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How WorkPro works for business

Data collection

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Guaranteed ROI

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Always Online

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1. Request

Select the task or package to be completed by a candidate. Send the request, then view and track its status in your dashboard.

2. Request Complete

The request sent is received and the tasks and processes are completed by the candidate.

3. View and Validate

You receive alerts when the task is complete, and can quickly view, validate and process them from the dashboard.

4. Report, Remind & Prove

Use company-wide reporting, quick filtering and automatic reminders to ensure your business always meets industry compliance.

Frequently asked questions

Get your questions answered

WorkPro for Individuals

My account

How do I know if I have previously registered for a WorkPro account?

If you’ve previously registered for a WorkPro account, then you will have received a confirmation email from WorkPro advising your username and confirming your registration. Can’t find the email? Don’t forget to check your spam or junk email folder.

I’ve forgotten my WorkPro username or password. Can I check to see what they are?

If you have forgotten your username, click the “Forgot your username” link from the portal login page, then enter the email address you used to register with WorkPro. An email will be sent to you confirming your username.

If you have forgotten your password, click the “Forgot your password” link from the portal login page. You will need to enter your WorkPro username, and an email will be sent to you with further instructions. If you cannot remember your WorkPro username, follow the steps outlined above.

Important note: If you have multiple WorkPro profiles using the same email address, you will need to contact WorkPro for this information.

What is a CAPTCHA code?

A CAPTCHA code allows WorkPro to verify that a human is trying to register, not an algorithm or robot.

When I submit my registration, it says invalid CAPTCHA code. What does this mean?

If your registration returns an invalid CAPTCHA code error, wait for the green tick before pressing submit on the registration.

Device support

Can I use WorkPro on my mobile phone?

You may use WorkPro on a mobile device, however, for the best experience, WorkPro is better accessed via a PC, laptop or tablet.

Important note: We are always improving WorkPro’s compatibility with mobile devices.

Which web browser should I use for accessing the WorkPro platform?

For the best WorkPro experience, we recommend using an up-to-date version of Google Chrome or Mozilla Firefox. We do not support Internet Explorer.

What happens next?

My police check has been referred. How long until I know the outcome?

It can take up to 20 business days to know the outcome of a referred police check.

I've just finished a module, what happens next?

Your recruiter/employer will receive an email notification advising them that you have completed the requested module.

Important note: There may be other modules or tasks that you need to compete. Please check the email sent by your employer or recruitment agency for details of any additional modules or tasks.

I completed a WorkPro module as part of a previous induction, do I need to do this again?

All successfully completed WorkPro modules are valid for two years. You may redo a module at any time – however this is only within two months of the expiry date.

WorkPro for Business

My subscription

Can I swap between agreements during a contract?

You can change your subscription level and add additional services at any time during your agreement period with no penalty.

Simply contact us to advise which package you would like to move to and additional services you’d like enabled. Upgrades can be made instantly so you can start using it straight away, or in your next billing cycle.

To discover which package is right for you, call us to discuss your business needs and we can help you decide!

Does a WorkPro subscription include ongoing support?

Every WorkPro subscription includes comprehensive training and ongoing support for your business as well as your users.

After your account is activated, we facilitate individual and group training sessions for your staff to get you up and running quickly. This can be delivered via webinar or in person, depending on your requirements. Training focuses on core WorkPro features and functions, as well as how your business can best implement WorkPro into current HR processes for a powerful streamlined solution.

WorkPro offers live phone and email support for clients and candidates to answer questions fast. Phone support is available from 8:30am to 6pm AEST.

What does implementation look like?

Getting started with WorkPro is simple – the platform integrates seamlessly into any current HR and onboarding process. Unlike other HR software, which can take three to six months to implement, you can start enjoying your new WorkPro dashboard and streamlining your compliance in a matter of hours!

WorkPro is an online cloud-based platform which means it can be accessed and managed anywhere, anytime with a single login and password. After activation, which can be done in a matter of moments, all features may be used straight away.

WorkPro can be used for business as a stand alone platform or as part of an integration with your existing HR software. See our marketplace for further details or contact your software vendor to ask about a WorkPro integration.

What services are included in a WorkPro induction?

WorkPro packages include full access to our modules library. Each subscription comes with training, live support for your business and users, and your own WorkPro dashboard to deliver, track and manage everything with ease.

The dashboard accesses staff profiles which store integrated records and results from every user footprint. An intuitive layout with powerful overviews and traffic light colour coding highlights critical items, enabling faster decision making.

The all-in-one platform streamlines workforce training and compliance, for company-wide reporting and control.

Can you configure WorkPro?

The WorkPro platform is fully customisable and configurable to help your business deliver, track and manage training and compliance, your way.

Configure your induction packages to enable easy requesting and establish a standard for your business. Find and report on the unique attributes of staff and candidates that makes sense for your business.

