Migration GuideMaking the Switch to HirePass
Start with a pilot
Most People Ops teams choose to run HirePass in parallel with their current provider. This is a smart approach. It lets you pick a couple of roles, test both systems side by side, and see the difference for yourself. No pressure, no risk, just a clear comparison.
Start by identifying which roles to include. A mix of high-volume and specialist roles works well. For example, you might run graduate hires through HirePass while testing a senior finance role at the same time. This gives you a clear picture of how HirePass handles different screening requirements. Two to four weeks is usually enough time to see the full candidate journey from invitation to completed checks.
During the pilot, pay attention to the things that matter: how quickly checks complete, how candidates respond to the experience, how much time your team spends chasing versus doing other work. These are the metrics that will tell you whether HirePass is the right fit.
Once you've seen the results, rolling it out across all roles is straightforward.
What the switch looks like
If you're migrating from another provider, we'll match your current check packages, replicate your workflows, and handle the technical setup. Running both systems in parallel lets you compare results and test the candidate experience before fully moving across. Most teams complete the transition within 4 weeks and see a clear reduction in admin time, along with a noticeable lift in candidate satisfaction. Faster checks, fewer questions, a smoother start for new hires.
If you're currently managing verification through spreadsheets and phone calls, we'll help define check requirements for each role and set up automated workflows. This usually takes 1-2 weeks and eliminates 90% of manual tasks.
If you're building a pre-employment check programme from scratch, we'll help you create one that fits your needs. Enterprise-grade processes without the operational overhead, typically up and running in about a week.
Bring your team in
Add your team members to the Workspace and set permissions based on who needs to do what. Admins can manage check packages, account settings, and billing. Team members can run checks, review results, and contact candidates. You might also want to add hiring managers with view-only access so they can track progress without needing to ask for updates.
Takes a few minutes to set up.
Getting your team ready
We run a session for your team covering the Workspace: how to run checks, handle exceptions, review results, and message candidates directly. Everyone will be confident before the first check goes out.
We'll also help you prepare messaging for hiring managers and candidates so they know what to expect. For example, a short email to hiring managers explaining the new process, and a candidate-facing message that sets expectations on timing and next steps. Clear communication from the start means fewer questions later.
Connect your tools
If you're using an ATS or HRIS, we'll connect HirePass so candidate data flows automatically. New hires added in your ATS trigger checks in HirePass. Completed results sync back. No double entry, no manual uploads.
We have integrations that work out of the box with no custom development required. If your setup needs something more specific, we'll support you in building a custom integration.
Security and compliance
When your legal or InfoSec team reviews HirePass, they'll find what they need. We're ISO 27001 certified, with all data fully encrypted in transit and at rest on UK-based servers.
We can share our latest audit reports, penetration test results, and data processing agreements on request. Full details on our Trust Center.
Complete the migration
Once you're confident with HirePass, start sending all new check requests through the Workspace.
Download completed reports from your current provider to keep on file. You may need these for future audits, reference checks, or if a candidate returns to your pipeline. We can help you time this so there's no gap in coverage and no overlap in billing.
After you go-live
Getting started is just the beginning. We stay close to your team with regular check-ins. Questions get answered quickly. New team members get brought up to speed. As your hiring changes, we help you adapt your pre-employment checks programme to match.
Take the next step
Ready to see HirePass for yourself? Send an email to [email protected] or book a demo. We'll walk you through the Workspace, show you how checks work for your specific roles and regions, and answer any questions your team has.