2023-02-02: Payment in Advance Feature

Currently, many of our Customers order their DBS checks through an order portal or over the phone, then have to wait for applications to be set up once the payment has been confirmed. This method can often involve multiple systems, multiple log ins and can cause confusion for Customers, and potential delays in applications.

Because of this, we have developed a new payment system inside the product itself, meaning you can choose which applicants you want to pay for and when, and make the payment with either a saved card, or inputting new card details. Once the payment has been confirmed you are then able to carry out the necessary actions (for example, verifying documents for a DBS Check) to receive the results.

This is a major addition to our system, and one that will benefit many of our customers. Having everything in the product from creation to payment and submission streamlines your compliance processes and means you only have to worry about access to your system.

Payment in Advance - Workflow

Previously, DBS Checks would be paid for in advance of being initiated. This caused problems if applicants were to drop out of the hiring process and result in fees being paid for DBS Checks that were never complete.

In this workflow we have solved this issue by allowing users to set up new Cases at will and for Subjects to complete their Case Portals before payment can be made. This means that the customer only needs to pay for the Case when they are ready to commit to submitting it.

Cases will appear in the 'Awaiting Payment' screen once they have been completed by the Subject and they are ready for the User to carry out their Outstanding Activities e.g. DBS ID Verification. 

Once payment is made at this stage, the Payment Manager is committing to Personnel Checks processing these cases and submitting to the relevant 3rd parties. 

Typical workflow summary:

• Create Case
• Subject Completes Case
• Make Payment
• Carry out Outstanding activities e.g. DBS ID Verification
• Personnel Checks submit to relevant 3rd parties e.g. DBS

What Do I Need to Do?

Payment Managers

In order to use this feature you will need at least one “Payment Manager”. An account Admin can set this up in the “Users” menu and editing a User’s Roles.

Anyone with this role assigned will be able to make payments

Notifications

There is now a new notification setting to receive a list of applicants who are awaiting payment on a daily basis. To read about how to enable notifications click here.

What's New?

The main changes that you will notice from this new release are:

The Awaiting Payment Screen

This is where you will see any pending payments and cases that are awaiting payment. From this screen you are able to pay for any Case Activities required

The Stripe integration for payment

The Stripe integration is where you will be able to securely pay for your Case Activities. You will have the ability to save a card, to save time with future payments and the secure payment method protects you and your business from potential fraud.

The need for a Payment Manager

Payment Managers will be the Users who are authorised to make payments. These can be changed / the role added to current Users by an account admin.

How to Make a Payment

To complete a payment, whether this is for one application or many, the “Payment Manager” would simply do the following:

• Head to “Awaiting Payments” in the menu
• Select the Cases you are wanting to pay for
• Confirm
• Enter the payment details
• Click Pay

Once the payment has completed, you will receive an invoice and be able to progress the Case Activities.

Note – for a DBS you will not be able to ID Verify until you have made payment. Should you wish to cancel after this stage you will have to request a refund.

Want to stay up to date on our releases? Just keep an eye on the notification bar at the top right of the screen when you log in. We will keep you up to date with new releases and features as they happen.

Alternatively, bookmark this link here for up-to-date release notes.