Add the customisation upgrade to use your brand identity on the platform and enhance user experience for your staff and candidates by uploading your own content. This includes a branded login page, your own logo across the platform, and the ability to fine tune inductions and eLearning to suit your specific business needs. Customisation also gives you the power to upload and host your own content, build your own modules tailored to your business, and change which modules are available for users in the library. Why build and maintain your own training platform when you can brand ours?

How many users can we have with our subscription?

WorkPro offers three subscription packages to suit businesses large and small.

The Bronze package (up to 150 users annually) is perfect for light use, Silver (up to 250 users) is a great mid-range option and the Gold package (up to 500 users) provides large businesses with the ability to meet the needs of larger workforces.

If you are looking for a 500+ user solution, we can tailor an Enterprise package that will match your exact requirements.

If you’re a small business looking for a flexible solution to get started, a casual WorkPro subscription can be selected which starts at just $24 per user.

What reporting is available via the WorkPro dashboard?

The WorkPro platform provides businesses with an all-in-one training and compliance solution for their workforce. This allows for powerful filtering and reporting.

You’re only one click away from a range of smart filters that can quickly check, monitor and track your workforce progress. Deep dive in on the data you need to make decisions fast, then run reports instantly to stay accountable and in control at all times.

Every footprint your candidate leaves in their online induction and eLearning, background check and document uploads can be found and used for reporting.

WorkPro information is stored in dynamic staff profiles which include records for each staff member across all services.

Candidate dashboard

How long does a candidate’s information appear in my dashboard?

Candidate details remain visible and searchable from your WorkPro dashboard unless they are deleted or archived. You can do this by clicking on the filtering function on your dashboard.

WorkPro automatically manages the secure storage, archive and destruction of sensitive reports and documents in line with government requirements. For this reason, results of background checks may not be accessed after a certain date. This ensures your business is compliant with auditing requirements for government and authority databases from which information is obtained.

For more information about document storage and time periods of results, please contact us.

How does WorkPro have access to instant work rights checks?

WorkPro integrates directly with Department of Home Affairs’ VEVO database so users can perform Work Rights Checks from inside the WorkPro platform, instead of logging in to VEVO every time. This service is available as part of our relationship with the Australian Government Department of Home Affairs.

Verifying work rights for overseas candidates is a legal obligation for all Australian employers, and a time and resources burden for HR departments everywhere.

WorkPro simplifies the process with an easy online system, including the ability to send bulk requests, and track and manage results under staff profiles via a single dashboard. Ongoing monitoring is critical, so we’ve made it easy by automating expiry notifications. Coupled with a robust filtering function, this means checking work rights is no longer an administrative burden.

How does WorkPro manage privacy?

WorkPro makes privacy of candidate and staff information simple for businesses by managing it for them.

All sensitive data is tracked, managed and stored in the WorkPro platform in line with Australian and New Zealand Privacy Acts. WorkPro ensures your HR department is compliant with current privacy laws.

WorkPro also manages the secure storage, archive and destruction of sensitive information and documents in line with government requirements. For this reason, results of background checks may not be accessed after a certain date. This ensures your business is compliant with auditing requirements from the Australian Criminal Intelligence Commission (ACIC), New Zealand Ministry of Justice (MoJ) and similar authorities from which checks are obtained.

Police Checks

General questions

What is a Police Check?

A police check is formally known as a Nationally Coordinated Criminal History Check (NCCHC). The NCCHC process involves identifying and releasing any relevant Criminal History Information (CHI) subject to relevant spent convictions/non-disclosure legislation and/or information release policies. This information is sourced from the databases of all Australian police jurisdictions. The information is held centrally by the Australian Criminal Intelligence Commission (ACIC). WorkPro’s online police check service offers secure integrated access to the ACIC, to retrieve relevant data and results almost instantly.

An Australian national police check can also be referred to as:

  • Police check
  • Police history check
  • Police clearance check
  • Police criminal check
  • Police record check
  • Criminal history check

A Police Check report contains:

  • A date of issue;
  • All names you have been known by;
  • Date of Birth;
  • Your primary residential address.

What is an Australian Criminal Intelligence Commission (ACIC) Accredited Organisation

An Australian Criminal Intelligence Commission (ACIC) accredited organisation is an organisation that ACIC have assessed and approved to administer the police checking service on behalf of individuals and customers. ACIC accredited organisations are entrusted with direct access to the National Police Checking Service Support System (NSS) to submit applications and retrieve police check results for consenting applicants.

Accredited organisations include Australian federal, state and local government agencies, private sector businesses, not-for-profit organisations and screening units for working with children or vulnerable people.

Is WorkPro an ACIC Accredited Organisation?

The Australian Criminal Intelligence Commission (ACIC) has accredited a number of organisations to assist individual’s and company’s apply for and submit a Nationally Coordinated Criminal History Check. These organisations are entrusted with direct access to the National Police Checking Service and play a vital role to help safeguard the Australian community.

