Pre-Offer BGV Setup Guide | Darwinbox & SpringVerify Integration
Overview
This guide helps you set up and use Pre-Offer Background Verification with SpringVerify directly from your Darwinbox Recruitment module. With this integration, you can initiate background checks on candidates before making an offer—all without leaving Darwinbox.
Benefits
- Make informed hiring decisions: Verify candidates before extending offers
- Seamless workflow: Initiate verification directly from Darwinbox hiring stages
- Real-time updates: View verification status and reports within Darwinbox
- Reduce time-to-hire: Start BGV early in the recruitment process
What is Pre-Offer BGV?
Pre-Offer BGV allows you to run background verification checks on candidates during the recruitment stage—before they are onboarded. This is different from the standard post-offer verification done during onboarding.
Pre-Offer vs Post-Offer Verification
Pre-Offer vs Post-Offer Verification
Aspect | Pre-Offer BGV (This Guide) | Post-Offer BGV (Onboarding) |
When | During recruitment, before offer | After offer, during onboarding |
Where in Darwinbox | Recruitment → Hiring Workflow | Onboarding → BGV Module |
How it starts | You click 'Initiate' button | Automatic when candidate joins |
Candidate data | From job application only | Full onboarding form + documents |
Candidate form | Not required | Candidate fills document upload form |
Best for | Quick checks (ID, criminal, education) | Comprehensive verification with documents |
💡 Note: Pre-Offer BGV uses only the data available in the candidate's job application. For checks requiring document uploads (e.g., employment verification with relieving letters), use Post-Offer BGV.
Prerequisites
Before you can use Pre-Offer BGV, ensure the following are in place:
From SpringVerify (We Handle This)
- ✅ Your SpringVerify account is active
- ✅ Pre-Offer BGV package is configured for your organization
- ✅ API credentials shared with Darwinbox
From Darwinbox (Coordinate with Your AM)
- Pre-BGV feature enabled in your Darwinbox tenant
- SpringVerify configured as a BGV Vendor
- API integration set up by Darwinbox team
From Your Team (HR Admin)
- Admin access to Darwinbox Settings
- Access to edit Hiring Workflows
- List of candidate fields you want to send for verification
Setup Instructions
Follow these steps to configure Pre-Offer BGV in your Darwinbox instance.
Step 1: Verify SpringVerify is Added as BGV Vendor
Path: Settings → Onboarding → BGV Vendor
Confirm that SpringVerify appears in your BGV vendor list. If not, contact your Darwinbox Account Manager to add it.
⚠️ Important: The 'Enable for Recruitment' checkbox MUST be checked for SpringVerify. Without this, you won't see SpringVerify as an option in your hiring workflow.
Step 2: Create Verification Type
Path: Settings → Onboarding → Verification Types
Create a new verification type to define what candidate information is sent to SpringVerify:
- Click 'Add Verification Type'
- Enter a name (e.g., 'Pre-Offer BGV' or 'Recruitment Verification')
- Select 'Allowed Fields' - choose the candidate data fields to send:
- Biographical: First Name, Last Name, Date of Birth, Gender
- Address: Permanent address fields
- Personal Identity: PAN, Aadhaar (if collected)
- Education: Degree, Institution, Year
- Work Experience: Previous company, designation, dates
- Optionally select custom fields for verification results (e.g., CIBIL Score)
- Save the verification type
📌 Note: Only fields marked as 'Enable for Recruitment' in profile settings will appear in the Allowed Fields list.
Step 3: Add Pre-BGV Stage to Hiring Workflow
Path: Recruitment → Hiring Workflow → Select your workflow → Edit
- Add a new stage in your hiring workflow
- Stage Type: Select 'Verification'
- Evaluation Name: Enter a name (e.g., 'Pre-BGV' or 'Background Check')
- Select Vendor: Choose 'SpringVerify'
- Select Verification Type: Choose the type you created in Step 2
- Save the workflow
💡 Tip: Position the Pre-BGV stage appropriately in your workflow—typically after screening/interviews but before the offer stage.
⚠️ Important: Changes to verification type or vendor in an existing workflow only apply to NEW candidates. Existing candidates in the pipeline won't be affected.
Step 4: (Optional) Create Custom Fields for Results
Path: Settings → Custom Field
If you want SpringVerify to push specific verification results (like CIBIL score) that your team can use for decision-making:
- Create a new custom field
- Applicable For: Select 'Others'
- Display In: Select 'Verification Result' (important!)
- Ensure 'Enable for Recruitment' is checked
- Add this field to your Verification Type (Step 2)
How to Use Pre-Offer BGV
Once setup is complete, here's how your HR/recruitment team uses Pre-Offer BGV on a daily basis.
Initiating Verification
- Go to Recruitment → Candidates
- Open the candidate's profile
- Navigate to the Pre-BGV stage in their hiring workflow
- Click the 'INITIATE' button
- You'll see a confirmation message once the request is sent to SpringVerify
📌 Important: Make sure all required candidate fields are filled in BEFORE clicking Initiate. Missing data may cause verification delays.
Checking Status
After initiating, you can track the verification status directly in the candidate's profile:
Status | Meaning |
Pending | Verification is in progress at SpringVerify |
Completed | Verification finished—click to view results |
Error/Failed | Issue occurred—check message and reinitiate if needed |
Viewing Results
Once verification is complete, click on the Pre-BGV stage to view:
- Verification Status: Overall result (Completed, Completed with Exception, etc.)
- Verification Comments: Summary from SpringVerify
- Verification Report PDF: Downloadable detailed report
- Report URL: Link to view report in SpringVerify portal
- Custom Fields: Any specific results (e.g., CIBIL Score) if configured
Reinitiate or Cancel
Reinitiate: Use this if verification failed or you need to re-run checks (e.g., candidate updated their information). Click 'REINITIATE' button.
