Overview
Assigning compliance requirements to segments of users is easy with the Worker Experience Compliance Group editor. A compliance group allows you to select which requirements (aka compliance checks) are applied to certain segments, and to enable additional features, such as reminder messages and auto-approval.
To get started, go to the Compliance activity in your sidebar, and click + New Group.
Name, Description, & Segments
You'll start on the first page of the editor, where you'll specify the following:
Group name: Give your compliance group a name that makes it easy to identify the targeted workforce segment (for example, "Vehicle Requirements for Drivers in Seattle")
Description: This is optional, but can be a useful way to expand on the setup and audience of the group. This is internally-facing only - workers will never see it!
Segments: Here's where you select from your list of worker segments to specify who these compliance requirements will apply to.
After you've filled out these fields, click Next to continue.
Compliance Check Requirements
This second page is where you'll set up the actual compliance checks (aka requirements) that the workers in this group must meet in order to be in compliance.
To get started, click the Add button:
This will bring up a library of document types for you to choose from. Select one or more document types that workers can use to meet this specific requirement, and click Add (in the bottom left) to pull them in to your compliance group.
If you select one document type, then that is the only document type that workers can upload to meet this requirement
If you select more than one document type, then workers will select one of those options to satisfy the requirement
For example, if you are looking for a document that proves the worker's identity, and accept either driver's license or an ID card, then select both of those from the requirement library:
This would display like this in the worker portal, allowing for your workers to choose between those two options:
Currently available compliance check document options:
Currently available compliance check document options:
Drivers license: Requires a valid, unexpired driver's license
Vehicle registration: Current, valid registration for the worker's car
Vehicle insurance: Proof of active insurance coverage on the worker's car
This is available for vehicle insurance in the following countries: USA, Portugal, UK, and Italy
ID Card: A valid identification card of any kind
Circulation/Vehicle Tax: Verification of vehicle tax payment
ITV/Vehicle Check Document: Insurance to Value (ITV) verification
Insurance Proof of Payment: Proof that insurance payment has been made
Passport: Current, valid passport for any country
URSSAF: Verification of social security payments [France only]
KBIS: Company ID card [France only]
DBS Form (Disclosure & Barring Service): Criminal record check [UK only]
National Insurance Number document: National insurance/social security system document [UK only]
Unique Taxpayer Reference: 10-digit code that uniquely identifies you or your business [UK only]
Right to Work document: Proof of right to work, with any noted conditions [UK only]
Please reach out to your Fountain representative if you see any checks on this list that are not enabled on your account, but you would like them to be.
Custom Document Type
If you collect any document types that are not listed in the library, you can create a new custom document check type by clicking + Add in the library:
From there, you'll see this pop-up, with the following fields:
Basic fields:
Document title: The name of the compliance check that will appear to the worker in their portal (for example, 'Right to Work document')
Document description: This will be helpful for your co-workers to know what goes into this document check type.
This will also display to workers in their portal if more than one document type is set for this particular requirement
Toggles:
If you require both sides of a document to be uploaded by the worker, then enable the toggle for "Do you need the worker to upload both sides of this document?"
This will require the worker to upload pictures of both the front and the back of the document when submitting it in their portal
If this document type has an expiration date on it, then enable the toggle for "Does this document have an expiration date?"
This will require workers to specify the expiration date value of their document when uploading it in their portal
Information to collect
Below the basic fields & toggle settings, you can specify each field that you want the worker to fill out when submitting their document of this type. Each field can be any piece of information from the document, such as the worker's First Name, their car model, or the date that the document is effective on.
For each field that you want to be filled out by the worker, specify the following:
Label: The field label that will be shown to the worker, so they know which value you are looking for (for example, "First Name" or "Effective Date")
Format: What format the provided value should be entered in (for example, select "Date" for date values to prevent free-text entries)
Attribute (optional): If you would like to save the worker-provided values for this field, then select an existing attribute (or create a new one) for that field
Then, when a worker submits a document of this type, the value that they enter in this field will be saved as a worker attribute in their worker profile
You can add as many fields as needed for each document type.
