Stage one: minimum application
Start with contact information, work authorization questions permitted in your jurisdiction, role interests, location, availability, compensation expectations, core experience, and consent to the agency's communication and privacy practices.
Avoid demanding every document before basic fit is known. A shorter first step improves completion and reduces the amount of sensitive data the agency stores for people it will not advance.
Stage two: qualification
For viable candidates, collect a structured work history, role-specific competencies, references, interview notes, and any required training or credential evidence. Use consistent questions and record the reason for advance, hold, or decline.
Set expiration and refresh rules for documents. A resume, CPR card, driving record, or background report does not remain current forever.
Stage three: approval and presentation
Before presentation, confirm that required checks are complete, discrepancies are resolved, candidate preferences match the role, and the profile accurately distinguishes verified facts from candidate statements.
Third-party employment background reports can trigger FCRA disclosure, authorization, and adverse-action obligations. Build those steps into the workflow rather than adding them after a problem occurs.
Agency checklist
- Define the minimum application
- Collect sensitive data progressively
- Use structured interviews and notes
- Verify references and credentials consistently
- Set document refresh rules
- Separate verified facts from self-reported claims
- Review regulated screening obligations