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🏢 Add My Organization to Scaut

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🔒 Understanding Data Retention

⏰ Understanding Check Expiration

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👥 Understanding User Permissions

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🧾 Completing or Resuming a Pending Order

🌍 Where Each Check Is Available: Country Coverage and Flags

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✉️ The Subject Invitation Email: Sender, Delivery, and Resending

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1. Getting started

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<h2>Step 1: Navigate to Sign Up</h2>Go to <a href="https://app.scaut.com/">https://app.scaut.com</a> and click on the Sign Up button to begin the registration process.<h2>Step 2: Fill in Your Details</h2><h3>Required Information:</h3><ul><li>Country - Select your country from the dropdown</li><li>Given name - Your first name</li><li>Surname - Your last name</li><li>Email address - This will be your login username</li><li>Phone number - For important notifications</li><li>Password - Choose a strong password</li></ul><h3>Optional Settings:</h3><ul><li>Passkey support - Enable if you want to use passkey authentication for added security</li></ul>💡 Pro Tip: Use a strong password with a mix of uppercase, lowercase, numbers, and special characters for maximum security.<h2>Step 3: Verify Your Email</h2>After clicking Sign Up, check your email inbox for a verification message from Scaut.<h3>What to do:</h3><ol><li>Open the email (check spam/junk folder if you don't see it)</li><li>Copy the verification code from the email</li><li>Enter the code in the verification fields on the Scaut platform</li><li>If you closed the window, click the Verify Email button in the email</li></ol><h2>Step 4: Sign In</h2>Once verified, you can now sign in with your email and password to start using Scaut!

<h2>Create Organization</h2><ol><li>Click on Demo in the top right</li><li>Select My Organization from the menu</li><li>Click the Create Organization button</li></ol><h2>Enter Organization Details</h2>Fill in all your organization details:<ul><li>Company name</li><li>VAT number</li><li>Company registration number</li><li>Address details</li><li>City, Postcode, Country</li></ul>Click Create when done.<h2>Activation</h2>When your organization is created, it will be disabled initially.<ul><li>You won't be able to place orders yet</li><li>You can continue to set up your organization</li><li>Scaut will confirm the account and activate it</li></ul>

<h2>Access Settings</h2><ol><li>Open the menu under your company name</li><li>Click on Settings</li><li>Click on the Communication settings tab</li></ol><h2>Configure Notifications</h2>Choose what events and messages you want displayed for your organization:<ul><li>Available for both Email and Application (in-app)</li></ul><h3>Recommended Notifications</h3>Generally your users will need:<ul><li>Screening completed</li><li>Screening failed</li><li>Screening expired</li><li>Subject provided information</li></ul>You may select as many options as you like.<h2>Save Settings</h2>When happy with your selections, click Update.Note: Users can adjust to their own preference, but only within the options you select.