The accreditation process means demonstrating adherence to strict guidelines that are stipulated by ACIC that must be followed by every accredited company.

Accreditation obligations include following identity requirements, an agreed verification process, and abiding by stringent security and data privacy requirements.

Accredited companies are regularly audited by ACIC to ensure adherence to the agreed guidelines.

Risk Solutions Australia Pty Ltd t/a WorkPro has been accredited by the ACIC since 2012 and therefore able to offer Australian police check online service to companies and individuals.

Does a Nationally Coordinated Criminal History Check cover all states in Australia?

WorkPro’s online police check process includes results from every State Australia wide.

How long does it take to process a Nationally Coordinated Criminal History Check?

Using WorkPro as your police check partner, you can expect most checks to be processed within 30 minutes (subject to business hours).

The outcome of the processed check will be ‘No Disclosable Court Outcome’ (NDCO) or ‘Referred’. Referred can occur in approximately 30% of all national police checks ordered. If this occurs, your result may take from 1 – 15 business days to be finalised. A Referred status means that the check will be manually reviewed before it is finalised as a NDCO or Disclosable Court Outcome (DCO).

WorkPro has no control or influence over the manual review and we cannot predict if any check will be delayed.

WorkPro partners with ACIC to work together aiming to process 95% of police checks within 10 business days, noting that:

  • 70% of all checks are processed within 30 minutes.
  • 25% are completed within 10 business days as they’ve been referred to one or more police agencies because an individual’s name is similar to a person of interest.
  • 5% may take 15 business days or more (depending on the complexity of the check). For further information on ACIC delivery times click here.

Processing a police check can take longer if the applicant shares similar details with other individuals recorded in police systems, particularly if they have a common name.

What Information is disclosed in a Nationally Coordinated Criminal History Check?

A Nationally Coordinated Criminal History Check is a ‘point in time’ check, meaning results reflect police records at the date and time the result is released. Information disclosed includes:

  • Court convictions
  • Findings of guilt with no conviction – this means that even if no conviction was recorded for an offence, it will appear on a police check
  • Good behaviour bonds or other court orders
  • Charges
  • Matters awaiting a court hearing
  • Driving offences where the candidate has been found guilty by a court – note that otherwise traffic offences are not criminal offences and will not be disclosed in a police check

What information is not disclosed in a Nationally Coordinated Criminal History Check?

  • Traffic offences are not criminal offences and are not disclosed unless the individual has been found guilty by a court
  • A Nationally Coordinated Criminal History Check does not contain information about spent convictions.

What is a Spent Conviction?

The Australian Commonwealth Spent Convictions Scheme means that certain criminal convictions are not disclosed after a period of good behaviour. The Scheme applies to convictions for less serious Commonwealth, State, Territory and Foreign offences, and also covers pardons and quashed convictions. A conviction for a State or Territory offence may also be covered by a spent conviction scheme in the relevant state or territory. Importantly, any unauthorised disclosure and use of this information is also prohibited. Generally speaking, a spent finding is:

  • A criminal offence older than five years, if convicted as a child
  • An offence older than ten years in any other case

The above waiting periods are intended to demonstrate that the individual has been of good behaviour and has not re-offended during the five year or ten year period.

The Commonwealth Spent Convictions Scheme generally does not apply to more serious convictions, where the individual has been sentenced to imprisonment for more than 30 months.

What does a NDCO mean?

NDCO is defined as ‘no disclosable court outcomes’. This result indicates that there is no police history information is stored against the individual, or no information that may be released (for example, information regarding spent convictions).

Once a check is submitted using WorkPro online police check application service, the information is verified by a specialist WorkPro team member before it is submitted to the ACIC online police check service. Once the police check is submitted, the result can be returned within 30 minutes.

What does Referred mean?

Referred means that when your police check application has been submitted online, it has been ‘flagged’ for further review prior to finalising the police check.

This might mean that your information may be a match against somebody on the database with a similar name, gender and/or date of birth. When this occurs, there is a manual process of review into the application, in consultation with each of Australia’s police agencies, to resolve the match.

It can take 15 business days to be finalised. Once the Nationally Coordinated Criminal History Check has been finalised, you will be notified by email.

How does WorkPro Administer a Nationally Coordinated Criminal History Check?

WorkPro is an organisation accredited by the Australian Criminal Intelligence Commission (ACIC) as a third-party nNationally Coordinated Criminal History Check partner.

Accredited in 2012, WorkPro is highly experienced in managing background checks across a broad range of industries.

WorkPro offers a simple, secure process, available on any device, and the ability to return results within minutes! Here is how our process works:

STEP 1: CANDIDATE REQUEST

A registered WorkPro customer sends an electronic request from the WorkPro platform to complete the police check application.

STEP 2: APPLICATION PROCESS

The candidate receives the email request and completes the application online, providing relevant personal information, supporting identity documentation and consent.

