ST Agents Onboarding Process for Agencies

Invite agent

The Onboarding process will commence when the Vault user, who is the person in charge of the process from the agency’s side, sends an invitation to the candidate. In order to do so, the user will have to log in to the Vault tool.

At the home page, users will see at the top of the left column the Talent section, which will have to be clicked.

Once in the Talent section, there will be plenty of tabs available. Select the one in the middle that reads Onboarding:

In this section, users will see the Invite Agent button, which will have to be clicked to proceed with the invitation:

As it can be seen above, there will be four fields to complete:

• Email Address: The email address of the candidate.
• First Name: The first name of the candidate.
• Profile: There will be two different options: Team Manager and Field agent. For obvious reasons, the one to select is Field Agent.
• Organizational Unit: In this field, users will have to select the Team to which the candidate will be assigned.

Once all the information has been introduced, the Send button will have to be clicked, so that the invitation is sent to the candidate:

BC Authorization (Manual step) – Agency action 

After the candidate submits the contract, the agency will perform the background check process manually through Vault.

The Agency user will have to review and gather the candidate’s approval to perform the Background Check.

Once the approval is received, the agency manager will log in to the Vault, access the Talent section and select the Onboarding option:

The agency manager will select the Manual Actions option from the Select dropdown button located in the Actions column:

Once in the Manual Actions section, the agency manager will locate the Background Check Authorization requirement and will click on the Approve button:

A pop up will be displayed for the agency user to enter a mandatory comment. Apart from that, in this step, it will also be mandatory to upload the candidate’s Disclosure and Authorization forms. After typing and uploading all the necessary documentation, the Approve button has to be pressed:

Once the action is completed, the Background Check Authorization requirement will be removed from the Manual Actions view and the candidate’s status will now be Pending Background Check.

Background Check (Manual step) – Agency action

Going back to the Onboarding section from the Talent tab, if agency managers look up the information of the same candidate, they will notice that the Status column changed to Pending Background Check:

As in the previous step, there will be an Approve and Reject button to perform the approval/denial action. The agency manager will have to click on the Approve button to continue with the process:

A pop up will be displayed for the user to enter a mandatory comment and add an attachment, if applicable:

Once the action is completed by clicking on Approve, the Background Check requirement will be removed from the Manual Actions view and an email with a link to perform the training will be automatically sent to the candidate. The candidate’s status will now be Pending Training.

Check status

In order to check the status of a candidate, the admin user will have to access to the Vault tool and click on the Talent button that is located at the homepage:

In order to visualize the candidates’ status, the different status options should be clicked for the tool to display all the results.

In the example below, you can see the information from two different agents. According to the Status column, one of them is Suspended, which means that their account is inactive, and the second one is Active, which means that the candidate has already become an agent and is able to use the Street Team application:

The search can also be done by entering the candidate’s agent code, name or last name in the Filter section:

Status list

The following is a list of statuses that Vault may show for the candidates once they have been validated by the agency:

• Pending Training: The information for the candidate to take the training has been sent. We are waiting for that person to finish the training and the assessment to continue with the process.
• Pending Authentication Call: The candidate has to contact the Tracfone Vetting team to validate their information.
• Pending Action: After performing the authentication, this is the status that candidates will have until their account is activated.
• DNMR: It stands for Did Not Meet Requirements. This status is for those candidates that did not complete the Onboarding process.
• Active: The candidate has become an agent and can use the Street Team application.

Summary

The complete Onboarding process can be followed by the Agency using the Vault tool. Each step has its own status and are easy to recognize.