<h2>Before You Start</h2>Important: Before you can invite users, they must be registered first.<ol><li>Send an email to your team</li><li>Ask them to register at <a href="https://app.scaut.com/auth/signup">https://app.scaut.com/auth/signup</a></li><li>Have them notify you once registered</li></ol>Scaut handles sensitive personal data, so who can see what is one of the more important things you will set up. Adding a new user is straightforward, but it pays to understand the role you are giving them before you click Send Invite.<h3>How to get there</h3><ol><li>In the bottom-left of the navigation bar, click the Settings cog icon. A menu opens with two groups: Organization (Settings, Members, Billing) and Developer (API Keys, Webhooks, Sandbox Mode).</li><li>Choose Members.</li></ol>You will land on the Users tab inside your organization settings. The same tab is also reachable from the top of the page if you are already in Settings, alongside General, Billing, Plan, Add-on Bundles, Governance, Connected Companies, and Communication.<h3>What you see on the Users tab</h3>At the top of the page you will see your organization name, its short ID, registered country, plan, and an Active status badge. Below that, the Team members card brings together everything to do with people and permissions.Three things are worth noting at a glance:<ul><li>Seat usage bar, for example 2 of 5 seats used. Your plan limits how many active users you can have. When the bar fills up, you will need to remove someone or upgrade the plan before you can invite anyone new.</li><li>Search members field. Useful once your team grows beyond a handful of people.</li><li>Member list. Each row shows the person's name, email, the roles they hold (shown as small tags), and their status. The owner of the workspace is also tagged as OWNER so you can identify them at a glance.</li></ul><h3>Inviting a new user</h3><ol><li>Click Invite User in the top-right corner of the Team members card. An Invite a new member panel opens.</li><li>Type the person's email address in the field provided.</li><li>Pick one or more roles from the grid below. Roles control what the new user can see and do. You can combine several where it makes sense, for example a colleague in finance who also orders checks would receive Finance plus Product.</li><li>Click Send Invite. The invitee receives an email with a link to join your workspace.</li></ol>If the person cannot receive your invitation by email, click Generate invite code for manual sharing at the bottom of the panel. You can then pass that code to them through any other channel (a chat tool, in person, an internal ticket).<h3>Roles explained</h3>Roles in Scaut are additive. A user gets the combined permissions of every role you tick. Pick the smallest set that lets the person do their job.<ul><li>Owner. Full access to everything in the workspace, including billing, members, and deletion of the organization. Reserve for one or two people who run the account.</li><li>Manager. Can manage users and settings. Use this for team leads who should be able to invite and configure, but who do not need full owner powers.</li><li>Finance. Limited to billing and payments. Ideal for an accountant or finance partner who should never see screening results.</li><li>Product. Can order background checks. The operational role for anyone running screenings day to day.</li><li>Approver. Can approve responses. Useful where a second pair of eyes is required before a check result is finalised.</li><li>Detail. Can view detailed responses. Without this role a user sees the high-level outcome of a check, but not the underlying detail. This separation is a useful data-minimisation control for users who only need to know whether a candidate is clear.</li><li>Member. Basic access and ordering. A general-purpose role for everyday users with no administrative rights.</li><li>Developer. Access to sandbox mode. Reserve for technical staff testing API integrations or workflows. They will not need this role to use Scaut for live operations.</li><li>Shared Manager. Manages shared subjects. Relevant if your organization shares candidates or business entities with connected companies.</li><li>Shared Viewer. View-only access to shared subjects. The lightest role for an external partner who needs visibility but no ability to act.</li></ul>The panel pre-selects Manager as a sensible default. Untick it if you intend a narrower role for the new user.<h3>Practical advice</h3><ul><li>Use the smallest role that fits. Under GDPR, fewer eyes on personal data is a feature, not a problem. A colleague who only orders checks does not need Detail.</li><li>Watch your seat count. If the bar shows you are close to the limit, decide before invite time whether to remove a dormant user or to upgrade.</li><li>Review members periodically. People change roles or leave the company. Open this page once a quarter and confirm every active user still belongs there.</li><li>Owners should be plural but few. At least two for continuity, but not many more, because every Owner can remove every other Owner.</li></ul>When the new user accepts the invite, their entry appears in the member list with the same role tags you selected, and the seat usage bar moves up by one.

<h2>Accept Your Invitation</h2>When you log in after being invited:<ol><li>You'll see a green banner notifying you of your invite</li><li>Go to My Organization page</li><li>Click Accept invite to join the company</li><li>You can then switch to your new organization</li></ol>Your ability to place screening orders is now unlocked!