STEP 3: IDENTITY AND CONSENT

Prior to 1 July 2018, the police check process required an applicant to provide what was previously known as 100 points of identification. Today, following the implementation of the National Identity Security Strategy, the police check process now incorporates the requirement for an applicant to provide four forms of identification against strict categories and provide express informed consent. Identity document categories are as follows:

  • One commencement of identity document
  • One primary use in the community document
  • Two secondary use in the community documents

A full list is available here.

Whilst a commencement document may be relatively easy for an Australian Citizen to provide, for non-Australian citizens, it may be more difficult to meet the criteria for this category.

  • Australian citizens may supply a current Australian birth certificate or passport.
  • Non-Australian citizens need to provide an alternative Commencement of Identity document such as an ImmiCard, certificate of identity issued by the Department of Foreign Affairs, certificate of evidence of residency status, or Australian visa document.

It may be necessary for non-Australian citizens to provide their work rights visa. To do this, applicants can utilise WorkPro’s free, integrated Department of Home Affairs VEVO database to complete a work rights check, instantly able to upload the result as their commencement of identity document. WorkPro is one of only a handful of companies integrated with the VEVO database, meaning the work rights check can be completed without the need to leave the WorkPro platform!

STEP 4: VETTING AND SUBMISSION

Once the applicant provides evidence of their identity and informed consent, a WorkPro customer is expected to review the application, compare, confirm and accept the authenticity of the identity documents, and submit the application via a secure on-line portal.

In keeping with our commitment to privacy, security and robust compliance, WorkPro additionally reviews every application and identity document to confirm the application and documentation is accurate, correct and the identity is compared for authenticity. Once confirmed, the application is submitted to the Australian Criminal Intelligence Commission’s (ACIC) National Police Checking Service Support System database. Here, a database search uses the applicant’s name, sex and date of birth to seek matches against persons of interest (POI) known to police.

STEP 5: THE OUTCOME

NDCO

If no potential matches are found, an instant result or initial clear is returned, known as a ‘NDCO’ (no disclosable court outcome). This means there is no police history information recorded for the individual’s details as submitted and the result is returned to WorkPro’s secure portal. The customer is alerted via email that the result is finalised.

Referred and matching for persons of interest

An initial check may return as ‘referred’ when a potential match against a person of interest (POI) is returned. In this case, the check is referred to the police agency where the relevant information is held, and the agency determines whether the applicant is the same person as the POI – this is known as ‘matching’.

In some circumstances, the police agency may need additional information to assist with making a matching decision. If this is the case, the agency will raise a request for further information, generally in the form of additional personal details, such as previous addresses, photo ID or asking an applicant attend a police station to submit a fingerprint sample.

If the police agency determines that the applicant is not a match with the person of interest, the referral result is NDCO.

Confirmed match and vetting of disclosable information

If the police agency determines that the applicant is a match with the person of interest, the check moves into the vetting stage. Here, relevant legislation and information release policies are applied to determine the type and amount of information about the candidate that can be released. The check then goes into the final vetting stage.

The police agency in the state or territory in which the accredited organisation (that is, WorkPro) has its registered business reviews vetted results and applies its own legislation and policies to determine what information may be released to the accredited organisation.

DCO

This information is returned as a ‘DCO’ (disclosable court outcome) result. This means there is police history information recorded for the individual’s details as submitted. Specifically, a record of court convictions and findings of guilt, subject to the application of relevant spent conviction legislation in the relevant jurisdiction.

STEP 6: DELIVERY OF RESULTS

At the end of the process, a National Police Certificate (NPC) is issued, outlining the results of the check:

  • NDCO No police information held against the applicant or no information that can be released according to the purpose and category of the police check
  • DCO Police information is available that can be released

How do I apply/order a Nationally Coordinated Criminal History Check?

Individuals can apply for and pay for their own Nationally Coordinated Criminal History Check through our pay-as-you-go portal Australian Police Check here

Using WorkPro’s police check online service, the process is as follows:

  • Create an account online
  • Pay for the check
  • Complete the online application form
  • Upload the required ID and self captured photo
  • Provide consent online
  • You will receive an email confirming your order is being progressed and when your check is completed.

WorkPro provides results electronically so that you have instant access to your information, and to allow you the option of printing hard copies or passing on the information electronically.

What documentation do candidates need to supply when applying for their check?

To comply with National Identity Security Strategy and Australian Criminal Intelligence Commission (ACIC) requirements, WorkPro’s online system enables applicants to provide the following documents in order to successfully complete the police check process:

  • One ‘commencement of identity’ document, for example a valid Australian passport
  • One ‘primary use in the community’ document, for example a valid Australian driver’s licence
  • Two ‘secondary use in the community’ documents, for example an Australian Medicare card
  • A linkage of identity photo, that is, a photo including both the applicant and the relevant document
  • A signed informed consent document (electronic or physical signature)

A list of the documents can be reviewed here.

