Eploy Background Check Partner Integration

Overview

This guide helps you to configure custom options, custom fields, adding packages for background check in Eploy and integrate with Stackone to receive background check notifications.

Partner Requirements

Eploy integration’s partnership is required to move forward 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.

Eploy Approach: Workflow-based Integrations

Eploy enables workflow-based integrations for recruitment, streamlining 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:

StackOne’s Unified Approach for Integration Partners

StackOne manages the polling behavior required for Eploy internally. The interaction mechanism for this integration is similar to our other webhook-based Background Check integrations. Due to the polling requirement from Eploy, there may be a delay between the application moving to the background check integration stage and the order being triggered.

Note: Repeating the following step is required for each user that you want to connect with Eploy.To add your background check integration, please contact Eploy Technology Partner Support

After being added to the integration stage in Eploy, configure the integration stage name to StackOne as outlined in the following steps.

Provider Side Setup

Once the Eploy partnership is established, you will see your eploy integration app in the Eploy Marketplace and once this is enabled for you to test the app, you can see your integration app as an stage to choose under the Stages list dropdown when you will create/edit the Recruiting Workflows.

Users will need to contact you to get your integrations partnership or will contact Eploy to get your integration’s app partnership. Once your integration’s app partnership is activated by Eploy then your app will be visible to user under the Stages list dropdown when they will create/edit the Recruiting Workflows.

Add a custom option for background check packages

This guidance assumes that you have admin privileges for your Eploy account.

Add a custom option to the user option types

Navigate to the Custom Fields page by selecting Customize 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

Please use the name Background Checks, as this is necessary to ensure that you receive notifications from Eploy.

The newly created Background Checks option will be visible in the User Option Types grid

Add a custom field within the vacancy group

Add a custom field to fields

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:

Please ensure you select the same values as suggested to receive Eploy notifications.

Field Group: Select Additional Details (Vacancies)
Field Type: Select Input - Drop-down
Display Format: Select Hierarchy List Searchable
Option Type: Select Background Checks (As you have created in above 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

Add background check packages

You can utilise Create Background Check Package unified endpoint to add the background check packages, or you can follow the steps outlined below to add them manually.

Add background check packages through the Eploy user interface

Navigate to the Drop Down Lists page located in the Admin menu

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

Configure the background check package for the vacancy

Users will need to select the background check package for each vacancy to associate the relevant background check.

Go to the Additional Details page for specific 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

StackOne Configuration

Navigate to enable the Eploy at StackOne

Go to the ATS category on the Integrations page and enable Eploy.

Enable and Configure Eploy in StackOne

Fill out the necessary fields in the Eploy - Configuration modal:

Authentication Type: Select OAuth2.
Integration Stage Name: Enter the name of your integration app’s name as stage name to receive a trigger for the Background Check.

Click on the Confirm or Save Changes button to enable your OAuth APIs, which allows end-users to link their accounts via the Hub.

Add a Webhook

Navigate to the Webhooks page, click on Add webhook and fill out the form:

Name: Enter your webhook with a recognisable name.
URL: Enter the URL where the webhook will send the notification of the enabled events.
Enable webhook events from the Events tab for Background Check, such as Background Check Order.

Click the Confirm and Save buttons to add the webhook.

ATS User Enablement

To integrate with the Eploy Technology Partner integration app and enable that integration app to make it available to add as a stage within the Recruitment Workflow:

The user has to click on that partner’s app from the Eploy Marketplace and by submitting the Integrate your Eploy with Partner form you can initiate the partner integration app request.

Once the partner integration app is active, the user can see the partner’s integration app under the Stages list drop-down when they create or edit the Recruitment Workflows.

ATS User Experience

Navigate to Recruitment Workflow, then create/edit the workflow. User can see the partner’s integration app name under the Stages list dropdown.

If user want to add that partner’s integration app as an stage within the Recruitment Workflow, then fill out the configurations with the stage and save it.