Cancel: Use this if the candidate is no longer being considered. Click 'CANCEL' to stop the verification process.
Understanding Verification Results
Verification Statuses
| Status | What It Means |
|---|---|
| Clear / Verified | All checks passed. Candidate information verified successfully. |
| Completed with Exception | Verification complete but some discrepancies found. Review the report for details. |
| Unable to Verify | Could not verify certain information (e.g., institution not responding). Not necessarily negative. |
| In Progress | Verification ongoing. Some checks may take time (education, employment). |
| Insufficient Data | Missing required information. Ensure candidate fields are complete and reinitiate. |
What Checks Are Included?
Depending on your configured package, Pre-Offer BGV may include:
| Check Type | What's Verified | Typical Turnaround |
|---|---|---|
| ID Verification | PAN, Aadhaar, Passport validity | Instant - 24 hours |
| Criminal Court Check | Criminal records in courts | 3-7 days |
| Education Verification | Degree, institution, year | 5-10 days |
| Employment Verification | Previous employer, designation, tenure | 5-10 days |
| Address Verification | Current/permanent address | 3-7 days |
| CIBIL/Credit Check | Credit score and history | Instant - 24 hours |
Contact your SpringVerify account manager to customize the checks included in your Pre-Offer BGV package.Troubleshooting
Common Issues & Solutions
| Issue | Possible Cause | Solution |
|---|---|---|
| 'Initiate' button not visible | Pre-BGV stage not added to workflow | Edit your hiring workflow and add Pre-BGV stage (see Step 3) |
| SpringVerify not in vendor dropdown | 'Enable for Recruitment' not checked | Contact Darwinbox AM to enable this checkbox for SpringVerify |
| Error: 'Data invalid' | Missing required candidate fields | Ensure candidate name, DOB, contact info are filled before initiating |
| Error: 'Duplicate case' | Verification already initiated for this candidate | Wait for existing verification to complete, or use 'Reinitiate' if needed |
| Status stuck on 'Pending' | Verification in progress or connectivity issue | Wait 24-48 hours. If still pending, contact SpringVerify support |
| Report not appearing | Verification still in progress | Report appears only after all checks complete. Check status first. |
| Custom field values not showing | Field not configured correctly | Ensure custom field has 'Display In: Verification Result' and is added to Verification Type |
| Changes to workflow not reflected | Changes only apply to new candidates | Existing candidates use old settings. For them, manually manage or wait. |
Still Having Issues?
If problems persist after trying the above solutions:
- Note the exact error message displayed
- Take a screenshot of the candidate's Pre-BGV stage
- Note the candidate ID and timestamp
- Contact SpringVerify support (see Support section)
Frequently Asked Questions
Q: Can candidates see that BGV is being run on them?
A: No. Pre-Offer BGV is initiated by HR and runs in the background. Candidates are not notified through Darwinbox. However, depending on the checks (like employment verification), previous employers may be contacted.
Q: What if the candidate hasn't filled all their information?
A: The verification will use whatever data is available. For best results, ensure candidate profiles are complete before initiating. Missing data may result in 'Unable to Verify' for certain checks.
Q: Can I run Pre-Offer BGV for all candidates automatically?
A: No. Pre-Offer BGV requires manual initiation by clicking the 'Initiate' button. This is by design to give you control over which candidates to verify and when.
Q: What's the cost for Pre-Offer BGV?
A: Pricing depends on your contract with SpringVerify and the checks included in your package. Contact your SpringVerify account manager for details.
Q: Can I do Pre-Offer BGV and Post-Offer BGV for the same candidate?
A: Yes. Many organizations run quick Pre-Offer checks (ID, criminal) and then comprehensive Post-Offer verification (with documents) during onboarding. SpringVerify handles both.
Q: How long does Pre-Offer BGV take?
A: Instant checks (ID, CIBIL) complete within hours. Other checks (education, employment, court) typically take 3-10 days depending on complexity and third-party response times.
Q: What happens if I cancel a verification?
A: The verification request is cancelled at SpringVerify. Any checks already completed will still be available. You won't be charged for checks that hadn't started yet.
Q: Can I see the detailed report in Darwinbox?
A: Yes. The PDF report is attached to the candidate's Pre-BGV stage. You can also click the report URL to view it directly in the SpringVerify portal for more details.
Support
SpringVerify Support
For verification-related queries, report issues, or package changes:
- Email: support@springverify.com
- Phone: +91-80-4719-1900
- Portal: Log in to your SpringVerify dashboard for real-time case tracking
Darwinbox Support
For Darwinbox configuration, workflow setup, or feature enablement:
- Contact your Darwinbox Account Manager
- Use Darwinbox support desk for technical issues
What to Include When Reporting Issues
- Candidate ID or name
- Screenshot of the error or issue
- Date and time of the issue
- Steps you took before the error occurred
- Your Darwinbox instance URL
Quick Reference Card
| Action | Path |
|---|---|
| View/Add BGV Vendors | Settings → Onboarding → BGV Vendor |
| Create Verification Type | Settings → Onboarding → Verification Types |
| Edit Hiring Workflow | Recruitment → Hiring Workflow → [Select Workflow] → Edit |
| Create Custom Fields | Settings → Custom Field |
| View Candidate BGV Status | Recruitment → Candidates → [Candidate] → Pre-BGV Stage |
Checklist: Before Going Live
- SpringVerify confirmed as active BGV vendor with 'Enable for Recruitment' checked
- Verification Type created with appropriate fields selected
- Pre-BGV stage added to hiring workflow(s)
- Custom fields created (if needed) with correct Display In setting
- Test initiation completed on a sample candidate
- Verified that status and report appear correctly
- HR team trained on using Pre-Offer BGV
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