At least one of the documents must include a photo of the applicant. In addition, the documents must show the same name as the claim, or evidence of a change of name is also required. The following are not acceptable:

  • Copies or certified copies
  • Expired documents
  • Australia Post Keypass identity card
  • The same document twice

Is the online police check process safe?

When individuals and organisations seek to conduct an online Nationally Coordinated Criminal History check, a key concern should be the security of the system and processes given the sensitive nature of the information.

If you are wanting to process police checks online, you need to ask the provider how they secure information an on-line and to prove their accreditation with the Australian Criminal Intelligence Commission (ACIC).

WorkPro has been accredited by the ACIC since 2012 and its online Nationally Coordinated Criminal History check service is secured in line with the Australian Criminal Intelligence Commission’s stringent security and audit terms. WorkPro regularly undertakes internal and external audits to ensure it remains in line with the Australian Government’s legislated requirements.

WorkPro manages compliance standards on your behalf, ensuring data is properly and securely stored, archived and destroyed in accordance with national laws.

Why do some Nationally Coordinated Criminal History Checks take additional time to process?

There are many reasons as to why some checks may take longer than others to process, including:

  • The individual has a common name, or a name that matches with many potential persons of interest
  • Transferring information between various state and territory police agencies before the information can be vetted and/or released
  • The relevant police agency has inaccurate or incomplete records which need to be investigated before the check can be finalised
  • Old police history associated with a possible match requires manual collection and processing of hardcopy records
  • Workloads within each police agency

How long is a Nationally Coordinated Criminal History Check result valid?

The check result is a point in time check and only represents the applicant’s offence history as of the date of release.

The application and results certificate are stored for 12 months within WorkPro. The certificate is then permanently destroyed and the record automatically archived in line with the Privacy Act.

The outcome of the check is available for viewing permanently as a reliable audit trail.

The applicant does have the right to request their results certificate to be destroyed at any time. The process that needs to be followed by an applicant to request their check is destroyed is formal, and managed directly between the applicant and WorkPro.

Is there a minimum age requirement to gain a Nationally Coordinated Criminal History Check?

A candidate must be at least 16 in order for a Nationally Coordinated Criminal History Check to be completed. In addition, anyone under the age of 18 must have the informed consent of a parent, guardian or legal representative.

Can a Nationally Coordinated Criminal History Check be requested without the applicant's consent?

It is not possible to process a police check without the candidate express informed consent. WorkPro checks the signature provided during the application process as part of the verification process prior to submitting the check to ACIC.

The applicant must provide signed and informed consent in order for a Nationally Coordinated Criminal History Check to be completed. By doing so, they are consenting to the specific purpose of a police check. If another national police check is required for a different purpose, they must consent again. Consent can be provided in the form of a digital signature, and is collected as a part of WorkPro’s application process.

Will the applicant receive a copy their Nationally Coordinated Criminal History Check results certificate?

Using WorkPro, the applicant will receive a copy of their Nationally Coordinated Criminal History Check results certificate. In addition, it is an Australian Criminal Intelligence Commission requirement that the applicant is automatically and immediately advised if there is a disclosable court outcome and provided with clear instructions on how to dispute the outcome if it contains an error. The WorkPro platform automatically ensures this requirement is addressed.

Will interstate convictions appear on my results certificate?

A Nationally Coordinated Criminal History Check result will display all releasable court outcomes from all states and territories of Australia, based on respective policies/legislation and spent conviction schemes.

Is there a difference in the check I get from WorkPro or one I can obtain from my local police or post office?

There is no difference in the Nationally Coordinated Criminal History Check result you would receive from WorkPro, another broker, or state or federal police, as we all use the Australian Criminal Intelligence Commission system to obtain the same information.

There are however differences in the speed, efficiency, and security of the service you receive and the way your police check is delivered to you.

State by State

How do I gain a Police check in New South Wales (NSW)

If you need a NSW police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a NSW police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in NSW. 

The issued certificate is valid nationwide and within NSW. 

How do I gain a Police check in Victoria (VIC)?

If you need a police check in Victoria, WorkPro can assist you by providing a fast online service. 

Once the police certificate has been finalised, it can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a criminal check in Victoria, the check will cross-reference the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the Victorian police check has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in Victoria. 

How do I gain a Police check in South Australia (SA)?

When you apply for a police check in South Australia, you are also applying for a National Police Check.  

WorkPro makes obtaining a South Australia police clearance certificate simple. The SA police check application can be completed securely from your computer, mobile or tablet. 

Most South Australia (SA) police checks are returned to applicants within 30 minutes. 

A police check in South Australia lists an individual’s disclosable court outcomes and pending charges sourced from the databases of all Australian police agencies. 

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in South Australia. 

The criminal record check issued by WorkPro is valid nationwide and within South Australia (SA). 

How do I gain a Police check in Queensland (QLD)?

If you need a QLD police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a QLD police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the QLD request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in QLD. 

The criminal record check issued by WorkPro is valid nationwide and within QLD. 