Once user will save the configurations, Stage will appear within the workflow.

If user is added partner’s integration as an stage within the workflow, create a vacancy within that workflow, then added integration stage will be appeared as an stage under the talent pipeline.

Eploy integration stage in talent pipeline

User will see the custom field in vacancies to associate background check

User will also can see the Background Check package dropdown field within the Additional Details page of the vacancy to select and associate the relevant background check package.

Edit Additional Details, to select the background check package, then save the changes,

Send test to the candidate

Test your integration with StackOne using your Eploy Sandbox

Follow the Eploy Background Check guide regarding how to send the test from Eploy.

User will see after test has been sent

When a user sends the background check test to the candidate, they will see the success message on the candidate application.

ATS User Experience Customisation

To Update the result via unified api

Utilise the following endpoints to update the results:

Background Check Update Result

Utilise the following endpoint to get metadata to update the result of the background check:

Connector Meta Information with the provider key eploy for model background_checks/results.update

Condition	User sees in Eploy
Score’s label & value	Score label and value will be appear corresponding to each other in Eploy
Submission date	Submission date will be appear below or above the result detail block
Summary	Summary will be appear above the package name
Result’s URL	Result’s URL will be appear within the `View Results` link

How will the results of the background check be displayed to the user in Eploy?

When a user opens a candidate application, they will see the updated results.

Testing Checklist

✅ Provider Setup:

Ensure you have Eploy’s Partner Integration app and that should be enabled if you wish to test the app in your Eploy’s Sandbox account.
Added custom option to the user option types as Background Checks. Please refer to this step.
Added a custom input field for the vacancy group that will be visible under the Additional Details. Please refer to this step.
Added background check packages that will be visible in the dropdown of the custom field. Please refer to this step.
User has associated the background check package for the vacancy. Please refer to this step.

✅ StackOne Configuration:

Enter valid Integration Stage Name in the StackOne configuration form that matches with your integration app’s name as stage name in Eploy.

✅ ATS User Enablement:

Integration partner app is enabled by Eploy for the user that is visible under the Stages field dropdown to add within the workflow.
User associated the background check package for the vacancy.

✅ Create a Webhook:

Added a webhook for Eploy with valid URL and enabled the expected events for Background Check, such as Background Check Order.

✅ ATS User Experience:

Navigate to specific Vacancy > Additional Details, then select background check to associate package with the vacancy.
Integration stage is visible if the vacancy is created within the workflow that includes the background check integration stage.
- User can able to move the application to the integration stage.
- User can able to see the sent test details in the candidate’s application.

✅ Update Result:

Success response from the update result endpoint.
Updated result details to Eploy’s UI.

Troubleshooting

Symptom	Likely cause	Fix
Unable to find your Integration app in the Eploy Marketplace.	Eploy Partner Integration is not published/approved.	Contact Eploy support for partnership status.
Integration partner app not visible under stage list dropdown.	Integration app is not active for your eploy account.	Contact Eploy support for partnership status.
Integration partner app not visible as a stage in vacancy pipeline.	Integration app is not selected as a stage in vacancy’s workflow.	Navigate to vacancy’s workflow and add integration as a stage. please refer to this steps.
Unable to see the `Background Checks` custom field in Additional Details page of the vacancy.	Custom field is not created or configured incorrectly.	Create a custom field as per the instructions in the Add a custom field within the vacancy group section.
Unable to see the list of packages in the `Background Checks` dropdown field in Additional Details page of the vacancy.	Packages are not added for background checks custom fields.	Add background check packages as mentioned in the Add background check packages section.
Test notification is not received.	• Invalid webhook URL. • Incorrect webhook events are enabled.	• Verify webhook URL. • Enable expected events as mentioned in the StackOne Configuration.
Unable to update result.	Invalid payload format.	Check Connector Meta API endpoint for payload format.

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

Getting Started

Use Cases