👤 Subject Portal Experience

Understand what your subjects see and experience when completing their background checks through the Scaut portal.

Overview

The subject portal is designed to provide a clear, professional, and user-friendly experience for individuals undergoing background screening. Understanding what subjects see helps you better support them through the process.

Portal Branding

Branding Options

The portal appearance depends on your subscription level:

Standard Subscription

Scaut branded portal
Shows your organization name
Displays requesting user's name and contact
Professional Scaut interface
Standard color scheme

Enterprise Subscriptions

White-labeling available
Custom branding options
Your logo and colors
Customized messaging
Branded email communications

What Subjects See

Portal Header Information

Organization requesting the check
User who initiated the screening
Clear purpose statement
Privacy and compliance notices

Communication Channels

Contacting Your Organization

Available Options

✅ Organization contact info displayed
✅ Email and phone provided
✅ Support documentation available

Subject Support Resources

Help/FAQ Section - Common questions answered
Step-by-step guides - Process walkthroughs
Document requirements - Clear specifications
Technical support - Platform assistance

Progress Tracking

Visual Progress Indicators

Subjects have comprehensive visibility into their screening progress:

Progress Bar

Overall completion percentage
Visual representation of progress
Updates in real-time
Clear start-to-finish view

Estimated Completion

✅ Time to completion displayed
✅ Updates as checks progress
✅ Accounts for check types
✅ Adjusts for delays

Interactive Checklist

How the Checklist Works Subjects see their screening as an organized checklist:

Clear Structure
- All required checks listed
- Optional items marked
- Grouped logically
- Priority items highlighted
Status Indicators
- ✅ Completed items
- 🔄 In progress checks
- ⏳ Pending items
- ❗ Action required
Action Items
- What subject needs to do
- Required documents
- Deadlines if applicable
- Clear next steps

Subject Actions

What Subjects Can Do

Upload required documents
Provide consent electronically
Answer screening questions
Track their progress
Save and return later
Download completed reports (if permitted)

Workflow Features

Document upload - Secure file submission
Digital consent - Electronic signatures
Information updates - Correct mistakes
Session management - Secure timeout

Subscription Features

Standard Experience

What's Included

Professional Scaut branding
Standard progress tracking
Basic email notifications
Default messaging
Standard support resources

Premium Experience

Enhanced Features

Message customization
Branded communications
Custom email templates
Enhanced support options
Additional configuration

Enterprise Experience

Full Customization

Complete white-labeling
Custom domain options
Fully branded experience
Custom workflows
Priority support channels

Best Practices

Preparing Subjects

Before They Start

✅ Send clear instructions
✅ Explain the process
✅ List required documents
✅ Provide time estimates
✅ Share your contact info

Setting Expectations

Timeline for completion
What checks will be run
How results will be used
Privacy and data handling
Support availability

Supporting Subjects

During the Process

Monitor progress regularly
Respond to questions quickly
Provide document examples
Clarify requirements
Send friendly reminders

Common Subject Questions

"How long will this take?"
"What documents do I need?"
"Is my information secure?"
"Who sees my information?"

Troubleshooting

Common Issues

Document uploads failing - Check file size and format
Can't complete a section - Verify all fields completed
Lost access - Resend invitation link
Questions about checks - Provide clear explanations
Technical problems - Direct to support FAQ

💡 Pro Tip: Create a standard welcome email template that includes your contact information, expected timeline, required documents list, and a link to the FAQ section. This proactive communication reduces subject confusion and support requests by 60%.