How do I gain a Police check in Western Australia (WA)?

If you need a WA police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a WA police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in WA. 

The criminal record check issued by WorkPro is valid nationwide and within WA. 

How do I gain a Police check in Tasmania (TAS)?

If you need a TAS police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a TAS police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in TAS. 

The criminal record check issued by WorkPro is valid nationwide and within TAS. 

How do I gain a Police check in ACT?

If you need an ACT police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for an ACT police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in the ACT. 

The criminal record check issued by WorkPro is valid nationwide and within the ACT. 

How do I gain a Police check in the Northern Territory (NT)?

If you need a NT police check, WorkPro can assist you by providing a fast-online service. 

The police check can be used for employment, voluntary work and occupation-related licensing or registration purposes. 

Even if you apply for a NT police check, the information will be checked against the national database and return information if the applicant has a criminal history that can be disclosed in any State in Australia. 

Once the request has been submitted, WorkPro will verify the person’s application form and submit the check to Australian Criminal Intelligence Commission (ACIC) and you can expect the check to be returned within 30 minutes.  

WorkPro is accredited by the Australian Federal Government to conduct nationally coordinated criminal history checks in NT. 

The criminal record check issued by WorkPro is valid nationwide and within NT. 

Reference Checks

General questions

What is a reference check?

Many employers check references as part of a recruitment or hiring process. A reference check is when an employer contacts a job applicant’s previous employers, schools, colleges, and other sources to learn more about his or her employment history, attitude, approach to work and why they left a previous role.

What is the difference between a background check and a reference check?

Both background checks and reference checks are a function of the hiring process.

A background check confirms CV data. It can include and is not limited to, the verification of job titles, such as dates of employment and sometimes salary. It often includes verification of education, diplomas as well as certificates and association memberships. It will also include other things not listed on a CV such as criminal checks, and credit ratings.

Social media searches are often included in a background check.

A qualitative reference check is an interview of work related references that give you a glimpse on how the candidate works and how they have performed in the past.

Asking the right questions will give you a sense of what the candidate can do for your organization and how they work best. A thorough investigative reference check will give you a glimpse into the candidate’s past performances, triumphs and failures.

Is a reference check valuable as part of a recruitment process?

Checking reference is an opportunity to confirm the candidate’s ability to do the job but also understand their motivations and how best to manage them as part of a strong retention strategy.

As workforces evolve, and working arrangements change, it is not just about the work a candidate does, but their attitude, aptitude, communication skills and their potential to grow and adapt.

Other styles of background and probity checks provide factual information, use checks such as employment history check or qualification check to provide this data. Use a reference check as a way of getting more personal.

For this reason, the reference check needs to be structured with the right mix of question types to ensure the process is valuable and provide deep insights.

What questions should I ask a referee?

Reference checks can be grouped in to three logical categories: Essential, Personal Attributes, Role Specific. Whilst it is important to tailor a reference to suit your organisation’s or the jobs needs, it is useful to build a common template for all prospective hires. A list of questions might include:

  • Can you verify the candidate’s employment, job title, pay, and responsibilities?
  • Why did they leave that job?
  • How do you know the candidate?
  • What makes the candidate a good fit for this job?
  • If you had the opportunity, would you re-hire this job candidate? Why?
  • Did the candidate get along with their co-workers and management?
  • How did (name) handle conflict? How about pressure? Stress?
  • What advice can you give me to successfully manage the job candidate?

Who is Referoo?

Referoo is the leading online reference checking tool, you can read more about the WorkPro and Referoo integration here: https://www.workpro.com.au/partnerships/referoo/

 

How does an online reference check avoid discrimination and fraud?

An online, automated reference check avoids the risk of recruiters asking discriminatory questions or recording details incorrectly.

Moving the reference check from a conversational-based approach to a written question and answer approach boosts the accuracy, consistency and reliability of data.

A more precise and secure data collection process adds layers of governance, security and compliance to the recruitment process, which significantly reduces the risk of reference fraud and bad hires.

MoJ Checks

General questions

Can I continue to use WorkPro to administer my Ministry of Justice checks after 3rd May?

WorkPro offers a flexible Ministry of Justice service to suit any business.

From 3rd May 2021, you can continue to use WorKPro for your MoJ Checks. When you send a candidate request, the candidate will be asked to upload an existing check if they already have one, and if they don’t, WorkPro will connect them to the NZ Ministry of Justice to complete one.

With every check you will have the option to select a WorkPro Direct MoJ Check. This secures a guaranteed 4-day turnaround time, as well as live support you can rely on for candidates and a direct service for them to complete their check without leaving the WorkPro platform. WorkPro will vet the check and manage it through to completion.

How long does WorkPro’s Ministry of Justice check take to be finalised?

WorkPro’s Ministry of Justice check takes 4 business days to be returned once it has been submitted for processing.

