Recruitment & Onboarding: The Next Edition

Checks come in packages built around common hiring needs:

• Core screening: two reference checks, right to work, ID verification and a police check
• Healthcare Frontline: everything in Core, plus AHPRA verification
• Healthcare Frontline – Children Facing: everything in Core, plus AHPRA verification and Working With Children screening
• Education – Schools and Early Education: everything in Core, plus Working With Children screening
• Teachers Frontline: everything in Core, plus teacher registration verification and Working With Children screening

Any package can be provided without the police check if you don’t need it.

Identity verification: Candidates verify their identity once, and it’s reused for every check they complete. Referoo uses TrueVault, an Australian digital identity platform. TrueVault checks the candidate’s documents against government sources through the Document Verification Service (DVS) and runs a biometric selfie and liveness check. All ID data is processed and stored in Australia. Candidates who can’t complete the digital process can upload their documents for manual review instead.

Police checks: Referoo is an ACIC-accredited body and lodges Nationally Coordinated Criminal History Checks directly. One check covers every Australian state and territory, so you don’t need a different process for each jurisdiction. Each state’s spent convictions and disclosure rules decide what appears on the certificate. ACIC and the relevant police agencies apply those rules.

Working With Children Checks: Each state and territory issues its own WWCC, and most can’t be used across borders. Candidates need a valid check for the state they’ll be working in. Referoo collects the candidate’s WWCC number and verifies its status against the issuing state’s register.

Credit checks: Credit checks aren’t currently included.

Referoo is optional and isn’t switched on automatically. Checks are charged on a usage basis. That means you only pay for the checks you order, and they’re billed through ELMO.  You choose a package for each candidate based on the role’s requirements. The packages are set, and any package can be ordered without the police check.

Referoo contacts referees directly and collects their details and questionnaire responses as part of the checking process. Reference questions can’t be edited once Referoo has issued them; however, bespoke questions are on our roadmap and we’ll keep you updated when it will be delivered.

AI screening only compares the candidate’s resume with the criteria in the selected job ad, including the description, skills and experience. It doesn’t review cover letters, answers to pre-screening questions, position descriptions linked to the requisition or any other uploaded attachments.

Each candidate gets a score out of 100, a suitability summary and a breakdown across areas such as skills, licences, certificates, industry experience and education.

Because the score is based only on the job ad, it’s worth making sure your job ad clearly lists the skills, experience and qualifications that matter most for the role.

From 10 December, the new APP.1.7 to 1.9 transparency rules kick in. It’s a disclosure obligation, not a ban on using AI in hiring.

Two design choices in ELMO’s AI screening matter here. First, the AI doesn’t make the decision. IT scores and summarises against the job ad, and the recruiter decides who to shortlist and hire. And, as above, every score comes with a reasoning behind it, so a recruiter can see exactly why a candidate ranked where they did, and a candidate can be told. Our AI Candidate Screening is designed to support, not replace, recruiter judgement.

Our customers may need to reflect their use of the tool in their own privacy policies though.

The AI screening criteria can’t be configured at this stage.

Pre-screening questions are configurable, and they’re set through Recruitment Workflows. Workflows work like templates, so to ask questions for a specific role, you add them to the Application tab of a Recruitment Workflow. You then link that workflow to the requisition or position.

If you add questions to an existing workflow, they’ll appear on every requisition that uses that workflow. To keep questions specific to one role, create a new workflow or duplicate an existing one. Then add your questions to the new version and select it when you create the requisition.

AI screening is optional, and you can choose not to use it. 

Consider first that the AI doesn’t make the decision. It scores and summarises against the job ad, and the recruiter decides who to shortlist and hire. Second, every score includes the reasoning behind it, so a recruiter can see exactly why a candidate ranked where they did, and a candidate can be told why. ELMO AI Candidate Screening is designed to support, not replace, recruiter judgement.

You may need to reflect your use of the tool in your own privacy policies.

Either one, depending on how your permissions and requisition ownership are set up. Requisitions can be shared with hiring managers so you can work on them together. If you’d prefer HR or recruitment to own job ads, you can give hiring managers more limited access, such as taking part in interviews or panel reviews.

Yes to both. All your existing workflows and configuration carry over to the new experience. You can skip workflow steps the same way you do today.

Yes. Our LinkedIn Limited Listings integration works the same way it does today. Posting to LinkedIn is optional for each job ad.

Not necessarily. If you’re position-led, the ID links to the position library in ELMO HR Core, but it isn’t the same as a position number from an external HRIS. If you want to see your HRIS position number in Recruitment, include it in the position name.

Yes. Screening questions and contracts are set for each requisition, so each role has its own qualifying questions and contract. Requisitions, job ads, candidates, interviews and offers are all part of one connected process. That means you can see where each live role is up to and report on it.

Not after it’s been submitted, so we recommend checking everything before you submit. If you find an error after submitting, withdraw the offer, make the correction and resubmit it. Contracts are built from your contract library as Smart Documents, so you can add the details for that offer and preview the full contract before sending it.

Yes.

You can schedule and reschedule interviews from the candidate view. Each invitation includes a calendar file that everyone involved can save to Outlook or Google Calendar. ELMO doesn’t integrate directly with Microsoft Teams, so Teams links aren’t created automatically. You can add a Teams link to the interview email yourself.

Yes. When you finalise a requisition, unsuccessful candidates are automatically sent a rejection email. Candidates with a “Withdrawn” status don’t receive it.

When you reject candidates individually, such as people you’ve interviewed or screened, you can choose whether or not to send an email. That means you can contact them personally instead of sending a generic response.

You can also turn the automated rejection email off completely.

AI screening is available now in the current Recruitment experience. The new Recruitment experience became available on 21 October. It doesn’t appear automatically, so you’ll need to switch it on. Employment Checks powered by Referoo are coming soon.