Once a background check is submitted and processed, Smile Checks provides a comprehensive PDF report that summarizes the findings of the requested verification types. This article explains how reports are delivered, how to interpret them, and how to handle potential issues or share results securely.
π¬ How to Receive Reports
Once a candidate submits their onboarding form, Smile Checks will begin processing their background check. Reports are delivered via email to the appropriate recipient.
Here's how delivery works:
- β
Account Email Delivery: The registered email address of the Smile Checks Portal account will receive the report once available. Check your inbox, spam, and junk folders if not received.
- π¨ Redirect Report To: If this field is filled during the request, the report will be sent only to the alternate email specifiedβnot to the Smile Checks Portal account holder.
- π§Ύ CC Report To: All email addresses in this field will also receive a copy of the report.
- π₯ Candidate Copy: Unless the "Send candidate a copy of their report?" toggle is set to "No," the candidate will also receive their report.
- β¬οΈ Download from Portal: Direct download functionality via the Smile Checks portal will be introduced in an upcoming update.
We encourage sharing reports with candidates for full transparency in the hiring process.
π How to Read and Interpret Reports
Reports from Smile Checks come in PDF format. Use Adobe Reader or any standard PDF viewer to access them.
Each report includes:
- π Identity Data: Candidate-submitted details (e.g., full name, ID number), with validated data for comparison if available
- π Consolidated Structure: All selected checks are included in one PDF file. Each report type has its own section. For example, if the purchased checks include Identity and Employment History and PEP/Sanctions Check, there will be two separate sections for each report.
- π§Ύ Reference Checks: These are delivered in a separate PDF file as soon as a reference provides their response. They are not included in the initial consolidated report.
π§ Report Status Definitions
To track report progress:
- Go to any Check Request Details page.
- Scroll down to the Report Details section.
- There youβll see:
- π Reports Expected: The checks bundled in your request (e.g., Identity, Criminal Clearance, Reference Check)
- β
Reports Completed: A progress format such as β2 / 5 reports completedβ
- π Reports Completed (Detailed): A bulleted list of which specific checks have been completed so far
This helps you track outstanding items or follow up with candidates and references.
π οΈ Handling Discrepancies
Sometimes a report may contain information that does not align with what a candidate has disclosed. Hereβs how to address this:
Common Discrepancies:
- Data retrieved differs from what was provided
- Invalid or mismatched ID/clearance documents
- Temporary service delays or integration issues
What to Do:
- π Contact Support: Reach out to Smile Checks support to verify if discrepancies are due to system issues or outdated data.
- π¬ Speak with the Candidate: Maintain open and honest communication with the candidate regarding mismatches in their report.
- π Request Clarification: You may request additional documentation or clarification from the candidate if needed.
π Exporting or Sharing Reports Securely
Because background checks involve personally identifiable information (PII), always handle reports with care:
- π Avoid Unnecessary Sharing: Only share with authorized hiring personnel.
- π Password-Protect Reports: When transmitting via email to other parties, consider using PDF encryption or file password protection.
- π Comply with the Data Privacy Act of 2012 (Philippines): Never share candidate data with unauthorized third parties. Ensure consent is documented.
Additional secure sharing practices may include:
- Using secure cloud drives with access permissions
- Avoiding open links to PDF files
- Deleting locally saved copies when no longer needed