TABLE OF CONTENTS

• Requests Tab
• Summary
• Applicant Auto Approval (Optional Feature)
• Requests List
  • Card View
  • List View
• Submitting a Request
• Selecting Multiple Requests
  • Card View
  • List View
• Rejecting a Request
  • Rejecting With a Notice
• Identifying Errors in a Request 
  • Card View
  • List View
• Types of Errors
• Invalid Social Security Number
• Sorting Requests
• Searching Requests
• Repeat Applicants
• Default Requests View & Start Page

Requests Tab

The Requests tab in Aegis displays any applications submitted through your Secure Applicant or Secure Volunteer portals. A background check does not begin until a request has been approved for processing. If you have requests waiting for review, a number badge will appear next to the Requests tab in the left navigation panel. This number indicates how many new requests are ready to view. Important: Only users with Order permissions can approve and submit requests for processing.

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Summary

At the top of the Requests page, you’ll see a summary panel that provides a quick overview of your requests.

By default, Aegis displays requests from the last 90 days. To view older requests:

1. Click the Wrench icon in the upper-right corner.

2. Select a new date range.

Applicant Auto Approval (Optional Feature)

Applicant Auto Approval automatically submits portal applications for processing without requiring manual approval.

If you are interested in enabling this feature, please contact clientservices@bchex.io.

Note: A specific user must be assigned to this function for it to work. That user will appear as the Requestor on all auto-approved applications.

Requests List

Card View

The default view is Card View, which displays each request as a “card” with key details and action buttons.

List View

List View displays requests in a table format and includes a search bar. You can switch to List View by clicking the List View icon.

Requests are listed from newest to oldest. 

• Requests shown in red indicate an error that may prevent submission.

• Depending on the issue, the request may require corrections before it can be approved.

Submitting a Request

To approve and submit a request for a background check, in Card View, click the Green Checkmark at the bottom of the Card.

List View

1. Click Actions.

2. Choose Approve.

Selecting Multiple Requests

Card View

1. Click each application you want to select.

2. Selected requests will appear outlined.

3. Click the Green Checkmark at the top to submit them all at once.

List View

1. Click the checkbox next to each applicant (or select all using the checkbox at the top).

2. Click Approve at the top of the page.

Rejecting a Request

If you do not want to proceed with a background check for an applicant, you have two options:

• Reject with a notice: Click the Yellow Reject icon
  (Applicant receives an email notification.)

• Reject without a notice: Click the Red Trash icon
  (Applicant does not receive a message.)

You may reject multiple requests at once using the same selection steps as above.

Rejecting With a Notice

When rejecting with a notice:

1. Select a reason for rejecting the request.

2. If needed, choose Other Reason to send a custom message.

3. The applicant will automatically receive an email notification.

⚠️ This action cannot be undone. If the application was rejected by mistake, the applicant must submit a new request.

Identifying Errors in a Request 

Card View

Hover over the request card to display the error message.

List View

Errors appear in the Status column.

Types of Errors

Some common errors include:

• Invalid address length

• Invalid email address

• Invalid SSN

• Invalid ZIP code

Not all errors can be corrected in Aegis. However, some applicant details can be updated:

1. Click Account under the applicant’s name.

2. Select Edit.

3. You will be able to edit fields such as:

   • Address

   • Email address

   • Phone number

Invalid Social Security Number

If an applicant enters an invalid SSN, you may see a warning message immediately when opening the Requests page. You may still submit the order with the understanding that a full and complete background check cannot be delivered.  

If you prefer to have the SSN updated, follow the steps below.

Because the SSN field cannot be edited:

• Reject the application, and

• Notify the applicant to submit a new request with the correct SSN.

Note: This warning may also appear for applicants who do not have a Social Security Number (for example, international applicants).

Sorting Requests

If your organization receives many requests, you can use built-in tools at the top of the page to organize them:

• Filter by location

• Sort by name

• Sort by date added

• Use the alphabetical filter to display applicants whose last name begins with a specific letter

Searching Requests

The Requests search feature is currently available only in List View.

To search:

1. Enter the applicant’s name in the search bar.

2. Click Go!

You can search by:

• First name

• Last name

• Full name (first and last)

Repeat Applicants

If an applicant has previously submitted a request with your organization, this will be indicated on their request card under the badge icon.

Default Requests View & Start Page

Aegis will remember whether you last used Card View or List View, and will automatically display that view the next time you return to the Requests tab.

If your team uses Requests frequently and you want it to load immediately after login, you can set it as your Default Start Page:

1. Navigate to the Requests page.

2. Click the Start Page icon in the upper-left portion of the screen.