GStaffing
Keep identity handoffs clear in staffing
Short answer
Agree in writing who requests identity verification, who can see the result, and what the client receives. In most cases the client needs a short statement of outcome and date, not the candidate's ID images or personal details.
Map the responsibilities
| Question | Decide in advance |
|---|---|
| Who sends the identity request? | Usually the agency, once, at an agreed stage. |
| Who can view the result? | A named role at the agency. Not a shared inbox. |
| What does the client get? | Outcome, date and scope, such as identity verified on a given date. |
| Who answers candidate questions? | One named contact, published in the request. |
| How are errors corrected? | A route to retry or dispute, with a record of the correction. |
Share less, not more
- Do not forward ID images, dates of birth, or document numbers to clients by email.
- Do not export lists of candidates and their identity status in bulk.
- Pass only what the client needs to make its decision, and say clearly what was not checked.
- If a client wants its own identity step, discuss whether repeating it adds value or only adds exposure for the candidate.
Consent and timing
Candidates should know before the request arrives that an identity step is part of the process, why, and who will see the outcome. Give a reasonable window and a way to ask for help. Avoid stacking the request on top of an offer deadline.
When the client relationship ends
Decide what happens to notes about identity outcomes once a placement ends or a candidate withdraws. Keep only what your own retention obligations require.
Limits to keep in mind
- An identity outcome is not a reference, background check, or right-to-work confirmation.
- A client should not treat an agency summary as its own independent verification unless both agree on that.