Every check you order in Scaut carries two separate pieces of information that are easy to confuse but answer different questions:<ul><li>Status tells you where the check is in its journey, from initial definition through to completion.</li><li>Outcome tells you what the check found, once the work is finished.</li></ul>A check always has a status. It only has an outcome once its status reaches the Done group. Reading them together is the key to understanding any check at a glance: the status tells you whether the work is finished, and the outcome tells you whether the result needs your attention.<h3>Part 1: Status</h3>When you create a request and select products, the request and each product always have a status. Statuses are organised into four groups, and the group tells you the broad intent before you even read the specific status.<h4>Not started</h4>No actions are being performed yet. These statuses cover drafts, information gathering, and requests that are fully specified and ready to be worked on.<ul><li>draft: the check is being created and is stored for future modification or execution.</li><li>gathering: the check has been placed and is waiting for information to be provided. If you see 'Action required' in this state, it because some orders allow you to pre-fill/pre-populate the data for the subject (you will see some of their questionnaire forms) - unless they have already logged-in to their portal and provided the information themselves.</li><li>provided: information has been provided but is not yet confirmed.</li></ul><h4>Active</h4>The user has selected products to purchase based on the information provided, and the agents are processing it.<ul><li>processing: the check has all the information it requires and the agents are processing it.</li><li>external: the check is being processed, but the internal team is waiting for an external provider to supply information.</li></ul><h4>Done</h4>No further actions will be performed, and the check is ready for the user to review. The note in brackets indicates the billing treatment.<ul><li>done: the check has been completed and all agents executed successfully. (charged)</li><li>invalid: the check does not abide by the organization's governance or security settings, or the subject did not consent to this specific type or check. (not charged)</li><li>failed: the check failed for some reason. (not charged)</li><li>expired: the information for the check was not provided within a reasonable time during the information gathering stage. (charged)</li><li>disputed: the user or subject disputes the result of the check. A disputed product can be moved back to processing by a team member if required. (pre-charged)</li><li>cancelled: the organization cancelled the order. The team member can choose whether to charge when cancelling. (charged or not, at the team member's discretion)</li></ul><h4>Closed</h4><ul><li>complete: the user has reviewed the information and no further processing is required. The results remain available for use and continue to appear in the main list of requests.</li></ul><h3>Part 2: Outcome</h3>An outcome states the result of performing a check on a subject. It is decided by applying a set of rules to the information gathered from the subject, gathered from the user, or provided by the agents that were executed.The single most important rule: outcomes are only set once the status is in the Done group. A check that is still gathering or processing has no outcome yet, because there is nothing conclusive to report.When an outcome is generated, it is one of the following.<h4>Positive states</h4><ul><li>clear: all agents passed with nothing to report.</li><li>consistent: the provided information is consistent with what the agents gathered.</li><li>verified: the gathered data has been verified to be true.</li></ul><h4>Negative states</h4><ul><li>consider: all agents executed, and there is something the user needs to be aware of.</li><li>inconsistent: the provided data is inconsistent with other information that has been researched.</li></ul>"Negative" here does not necessarily mean "bad". It means the result is not a clean pass and warrants a human look. A consider outcome is the system flagging something for your judgement, not making a decision for you.

