Eploy Background Check Partner Integration

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Overview

This guide explains how to configure custom options and fields, add background check packages in Eploy, and integrate with StackOne to receive background check notifications.

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Partner Requirements

Eploy integration partnership is required to proceed with this documentation. Visit Eploy Technology Partner Support to fill out the form and initiate the partnership process. One of the Eploy team members will reach out to you to discuss the partnership and integration process.

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Eploy Approach: Workflow-based Integrations

Eploy enables workflow-based integrations for recruitment, handling tasks like background checks. The process begins by regularly polling Eploy to identify applicants needing processing. Their data is then extracted to initiate the integration, which includes creating actions and marking exported applications. A typical Eploy workflow is structured as follows:

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StackOne’s Unified Approach for Integration Partners

StackOne manages the Eploy-required polling internally. The interaction model for this integration follows our standard webhook-based Background Check pattern. Because Eploy requires polling, there can be a short delay between moving an application into the background check stage and the order being triggered. After your integration app is added as a stage in Eploy, configure the same stage name in StackOne as outlined in the following steps.

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Provider Side Setup

Once the Eploy partnership is established, your Eploy integration app will appear in the Eploy Marketplace. After it is enabled for testing, the integration app will be available as a stage option in the Stages dropdown when creating or editing Recruiting Workflows.

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Add a custom option for background check packages

Navigate to the Custom Fields page by selecting Customise Fields from the Admin menu Navigate to the User Option Types tab and click the New button to create a new custom option in Eploy Enter the title as Background Checks and then click the Save button The newly created Background Checks option will be visible in the User Option Types grid

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Add a custom field within the vacancy group

Navigate to the Custom Fields page by selecting Customise Fields from the Admin menu Navigate to the Fields tab and click the New > Input Field button to create a new input field in Eploy Select the field values according to the instructions below:

• Field Group: Select Additional Details (Vacancies)
• Field Type: Select Input - Drop-down
• Display Format: Select Hierarchy List Searchable
• Option Type: Select Background Checks (as created in the previous step)
• Insert Below: You can select any value here; it will determine where the field appears in the form
• Active: Ensure this field is marked as active
• Field Label: Select Background Checks
• Help Description: You may include any relevant description

Click the Save button The newly created Background Checks field will be visible in the Fields grid

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Add background check packages

Navigate to the Drop Down Lists page located in the Admin menu to add background check packages through the Eploy user interface Select Background Checks and click the New button to create a new package in Eploy Enter the following field values:

• Description: This will be the label displayed in the dropdown list.
• Reference: This can be any string and will not appear in the dropdown list.

Click the Save button. The newly created background check package will be visible in the grid

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Configure the background check package for the vacancy

Go to the Additional Details page for job vacancies created within the Recruitment Workflow that includes the background check integration stage. Edit Additional Details to select the background check package. The selected background check package will be displayed on the Additional Details page.

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StackOne Configuration

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ATS User Enablement

To enable the Eploy Technology Partner app and make it available as a stage within a Recruitment Workflow, go to the Eploy Marketplace. Click the listed partner’s app in the Marketplace. It will direct you to the Integrate your Eploy with Partner form. Fill out the form to initiate your request to enable the integration for your Eploy account. Once the partner’s app is enabled, it appears in the Stages dropdown when creating or editing Recruitment Workflows.

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ATS User Experience

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Add a Recruitment Workflow

Navigate to the Recruitment Workflow page from the Admin menu. Click the + New button to create a new workflow. Fill out the necessary fields in the Create Recruitment Workflow form as per the requirements, and click Save. Scroll down and click the Add button to add stages in the workflow. User can choose various stages as per the requirements and select the partner’s integration app stage from the Stages dropdown to trigger the background check notification. For the partner’s integration app stage, select the following values:

• Stage Name: Select the partner’s integration app name.

• Stage Type: Select Actions.
• Action Type: Select the partner’s integration app name.

User may configure other settings as per the requirements and click Save to add this stage to the workflow. After saving, the stage appears in the workflow. Ensure the workflow is set to Active to be visible when creating a vacancy. The newly created workflow appears in the Recruitment Workflow grid.

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Create a Vacancy in the Workflow

Navigate to the Vacancy page via + button in the top menu. Fill out the vacancy form by choosing the Recruitment Workflow that includes the partner’s integration app stage user added earlier. User can also configure other fields as per the requirements and click Save. User will be directed to the vacancy page after saving. User can see the partner’s integration app stage in the vacancy’s talent pipeline by navigating to Work on Vacancy > Go to Pipeline. The stage appears in the vacancy’s talent pipeline.

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Select a Background Check package to associate with the vacancy

Navigate to the Additional Details page of the vacancy to select and associate the background check package. Edit the Additional Details, select the background check package from the Background Checks dropdown, and Save the changes. The selected background check package will appear on the Additional Details page.

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Create a Candidate and add as an applicant to the vacancy

Navigate to the Candidate page via + button in the top menu. Fill out the necessary details in the Create Candidate form and Save. User will be directed to the candidate’s profile page after saving, where they can initiate the candidate’s application by clicking Application under the + button menu. Select the Vacancy and Stage, and then Save to add the candidate as an applicant to the vacancy. User can see the candidate added as an applicant to the vacancy by navigating to the vacancy’s talent pipeline. The candidate appears in the Stage user selected when creating the application. User can move the candidate’s application to the partner’s integration app stage to trigger the background check.

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Send test to the candidate

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User will see after test has been sent

When a user sends the background check test to a candidate, a success message is shown on the candidate’s application.

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ATS User Experience Customization

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Testing Checklist

✅ Provider Setup:

• Ensure the Eploy Partner Integration app is enabled for your Eploy Sandbox account.
• Add the Background Checks custom option in User Option Types. See this step.
• Add a custom input field for the vacancy group; it appears under Additional Details. See this step.
• Add background check packages; they appear in the custom field dropdown. See this step.
• Associate a background check package with the vacancy. See this step.

✅ StackOne Configuration:

• Enter a valid Integration Stage Name that exactly matches your integration app’s stage name in Eploy.

✅ ATS User Enablement:

• The partner app is enabled by Eploy and visible in the Stages dropdown to add within a workflow.
• The user associates the background check package for the vacancy.

✅ Create a Webhook:

• Add a webhook for Eploy with a valid URL and enable expected Background Check events, such as Background Check Order.

✅ ATS User Experience:

• Go to Vacancy > Additional Details and select a background check package to associate with the vacancy.
• The integration stage is visible when the vacancy is created in a workflow that includes the background check stage.
  • The user can move the application to the integration stage.
  • The user can see the sent test details in the candidate’s application.

✅ Update Result:

• Receive a success response from the update result endpoint.
• Updated result details appear in Eploy’s UI.

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Troubleshooting

For persistent issues, contact StackOne support with detailed error logs and configuration information.