Once the check is finalised, you will receive an email alert that the check is finalised and available in your online WorkPro dashboard.

What happens if I have a WorkPro Ministry of Justice Check set up in a WorkPro 'package'?

If you have an MoJ check set up in a WorkPro Package, when you send a new candidate request after 3rd May 2021 and select Package to send to a candidate, it will automatically default to a WorkPro Direct MoJ Check which incurs an individual fee. The platform will still ask the candidate if they already have a check – if they do and you accept it, you won’t need to pay.

If you do not want to pay for an MoJ check, you can remove the MoJ Check from your package permanently and add a new one to the candidate request as an additional task.

The Ministry of Justice service offers a free check for individuals. Can I continue to use WorkPro for my MoJ checks?

The Ministry offers the option for a candidate to do their own MoJ Check. This means you can send your candidate directly to their online service to complete the check.

This means that you lose some control of the process, as you will need to chase the candidate to ensure they follow the process to get the check done.

When you use the WorkPro MoJ Check service, the candidate is send notifications to ensure they get their check done. If you select a WorkPro Direct MoJ Check, they will be prompted to complete the check on the spot, in the platform, and you’ll get guaranteed results in 4 days.

If I don't choose to pay for a WorkPro Direct MoJ Check when I send a new request, what happens?

When you send a request to the candidate from your WorkPro dashboard, they will be invited to upload an existing MoJ Check if they have one.

If they do not have one to upload, or they upload a check and you reject it, the candidate is automatically connected to the Ministry’s online portal where they can request their own check for free.

If the candidate does not upload their completed check in WorkPro within 5 business days, WorkPro will automatically send 3 email/text reminders, 3 days apart, inviting them to upload their result.

When the candidate has uploaded an MoJ Check to WorkPro, you will receive an email alert letting you know that the check is complete and available in your WorkPro dashboard for viewing.

I have pre-purchased volume MoJ checks. What happens if I have residual checks when the new service comes in to place?

After 3rd May 2021, if you have residual checks in your account and have not advised WorkPro whether you would like to continue to use the online service, WorkPro will deduct the $1,500 annual subscription fee from your balance and apply any residual checks to your account. The cost of each check will be adjusted to NZD$25.00+GST.

Can I just purchase MoJ Checks from WorkPro on-demand?

With the WorkPro MoJ Check subscription, you can choose to purchase WorkPro Direct MoJ Checks on-demand, when you need them. This is selected when you send each new MoJ Check request, and is invoiced separately for a set fee for each check completed.

The candidate will still be asked if they have an existing check. If they do and you accept it, you won’t have to pay this fee, even if you selected WorkPro Direct at the beginning. Only if a new check is required will this process start, and you’ll be invoiced for it.

Click here for pricing.

Work Rights Checks

General questions

What is the new WorkPro work rights function?

The new function is an extension of WorkPro’s Australian work rights service. 

The new function has been designed and configured by WorkPro. This is not a service available through the Department of Home Affairs VEVO service. 

The new function automatically polls the VEVO database and produces a new certificate if there is any change to a work right. The certificate will be automatically stored against the candidate record in WorkPro. 

Currently customers can manually set a reminder date for a new work rights check once one has been completed. Additionally, clients receive an automatic expiry warning email and all impending work right check expiries are visible in the Insights tab. 

However, there is no automatic re-check. It is up to the client to manually complete a new check within WorkPro. 

The new service will also include sending a client a report every night showing any change to a candidate’s work right. 

Will all my non-AU citizens automatically be part of the poll?

Candidate’s whose work rights have been checked by your organisation in the last 60 days will automatically be part of the re-checking function. 

If you want a candidate or group of candidates to be part of ongoing automatic polling, complete a ‘bulk’ check using the filtering function in your dashboard. 

Once the check/s are submitted, the candidate/s will automatically be part of the polling function. 

What is a change to a work right?

A work right change may be a condition to the visa, or it may be that the current visa has expired. 

What happens in WorkPro if a candidate’s right to work changes?

If there is a change to the candidate’s right to work, a new certificate will automatically be produced and stored against the candidate profile in the client account dashboard. 

Additionally, any change to a work right will be included in a report that is automatically sent to the Site Administrator email address. 

Is there a report available to run?

Yes, a report is available within WorkPro that shows any visa change in a specified period. It is important to note that the report is a moment in time report, i.e. if you run a report from 1 June 2021 – 30 June 2021, it will only show the work right for that candidate at that time, not the work right for the candidate after that date (noting that the work right may have changed). 

What is the workflow for the new function?

The diagram below shows the workflow for an existing check that has already been completed in WorkPro and for any NEW candidate that you complete a check for. 

a) Workflow for the first Check submitted for a new Candidate:

b) Workflow for candidates that have already been processed through WorkPro:

Archiving candidates

Will a check be automatically processed on archived candidates?

If you archive a candidate in your dashboard, the automatic polling with stop. 

