 | Consultant email | Upcoming registration

Before the registration takes place, the consultant will receive a pre-registration email.

Similar to the candidate pre-reg email, there are several different versions of this email the consultant may receive depending on when registration is occurring and whether the candidate has completed the pre-registration form.

The screenshots (left) show when:

  1. 1
    Registration is taking place within one hour (so the candidate has not been asked to complete our pre-registration form).
  2. 2
    Registration is taking place in more than one hour and the candidate has completed the pre-registration form.
  3. 3
    Registration is taking place in more than one hour and the candidate has not completed the pre-registration form.

In all three versions of the email, the consultant is instructed to sight the relevant documents (these are listed) to complete a registration checklist during their meeting with the candidate (this is shown in section 6 below). 

The consultant is later sent:

  1. 4
    A reminder email 2 hours after registration (and another after 24 hours), if they have not completed the registration checklist. CM will also be alerted after 24 hours.

6 | Consultant form | Registration checklist

This is what the registration checklist looks like - see screenshots (left).

The consultant completes this checklist during (or after) registration to indicate whether they were able to sight the relevant documents. They will only be asked about the documents that are relevant to the role - as identified in the internal registration form.

The last question in the registration checklist asks the consultant if they wish to send/resend the candidate a link to the pre-registration form. If they select "YES" the candidate will be sent an email (see section 8 below).

This is useful when registration has occurred in less than one hour (so the candidate has not been asked to complete the pre-registration form). Or if the candidate has not yet completed the form for some reason.

When the consultant completes the checklist, tags will be applied based on their response to each question. 

To do: what do we want to happen if the consultant is unable to sight any of the documents? Do we have a follow up, or is it ok to proceed as long as the candidate says they are ok to provide proof at a later date (i.e. during probity checks)?


7 | Note | Consultant response to reg checklist

Once the consultant has completed the registration checklist, a note is created detailing which documents were and were not sighted by the consultant during registration, along with any comments.

Click the image (left) to see the entire note.


8 | Cand email | Complete our pre-reg form

This email is sent to the candidate if the consultant says "YES" to sending/resending the pre-reg form in the previous checklist.

If the candidate does not complete the pre-reg form, they will receive a reminder after 4 hours and another after 24 hours. The consultant will also receive an email alert after 24 hours.

Note: there is a delay on this email, it will be sent out 1 hour after the consultant completes the registration checklist.

POST-REGISTRATION - REQUEST ADDITIONAL DOCUMENTS


1| Internal form | Request additional documents

If the consultant needs to request additional documents after registration has taken place, they can complete the "reqiest additional documents" internal form.

If the consultant selects "yes" to sending the candidate an email, they will be asked if they are willing/able to provide proof of the additional document(s) in a form similar to the pre-reg form (see section 2 below for the email, and section 3 for the form).


2 | Cand email | Additional documents required

This is the email the candidate will receive if the consutlant says "YES" to sending an email in the internal form. The email contains a link to a declaration form, which asks the candidate if they are willing and able to provide proof of the additional documents.

To do: Create reminder email(s) + send an alert to the consultant after 24 hours if it is not completed.


3 | Cand form | Additional document(s) - declaration

This is the declaration form the candidate will be asked to complete. They are only asked about the documents indicated in the internal form.


4 | Note | Candidate response to form

Once the candidate has completed the document declaration form, a note will be created detailing their response.

Click the image (left) to see the entire note.


5 | Consultant email | Candidate response to form

The consultant will also receive an email detailing the candidate's response (i.e. whether they are willing and able to provide proof of the requested documents).

For documents that aren't requested as part of the "request additional documennts" internal form, they will say "N/A" here.

POST-REGISTRATION - PROBITY CHECK


1 | MR+ | Probity check

Later down the track, if the candidate progresses to the point of reference checks, the consultant will move them to the "probity check" stage in MR+.


2 | Cand email | Request to send document(s)

Once a candidate has been moved to the "probity check" stage, they will receive a probity check email, asking them to send the consultant a number of documents. They will only be asked to provide the documents that are required for the role (as identified in the internal registration form).

To do: If we end up storing it on the server (e.g. in password protected files, that we delete after a certain amount of time) we need to disclose that in this email.


3 | Note | List of documents requested

A note will also be created, detailling what documents were requested.

Click the image (left) to see the entire note.


4 | Consultant email | Document(s) requested

The conusltant will also receive a probity check email, asking them to complete a checklist once they have received the required documents from the candidate.

If the consultant doesn't complete the probity checklist, they will receive a reminder email after 2 days, and another after 4 days.


5 | Consultant form | Probity checklist

This is what the probity checklist looks like.

When the consultant completes the checklist, tags will be applied based on their response to each question.

Click the image (left) to see the entire checklist.

To do: add a "comments" section to each question - then update notes in Zapier.


6 | Note | Consultant response to probity checklist

Once the checklist has been completed, a note will be created detailing whether each document was received and whether they have been forwarded to the client.

Click the image (left) to see the entire note.

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