Once you are happy with the setup in place, click Add. This will add your new document type as an option in the requirement library, to select for this compliance group and for any future ones:
Finishing Requirement Setup
Basic fields
After you've added one or more document types as a requirement, you'll finish setting it up by filling out the following fields:
Requirement Title: This is the name of the compliance check that will appear to the worker in their portal (for example, Driver's License Upload)
Description (optional): This will only show to workers if there is more than one document type selected for this requirement (such as a driver's license and an ID card).
It can be a short, free-text description helping to guide the worker to select a document type that works for them (for example: "Please choose either a driver's license or an ID card to upload in order to prove identity.")
Icon: Choose from four different icons to display in the worker portal for this particular check
Tip: choose a variety of icons for different checks within the same group to help workers easily differentiate between them in their portal
Additional setup options for each document type
Each document type that is pulled in for a requirement will have a Setup button that leads to additional settings for that document:
These settings will display in a sidebar on the right:
Display title: This overrides the default compliance check title (i.e., 'Vehicle Registration') that is shown to the worker for this check
Document description: This is automatically filled out with the fields that will be extracted from each submitted document. It is not shown to the worker.
AI review: Decide if you would like this particular document type to be auto-approved by Fountain AI at a certain confidence level. This is enabled by default.
See this article on AI auto-approval for more details
Document fields: The list of fields that will be extracted from each submitted document. Fountain's document scanning will automatically pull in the value for each of these listed fields from the uploaded document, if it's able to find a value.
Clicking Edit allows you to add an attribute for each field that will be saved to the worker's profile, with the value submitted in that field from the document
Collect both sides of document: Disabled by default, enabling this will require workers to submit pictures of both sides of that document type.
This can be useful if you frequently get documents that are double-sided for this document type
Worker attribute: Each compliance check is required to be saved as a worker attribute in the worker profile.
We default in an attribute with the same name as the check, but you can edit it to have a newly-named attribute.
Final Steps for Requirements
Once you're happy with the amount of requirements in the group, and the setup of each requirement, then you can move on to the final step in the editor (Settings). To do so, click Next to go to the last page in the editor.
Keep in mind that all selected checks will be required for each worker in the selected segment(s) in order to be considered in compliance.
Settings
There are three configuration options for reminders & notifications that can be set up for each group:
Customize the Notification Message
When you publish this group, you have the option to send an email and/or SMS directly to every worker in the group, letting them know that they have new requirements in their worker portal.
Set Reminders
This notification option can be enabled to send an email and/or SMS to each worker a certain number of days before they have a document expiring. This message will only be sent once.
For example, if their driver's license expires on 1/1/2025, and reminders are set to go out 30 days before, then they will get sent a single reminder on 12/2/2024.
The subject line of the email message, and content of the email and SMS, are all fully configurable. This setting can also be disabled.
Out of Compliance Notification
The last notification option is to begin sending workers messages as soon as they have a single compliance check out of date. Specify how often, in terms of "Every # days", how often this message should be sent.
For example, if this is set to be sent every 7 days, once a worker's driver's license expires, they'll receive a message every 7 days. This messaging will continue until the worker uploads a valid document to be back in compliance.
The subject line and content of the email and SMS are fully configurable. This setting can also be disabled.
Save and activate
Once you're happy with your compliance group setup, click the Save and activate button to publish the group. This will immediately run a check on each worker in the group to see if they have any documents on file that meet the compliance check requirements.
If workers are missing documents for any of the compliance checks, then they will immediately see a task in their worker portal to upload a valid document for that check.
When they do upload a document that needs review, it will either be auto-approved if that setting is enabled, or will go into a queue for you to review.
Jump to the article here on manual document review to continue.
Glossary of Terms
Compliance group: A collection of requirements (for example. an active driver's license) that can be applied to certain segments. Any workers in a group must meet all requirements in order to be considered in compliance.
Compliance requirement: What workers in the compliance group must meet in order to be considered in compliance.
A requirement can have one or more compliance checks - if there are multiple checks set on a requirement, then any of those checks can be met in order to meet the requirement.
Compliance check: A check is how a worker satisfies the compliance requirement. Currently, checks are limited to document uploads (e.g., driver's licenses, vehicle registration forms, etc.).
Related Articles
⬅️ Previous article: Getting Started with Compliance
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