When you need to screen more than one or two people at once, for example onboarding a new cohort, running periodic re-screening across an existing team, or processing subjects acquired through a merger, the Bulk order path is far faster than creating subjects one at a time. You paste a list, Scaut reads it, and the rest of the wizard treats it as a single order.<h3>How to get there</h3><ol><li>From the Home dashboard, find the Start an assessment panel at the top of the page.</li><li>Click the subject type you want to screen: Candidate, Employee, etc. Your choice here determines which scopes and checks will be available later.</li></ol>You will land in the order wizard, with six steps shown along the top: Type, Scope, Subjects, Countries, Checks, and Review. Type is already ticked because you chose it on the dashboard. You can use Back at any time, and the Continue button in the top-right moves you to the next step once each step is valid.<h3>Step 1: Type</h3>Already complete. The Type tile you clicked from the dashboard is your subject type for the entire order. Every subject in a bulk order shares the same type, so a bulk run is always all candidates or all employees, not a mix.<h3>Step 2: Scope</h3>The Scope step decides what will be checked. Two kinds of scope appear here:<ul><li>Custom packages, named after specific use cases or clients. These are pre-configured bundles agreed with your organization, and the description under each tile lists exactly what they include (ID &amp; Identity, Sanctions &amp; Watchlists, Trade Licence, and so on).</li><li>Standard scopes, grouped into categories such as Financial &amp; Credit, Business and Conflict of Interest, and others. These are the building blocks the custom packages are made of, available to use individually if no package fits.</li></ul>Tick one or more scopes. The 1 scope selected counter and Clear selection button at the top help you keep track. Click Continue.<h3>Step 3: Subjects (the bulk part)</h3>This is where bulk differs from a single order. At the top of the step you have two tabs:<ul><li>Single subject: one form, one person.</li><li>Bulk order: paste data for many people at once.</li></ul>Switch to Bulk order.<h4>The Invite the subject toggle</h4>Above the tabs you will see a toggle called Invite the subject. When on, Scaut emails each person in your bulk list a questionnaire and they fill in their own details. When off, you provide the details. This choice is independent of bulk versus single, but it has practical consequences for the bulk path: if you intend to invite subjects, the bare minimum (name and email) is often enough, because the rest will arrive from the subject.<h4>Preparing your data</h4>The Bulk subject data card lists the columns Scaut expects:<ul><li>given-name (required)</li><li>family-name (required)</li><li>date-of-birth (optional)</li><li>email (optional, but required if you are inviting subjects)</li><li>phone (optional)</li><li>language (optional, controls the language of any subject-facing communication)</li><li>job-title (optional)</li></ul>The fastest way to get the format right is to click Download template in the top-right of the card. You will get a spreadsheet with the headers already in place. Fill it in row by row in Excel, Numbers, Google Sheets, or any tool that can produce CSV/TSV.<h4>Pasting the data</h4><ol><li>Select all rows in your spreadsheet, including the header row.</li><li>Copy.</li><li>Click into the large text area in the Bulk subject data card and paste. CSV, TSV, and JSON are all accepted, so a direct paste from any spreadsheet works without conversion.</li></ol>As soon as you paste, a Preview table appears below showing how Scaut has interpreted each row, with a numbered list down the left. Check it before continuing. Common things to look for:<ul><li>The right number of rows. If a row is missing, your CSV probably had an empty separator or a stray newline.</li><li>Names and emails landing in the correct columns. If they have shifted, the header row may not match the expected names.</li><li>Phone numbers preserved as text. If your spreadsheet stripped a leading zero, fix it in the source and re-paste.</li></ul>When the preview looks correct, click Continue.<h3>Step 4: Countries</h3>Most checks are jurisdiction-specific, so Scaut needs to know which country to run each subject's checks against.<ul><li>Default countries: pick one or more countries that should apply to every subject in the order. For a Czech onboarding cohort, this is typically just Czechia.</li><li>Per-subject assignment: below the default, every row from your bulk paste appears as its own card. You can override the country for any subject without changing the default.</li></ul>Each per-subject row also has a small two-button toggle on the right: User provides versus Subject provides. This decides who will supply the country information.<ul><li>User provides (default): you set the country yourself, here and now.</li><li>Subject provides: the subject will be asked through their questionnaire. Use this when a person's residence or working country is not yet certain, or when you would rather the subject confirm it themselves. This option only makes sense if Invite the subject was on in Step 3.</li></ul>Click Continue when each row has either a country set or is marked subject-provided.<h3>Steps 5 and 6: Checks and Review</h3>The final two steps wrap the order up:<ul><li>Checks: if your chosen scope leaves any decisions open, for example which optional add-ons to include, you make them here. For most pre-defined custom packages this step is quick.</li><li>Review: a summary of everything you have set, with the cost in credits before you commit. This is your last chance to step back. Once you confirm, Scaut creates one assessment per subject, all linked to the same order, and the work moves into the lifecycle described in the Order Status Explained article.</li></ul><h3>Tips for smooth bulk runs</h3><ul><li>Keep your spreadsheet clean. Trim leading and trailing spaces, especially on names and emails. A trailing space in an email column will produce a delivery failure.</li><li>Use the language column. If your bulk list mixes nationalities, setting language per row means each subject receives their questionnaire in the right language.</li><li>Run a small test first. Before pasting 200 rows, try 2 or 3 with the same template. You will catch column mismatches and email problems before they affect a large batch.</li><li>Start with the same default country. Even if some subjects will need an override, picking the most common country as the default and overriding the exceptions is faster than setting each row individually.</li><li>Match the toggle to your intent. If you want subjects to confirm their own data, turn Invite the subject on in Step 3, and use Subject provides for the country in Step 4. If you have everything already, leave both off and supply the data yourself.</li></ul>

