Personal Details
Full legal name, preferred name, any former names, and government ID details; used for identity verification and background checks.
Standardizing applicant data reduces errors, supports consistent screening, and preserves evidence of candidate consent. A single profile template helps HR compare applicants, automates data entry into ATS/HRIS platforms, and creates a defensible record if hiring decisions are audited or litigated.
The Employee Applicant Profile is completed by candidates and reviewed by HR, hiring managers, and background-check vendors.
Clear role separation — candidate entry, HR verification, and third-party screening — streamlines processing and clarifies responsibility for each data element.
Full legal name, preferred name, any former names, and government ID details; used for identity verification and background checks.
Current mailing address, phone numbers, and email addresses; necessary for correspondence, verification, and emergency contact lookups.
Role applied for, desired start date, full/part-time preference, and hours available — used for matching and scheduling interviews.
Employer names, dates, titles, duties, and manager contact details; structured fields reduce transcription errors during reference checks.
Schools, degrees, completion dates, and license numbers where applicable; required for credential verification in regulated roles.
Explicit consent for background checks, reference contacts, and e-signature block with date and method attribution for legal certainty.
| Field | Configuration | Required | Optional | Masking |
|---|---|
| Name field | Required | Exact-match enforcement |
| SSN field | Required when necessary | Masked and encrypted |
| Signature field | E-signature enabled | Audit trail required |
| Background consent | Checkbox + dated signature | Store consent PDF |
Choose a submission method that secures PII, supports audit trails, and integrates with your HR systems.
Ensure the chosen platform meets encryption, authentication, and audit-trail requirements before collecting sensitive applicant data.
Request the completed profile within 3 business days of application or interview scheduling.
Most criminal and reference checks return in 2–5 business days, subject to jurisdiction.
Employer must complete Section 2 within three business days of hire (8 CFR §274a.2).
Allow 3–10 business days to validate checks and finalize offer details.
New hire paperwork and orientation typically begin after conditional offer and cleared checks.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | 7-day free trial | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Available (Premium) | Available | Available | Available | Limited or plan-dependent |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA available) | Yes (BAA available) | Yes (BAA available) | No | No |
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.