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Table of Contents
Table of Contents
Basic Navigation Overview
Basic Navigation Overview
User Management
User Management
Who Is Authorized to Use KGI/Cloud?
Who Is Authorized to Use KGI/Cloud?
Each KGI/Cloud user account is only authorized for use by one (1) employee or authorized representative of (1) legal entity that is named on the KGI/Cloud account.
Sharing of credentials is a violation of KGI security policies. Users found to be sharing credentials will be suspended pending review. Repeated violations may result in suspension of your organization's KGI/Cloud account and additional actions as needed to protect KGI and the affected Applicants.
Adding, Changing, or Removing Users
Adding, Changing, or Removing Users
User changes may be requested using the following form:
Placing Orders
Placing Orders
Accessing the Order Menu
Accessing the Order Menu
To access the order menu, hover over the blue navigation bar button labeled "Order".
Order
Order
Places an order via QuickApp or manual entry (see below).
Batch Order
Batch Order
Places an order via Batch Order. Batch orders utilize a spreadsheet that is uploaded, placing multiple orders at once.
Training is required before use of this feature, and it must be enabled on your account prior to use. Contact us at care@kgi360.com for more information.
Selecting the Core Suite or A La Carte Base Product
Selecting the Core Suite or A La Carte Base Product
After clicking on "Order", you are presented with all available products for your account.
Each base product, typically a Core Suite and the A La Carte product, has individual searches that are required or that are mandatory. Once you select a base product, you cannot start over without starting a new order.
Select the base product you'd like to order to proceed.
Selecting Add-Ons
Selecting Add-Ons
After selecting the desired base product, you are presented with the search selection screen.
There are check boxes next to each available search. There are three possible default selections for each search, determined by the base product you selected:
Three Types of Selections
Three Types of Selections
Required: check and cannot be unchecked. These searches will always be ordered unless removed from the order prior to final confirmation at the end of either the QuickApp process (Applicant Ready process), or the manual data entry process.
Default: searches that are automatically checked, but can be unchecked if desired.
Optional: searches that are not automatically checked, but can be checked at your discretion to build the exact report you want.
Your selections on this page will dictate the information KGI requests from you or your applicant on the following screens.
If you change your mind after proceeding from this screen, you can add or remove searches just prior to final order submission, either at the Applicant Ready stage of the QuickApp process, or at the end of the manual data entry process.
Data Entry Options
Data Entry Options
KGI offers two primary methods of entering Applicant data into the KGI/Cloud system:
!!!The Impact of Your Choice on Legal Compliance!!!
!!!The Impact of Your Choice on Legal Compliance!!!
KGI highly recommends using QuickApp whenever possible. This method includes electronic disclosures and forms with electronic signature and audit trail, greatly enhancing compliance with applicable law and mitigation of legal risk.
If you choose to utilize the manual entry option, you are responsible for obtaining and storing the Applicant's written authorization and providing an electronic copy to KGI during the manual entry process.
QuickApp Option
QuickApp Option
This is the preferred method of data entry for completeness, compliance, and efficiency reasons.
QuickApp is an Applicant-centric process that requests the required information for the report from the Applicant. In this process, the ordering user needs to provide only minimum contact information for the Applicant.
Once that information is provided, KGI/Cloud will contact the Applicant via email and/or text message to provide the information required for the background check.
QuickApp can be initiated from the package selection screen by clicking the green QuickApp button.
Manual Entry Option
Manual Entry Option
This process enables the ordering user to enter all information on the Applicant and submit the order. This is an ordering user-centric method that minimizes or eliminates the participation of the Applicant in the ordering process.
When ordering, select this method using the blue "Next" button from the package selection screen.
QuickApp and Manual Entry Buttons
QuickApp - Additional Information
QuickApp - Additional Information
When you use QuickApp, the following applies:
Once you sent the QuickApp, the Applicant will receive an email to complete their data entry within 14 days.
The Applicant will review and sign all of their required disclosures electronically.
You will be notified by email to review an order and approve it once your Applicant completes their data entry. This allows you to ensure the report will cover exactly what you want and fit into your cost requirements.
Duplicate Order Prevention
Duplicate Order Prevention
Coming Soon
Advanced Ordering Methods
Advanced Ordering Methods
Coming Soon
Draft, Applicant Ready, and XML Ready Queues
Draft, Applicant Ready, and XML Ready Queues
Draft
Draft
Saved, incomplete orders are located here. You may access these drafts and continue preparing them for order, or you may cancel them.
Applicant Ready
Applicant Ready
For QuickApp orders, once your Applicant completes their workflow, the order will be placed here for your review. We highly recommend reviewing prior to submission to production to ensure you are not ordering items that are not needed, which may increase your report price.
XML Ready
XML Ready
Collects Batch Orders and orders from a software integration, such as an Applicant Tracking System (ATS). Allows you to review the order prior to submission to production, similar to the Applicant Ready queue.
Managing Documents
Managing Documents
Authorization Forms
Authorization Forms
Coming Soon
Additional Documents
Additional Documents
Coming Soon
Order Status & Viewing Complete Reports
Order Status & Viewing Complete Reports
Coming Soon
Using Adverse Action Tools
Using Adverse Action Tools
613(a) Notices
613(a) Notices
Coming Soon
Pre-Adverse Action Notice
Pre-Adverse Action Notice
Coming Soon
Adverse Action Notice
Adverse Action Notice
Coming Soon
Summary of the Applicant's Rights Under the FCRA
Summary of the Applicant's Rights Under the FCRA
Coming Soon
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