Are you using the legacy version of Compliance? Review the articles in this section of the Help Center. All customers will migrate to Compliance V2 by the end of summer 2025.
Fountain knows it's easy to feel overwhelmed with questions about Compliance documents and how these documents are handled in Fountain Compliance. This article is a compilation of customer-asked questions and answers from the Fountain team.
Have a question that isn’t addressed in this article? Contact your Fountain Customer Success contact.
General Questions
How do I save compliance document attributes to Worker Profiles?
Attributes can be selected or created when creating a Requirement. Learn more in this article. Please note that once an attribute is saved to a profile, it cannot be removed.
If I change a document field’s data type, such as free text to true/false, does this impact only new workers/applicants?
This will only apply the change to new workers/applicants added to the segment. It is not retroactively applied.
Compliance Screening Stage in Hire
What happens to the applicant record when they land in a Compliance stage?
A worker record is automatically created in Fountain Worker Experience with a ‘Prehire’ employment status.
Do my Recruiters and Hiring Managers need to use Worker Experience to review documents?
No, they can review documents in Hire via the Applicant Profile. Administrator users are the only users who will be required to use Worker Experience to create and manage Compliance Requirements.
What happens if an applicant lands in the Compliance screening stage, but they are not in a segment attached to the Compliance Requirement?
The applicant will be unable to upload a document and move forward in the process. If this occurs, reach out to your Fountain Customer Success contact or [email protected] so they can resolve the issue. Once the fix is deployed, the applicant should be able to upload after refreshing or reaccessing the application. If this does not work, move the applicant out of the stage and back into it.
How do I automatically move applicants to the next stage when their Compliance Requirement is approved (auto or manual)?
You can set up automatic move rules based on the Partner status. A ‘Completed’ partner status means that the requirement has been approved either automatically via auto-approval OR manually by a user. Learn more about creating partner rules in this article.
How do notifications work when using Compliance as a screening stage?
Hire notifications are independent from Worker Experience notifications. You should work with your Fountain Customer Success contact to customize the messages you want to send from the stage settings in the Worker Editor (initial message, follow-up, etc.), which should include a link to the applicant’s portal. Learn more about automated messages in this article.
Once an applicant is hired (moved to the Approved stage), they will be monitored continuously by Compliance. Compliance will then send notification messages that direct the worker to their Worker Portal.
How do I ensure that applicants who are hired continue to receive Compliance-related notifications?
An automation must be created in the Automation Center to change the worker's employment status from prehire to worker. They will then continue to receive communications related to Compliance. Learn more about the Automation Center in this article.
How do I make sure that applicants who are not hired (moved to the Rejected stage) do not get Compliance requirement expiration reminders?
Manually change the worker's employment status to terminated in their Worker Profile. This will stop them from receiving communications related to Compliance.
Can I automatically deactivate (change the employment status to inactive / terminated) when applicants are moved to a Rejected stage?
Unfortunately, no. This is because Fountain cannot determine if this applicant is still actively applying for other jobs at your company.
Example: An applicant applies to three Fossil Frontier job Openings in Hire. They are approved for hire in the first Opening they applied to, but are rejected in the other two Openings. If they were rejected first, they would be deactivated automatically. However, in this scenario, they are still an active worker for the first job Opening.
How do I move applicants to the next stage if their document is auto or manually approved?
You can set up automatic move rules based on the Partner status. ‘Completed’. This partner status means that the requirement has been approved either automatically via auto-approval or manually by a Fountain user. Learn more about partner rules in this article.
Onboarding Task for Workers
My workers aren’t getting notifications for Compliance Requirements. How can I fix this?
Ensure that you have enabled SMS and Email communication in Settings, Company Settings.
What notifications are sent to workers?
Review this article for the full list of email and SMS messages.
Once a worker uploads a document, do they continue to receive notifications?
No, they won't unless the document is rejected during manual review.
Can I customize the messages sent to my workers?
Unfortunately, no. However, if there are words you would like us not to use, please let your CSM know.
What happens to pending document review requests if the worker is terminated?
The request will be cancelled, and the worker will no longer appear in pending review. If you reactivate the worker, the pending documents will need to be re-uploaded by the worker.
Related Articles
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