How do I archive a candidate in WorkPro so they are no longer part of the polling function?

To archive a candidate in WorkPro that you have completed a work rights check on previously, and you no longer wish to keep re-checking, follow the instructions below: 

    1. Search for the candidate using the filter function 
    2. Select ‘View’ and ‘Archive Candidate’ 
    3. This candidate will no longer appear in the dashboard and will not be part of the polling function 

Can I re-activate a candidate in my dashboard once I archive them?

You can re-activate a candidate to be included in the polling by following these instructions: 

    1. Select ‘Views’ from the Administrator dashboard and ‘Archived Candidates 
    2. Search for the candidate using the filter function 
    3. ‘Restore’ 
    4. The candidate will re-appear in the dashboard.  

If I re-activate a candidate, will the polling function automatically re-check them?

For the re-activated candidate to be part of the polling function, you will need to submit a new VEVO check. 

Work Rights Check pricing

Is there a cost to use this new WorkPro function?

If you are paying for a WorkPro work rights subscription, the service will automatically be part of your subscription. 

If you are not currently paying for a WorkPro work rights subscription, there will be a fee associated with the service. Pricing information is available here. 

Vaccination Status Management

General questions

What is WorkPro’s Covid Vaccination Status Management Function?

WorkPro has developed an easy and secure method to administer the collection of sensitive Vaccination status information and the Digital Certificate.

Available on any device, the flexible function enables a customer to send candidate requests and for a candidate to enter their status, appointment information, and upload (and securely store) their Digital Certificate.

The workflow allows the candidate to update their status as it changes and once the Digital Certificate is uploaded, a customer can view the Certificate, and validate its veracity. Additionally, a customer has the flexibility to permanently delete the Certificate from their view or store the Certificate if they are mandated to maintain the record for a period until it is either no longer required or exceeds the statutory period to maintain the record.

How does WorkPro maintain the privacy of a candidate’s Certificate?

The Covid-19 Digital Certificate is classified as a sensitive document under the Privacy Act.

We take our responsibility to maintain privacy and compliance seriously and have developed the function with privacy top of mind. This includes a secure method to upload their Certificate with informed consent, and an audit trail of who have the shared their certificate in their personal digital profile.

Additionally, once a customer has viewed the certificate, they also have the option to delete the certificate permanently, with a verified certificate remaining.

The Digital Certificate is encrypted in transit and stored in an encrypted format.

Each time a candidate is requested to upload their status by a licenced WorkPro customer, they will need to log in to their digital profile, provide informed consent, which includes agreeing to the Collection Notice, and ‘share’ their status/Certificate.

I only need to see the Digital Certificate; I don’t want my company to store the Certificate permanently. Is there a way for me to delete the Certificate from my organisation’s WorkPro account once I have viewed it?

WorkPro is acutely aware that the Digital Certificate is classified as a sensitive document under the Privacy Act. We have therefore built our functionality so that is flexible to meet your businesses regulatory requirements.

In practice, this means that every time you request a candidate to provide their Vaccination Status information, if the person is fully vaccinated, and they upload a copy of their Digital Certificate, their informed consent is mandatory. Once the Certificate is uploaded, a customer ‘validates’ the Certificate’s authenticity, and can then delete the Certificate permanently from their view with only the verification history remaining that is date and time stamped as an audit trail.

What if I delete the candidate’s Certificate but need to collect and store it for another role in the future should our regulatory requirements change?

If you need to collect the Certificate for another role or as part of a regulatory change, you need to send a new candidate request from the platform. The candidate will log in to WorkPro and securely ‘share’ their Digital Certificate with your organisation, which will appear in your personal dashboard.

You will be able to view the Certificate, validate it. The Certificate will be stored until you delete.

Does the vaccination function cater for boosters?

WorkPro is aware that a Covid19 booster is likely to be rolled out in 2022.

For this reason, we have future-proofed the development in readiness for this rollout. If it is required, you will send a further candidate request to provide the date of the booster appointment, or evidence of the booster as an additional document

Does the vaccination function also cater for Covid tests and the upload of a test result?

WorkPro is working towards being able to request a candidate to get a Covid test and upload their results securely in to the WorkPro platform.

More on this early 2022.

My company already uses the licence/ticket/document function and have been using the service to collate the Covid-19 information. Will this information and the evidence be migrated when the document function is launched?

When the service is deployed, we will do what we can to map and migrate the existing information and copies of Certificates. There may however be gaps as the new service is enhanced, and it will be up to your company to fill in any gaps.

If I have already collected the vaccination information using WorkPro’s licence/ticket function, do I need to collect any further consent from a candidate once the new function is implemented?

You do not need to collect any further candidate consent for candidate’s whose vaccination information you have collected as this was covered off in our existing Privacy Policy and their Terms of Access. We have however strengthened the consent by adding a Collection Notice when someone uploads their Certificate.

We’ve onboarded and inducted nearly 3,000,000 candidates since 2008


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