September 22, 2023

Wallet Automatic Linking Process

EverCheck is excited to introduce a streamlined process in EverCheck Wallet to enhance a professional's experience from recruitment to retention. Professionals will no longer need to manually connect a candidate profile and an employee profile to a single EverCheck Wallet account, provided that both profiles are established within the same EverCheck employer account.

However, if a professional possesses multiple profiles across various EverCheck employer accounts, they will always be required to manually establish these links to their Wallet account.

How is this different from the current workflow?

Currently, an EverCheck Wallet issues an invitation for every new profile created in an account, even if those profiles are within the same EverCheck Employer account. This means that if your organization uses EverCheck Wallet for both pre-hire and post-hire processes, professionals within your organization may receive multiple invitations to Wallet – one for the candidate profile and another for the employee profile.

Upcoming Changes

After implementing this change, we will simplify the process. When the first profile (either candidate or employee) is created in your EverCheck Employer account for a professional, we will send just one Wallet invite to that professional. Furthermore, we will automatically link the second profile created within the same EverCheck Employer account to the Wallet account they established for the first profile. This enhancement will streamline your Wallet experience, reducing unnecessary invites and ensuring a smoother workflow for your professionals.

What Should Professionals Expect?

Here’s what you need to know about the professional experience so that you can facilitate the automatic linking of profiles for professionals.

Registration for Wallet

To enable automatic linking of additional profiles for your professionals, it's crucial that they register for Wallet using the first invitation they receive. This initial step is essential for the seamless management of multiple profiles.

Automatic Linking Process

When your professionals are invited to Wallet upon the creation of their first profile, they must utilize this invitation to register their Wallet account. If they neglect to do so, there will be no existing Wallet account for us to automatically link any subsequent profiles to when they are created.

Email Notifications

Whenever automatic linking occurs, your professionals will receive an email notification. This email will serve as an alert, informing them that there is new information within their Wallet account that requires their attention. Importantly, the email notification will contain their Wallet username, ensuring a smooth login process.

Inbox Notifications

Upon logging into Wallet, your professionals will also notice an inbox notification regarding the new information added to their account. By selecting this inbox notification, they will be directed to the 'My Positions' tab on the workplaces page. This allows them to promptly address any outstanding requirements associated with the new profile.

What Should HR Admins Expect?

With this enhancement, HR Admins can look forward to several advantages that will enhance their experience and improve overall efficiency in EverCheck Wallet. Here’s what HR admins can anticipate: Improved Adoption Rates for Candidates Turned Employees

• Traditional New Hires
  When a professional registers for Wallet upon receiving an invitation as a candidate there’s no need for any additional actions on their part. Their Wallet account will seamlessly connect to the employee profile added to the system. This effortless transition ensures a hassle-free onboarding experience for your new hires.

Streamlined Process for Current Employees Transitioning to Candidates

• Current Employee
  Added as a Candidate Similarly, when a professional registers for Wallet upon receiving an invitation as an Employee, they can expect a frictionless process. No further action is required by the professional for their Wallet account to be connected to the candidate profile added to the system. This simplification is especially valuable for cases of internal role transitions or re-hires.

What HR Admins Need to Do to Make this Work?

In order for the automatic link to happen for the professionals’ Wallet account, the first time this employee is sent on the employee Demographic File, the Candidate ID must be included in Column B as pictured below.

• If a new employee profile is created and there is no Candidate ID associated to that profile, no automatic linking will occur
  • the existing manual linking process can still be used to connect profiles to Wallet in this scenario
• If a new employee profile is created and there is a Candidate ID associated to the profile but the professional never registered for Wallet as a Candidate, no automatic linking will occur
  • the existing manual linking process can still be used to connect profiles to Wallet in this scenario

It’s important to note that it does not matter which profile is created first or second - Automatic linking can happen with an employee or candidate profile. Whichever profile is created second will be the one that is automatically linked, the first profile can only be connected by registering for Wallet using the email invitation.

For the automatic link to happen in the opposite direction of the example above, the first time the candidate is sent on the Applicant File, the Employee ID must be included in Column B as shown below.

• If a new candidate profile is created and there is no Employee ID associated to that profile, no automatic linking will occur
  •  the existing manual linking process can still be used to connect profiles in this scenario
• If a new candidate profile is created and there is a employee ID associated to the profile but the professional never registered for Wallet as an Employee no automatic linking will occur
  • the existing manual linking process can still be used to connect profiles in this scenario

Once a profile has been connected to a Wallet account, its connected forever.

We will only show the information from ACTIVE profiles in Wallet but if a profile that is connected to Wallet changes from an INACTIVE to an ACTIVE status, the information from that profile will automatically re-appear in Wallet without any further action from the user. No additional linking is required. 

Does this impact the Adoption Report?

The Adoption Report will show all employee invites, including any accounts where manual linking occurs.

• Initial Invitation Date and Registration Date will be the same for any employee invites that were “automatically linked” to an existing Wallet account

Examples of Scenarios

Scenario 1

• Professional Registers for Wallet as Candidate first
• New Employee profile is created with the Candidate ID associated to it
• Automatic linking will occur ✅

Scenario 2

• Professional Registers for Wallet as Employee first
• New Candidate is created with employee ID associated to it
• Automatic linking will occur ✅

Scenario 3

• Professional is invited to Wallet as a candidate
• Professional doesn't register for Wallet using Candidate Invite
• New Employee profile is created with the Candidate ID associated to it
• Manual linking is required 📓

Scenario 4

• Professional is invited to Wallet as an employee
• Professional doesn't register for Wallet using Employee Invite
• New candidate is created with employee ID associated to it
• Manual linking is required 📓

Scenario 5

• Professional Registers for Wallet as Candidate first
• New Employee profile is created without Candidate ID
• Manual linking is required📓

Note - Even if the Candidate ID is added to the Employee profile the next day, it’s too late for automatic linking to occur.

Scenario 6

• Professional Registers for Wallet as Employee first
• New Candidate profile is created without employee ID
• Manual linking is required 📓

Note - Even if the Employee ID is added to the Candidate profile the next day, it’s too late for automatic linking to occur.

Additional Information

In summary, it's crucial to note that the capability to automatically link accounts will exclusively apply to new accounts and profiles created moving forward. EverCheck won't be able to retroactively link any existing accounts.

Additionally, these improvements are designed to streamline your HR Admin responsibilities, empower you to better manage your organization's profiles, and enhance the overall performance of EverCheck Wallet. If you have any questions or require further information, please contact our support team. We are here to support you in making the most of these enhancements.