<h3>How to get there</h3>The entry point is the same from anywhere in the application.<ol><li>Look at the bottom-left corner of the left navigation bar. You will see a small chip with your initials, your name, and the label View profile.</li><li>Click it. A short menu opens with Account Settings, Notifications, Organizations, and Sign out.</li><li>Choose Account Settings.</li></ol>The page that opens is your profile. At the top you will always see your name, your sign-in email, and a green Active Account badge confirming the account is in good standing.<h3>What you can do on this page</h3>The page is split into separate cards. Each card has its own Edit button on the right, so you change one section at a time without affecting the others. Changes save independently, which means you can return at any point and adjust a single detail.<h4>Profile Information</h4>This card holds the basics that identify you inside the platform:<ul><li>Given name and family name</li><li>Email address, with a green tick confirming it has been verified</li><li>Phone number, including country flag</li><li>Country of residence</li></ul>Keep these accurate. Several parts of Scaut, such as audit trails and the authorship shown on reports, draw from this information.<h4>Preferences</h4>A short panel for communication settings. Today it controls the Newsletter with product updates and announcements. The badge on the right tells you whether you are currently Subscribed.<h4>Locale &amp; Formats</h4>Controls how content is displayed for you. You can set:<ul><li>Language, for example British English</li><li>Timezone, for example Europe/Prague</li><li>Date format, for example 31.12.2024</li><li>Time format, 24 hour or 12 hour</li></ul>A live preview at the bottom of the card shows the current date and time exactly as the rest of Scaut will render them. This is useful before saving, especially if you work across several jurisdictions.<h4>Appearance</h4>Tailors the interface to your eyes and screen:<ul><li>Theme: System, Light, or Dark</li><li>High contrast: improves readability when needed</li><li>UI scale: makes everything larger or smaller without changing your browser zoom</li></ul><h4>Connection Mode</h4>This card looks technical, but it is simple. It controls how Scaut keeps your screen in sync with the server.<ul><li>Live (SSE) pushes updates the moment they happen. Best for most users.</li><li>Polling checks for new information at regular intervals. A safe fallback if live updates struggle on your network.</li><li>Auto starts on Live and quietly falls back to Polling if the live link drops. Recommended.</li><li>Off disables automatic refreshes. You will need to reload the page manually to see new results.</li></ul>A status indicator on the right (Connected or Disconnected) shows the current state of the live link.<h4>Security</h4>Brings together everything related to signing in and protecting your account.<ul><li>Two-Factor Authentication: adds a second step at sign-in. Strongly recommended for any user with access to candidate data.</li><li>Passkey Support: enables sign-in with biometrics or a hardware key instead of a password.</li><li>Password: change your password. The card also shows when it was last used.</li><li>Passkeys, Email OTP, SMS OTP, and Authenticator App (TOTP): separate methods for verifying your identity. Enable one or more.</li><li>Active Sessions: shows how many devices are currently signed in. Click View to inspect each session and revoke any you do not recognise.</li></ul><h3>A practical first-time setup</h3>If this is your first visit to the page, we suggest the following order:<ol><li>Confirm your name, email, and phone in Profile Information.</li><li>Set your Language, Timezone, and Date format in Locale &amp; Formats.</li><li>Pick your Theme in Appearance.</li><li>Leave Connection Mode on Auto unless your IT team advises otherwise.</li><li>Turn on Two-Factor Authentication and enable at least one verification method. The Authenticator App (TOTP) is the most reliable for daily use.</li><li>Open Active Sessions and sign out anything you do not recognise.</li></ol>After that, you only need to revisit this page when something changes, such as a new phone or a new password.

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