Stop manually rebuilding candidate employment histories.
Using recruitment software, AI automation, reference information and intelligent workflows, YourClouds can help organisations build and review candidate employment histories as part of one connected safer-recruitment process.
Build the timeline.
Find the gaps.
Identify discrepancies.
Get the explanation.
Review the exceptions.
01The problem
A typical application form asks candidates to provide their employment history.
Someone then needs to review it.
Imagine a candidate declares:
Someone needs to notice:
July 2022 – August 2022
2-MONTH GAP
Then someone needs to:
Contact the candidate. Ask what they were doing. Obtain an explanation. Request evidence where appropriate. Review the response. Record the outcome.
Then the references arrive.
And one employer says the candidate actually left in April 2022, not June.
The timeline has changed.
YourClouds can bring together information from different parts of the recruitment journey.
Instead of treating employment-gap checking as a single question on an application form, YourClouds helps turn it into a structured workflow.
02How it works
1
Candidates can provide their history through the YourRole app or desktop candidate portal.
Information can include:
The information becomes part of the candidate’s recruitment record.
2
YourClouds can structure the information chronologically.
For example:
Instead of expecting someone to manually compare dozens of dates, the system can help identify periods requiring attention.
3
Where the declared chronology contains an unexplained period, YourClouds can flag it.
The candidate can then be asked to provide further information.
4
Once a gap has been identified, the workflow can request an explanation from the candidate.
For example:
“We have identified a period between 1 July 2022 and 31 August 2022 that isn’t currently accounted for in your employment or education history. Please provide details of what you were doing during this period.”
The candidate can respond through the YourRole app or desktop portal.
The explanation becomes part of the candidate record.
5
Not every gap requires the same response.
Depending on your organisation’s recruitment process and the circumstances, further information or supporting evidence may be requested.
The workflow can guide the candidate through the next required action.
For example:
Your organisation determines what information is appropriate for the role and circumstances.
6
This is where YourClouds becomes much more powerful.
Employment history shouldn’t be checked separately from references.
When a reference is returned, the information can be compared with what the candidate originally declared.
For example:
But consider:
Now the issue isn’t simply an employment gap.
The candidate’s declared history and information received from the referee are different.
YourClouds can help identify that difference for review.
7
Reference verification may change the candidate’s employment chronology.
For example:
The candidate declared:
Care Services Ltd — January 2021 – June 2022
But the reference confirms:
Care Services Ltd — January 2021 – April 2022
The system can now identify an additional period:
May 2022 – August 2022
4-MONTH PERIOD REQUIRING REVIEW
Rather than relying solely on the dates originally entered by the candidate, the employment timeline can evolve as further information is obtained.
8
References can also be telephone verified through YourClouds.
Depending on the configured workflow, telephone verification can be undertaken using:
Telephone verification can help confirm information such as:
The resulting information can be connected back to the candidate’s employment timeline.
9
A candidate’s employment history may contain information from several sources.
YourClouds can help bring those sources together.
Rather than treating these as separate documents, the information can contribute to one connected candidate record.
03In YourClouds
Let technology do the comparison.
AI can help analyse structured information across the recruitment journey.
It can help identify potential issues such as:
A system that simply identifies blank months only solves part of the problem.
YourClouds can help identify several different types of exception.
No activity declared between two dates.
Candidate and referee provide different employment dates.
Candidate and referee provide different positions.
Two declared activities cover the same period.
Different information is provided by different sources.
An employment period doesn’t have the required reference.
A declared employment period has not yet been sufficiently verified according to the configured workflow.
The candidate needs to provide further information.
The information requires an authorised person to assess it.
This changes the way recruitment teams can work.
Instead of manually reviewing:
your recruitment team can see:
The recruitment team can concentrate on the exceptions.
A visual timeline could show:
When additional information is received, the status can change.
For example:
BEFORE
Gap identified
Candidate responds
“I was travelling overseas.”
AFTER
Explanation received
Awaiting review
Once an authorised user reviews the information:
Reviewed
The audit trail records the process.
YourClouds can communicate with candidates through their recruitment journey.
Instead of HR repeatedly emailing:
The candidate can receive structured requests through the YourRole app or desktop portal.
Notifications can tell them when action is required.
Candidates can use the YourRole app to:
This keeps employment-history checking within the same candidate journey as the rest of onboarding.
Where information remains outstanding, YourClouds can help progress the workflow.
For example:
The objective is the same as with reference checking:
YourClouds can maintain a record of the employment-history checking process.
Depending on your configured workflow, this can include:
This provides a clearer picture of how the employment history was reviewed.
Where information changes during recruitment, maintaining an audit trail matters.
For example:
Rather than simply overwriting the original date, the recruitment record can retain the history of what happened.
Children’s residential recruitment can involve detailed employment histories and safeguarding-sensitive recruitment processes.
YourClouds can help children’s home providers manage:
Care organisations frequently recruit significant numbers of workers.
Manually reviewing employment histories across large candidate volumes can consume substantial recruitment and management time.
YourClouds can support:
Schools and education providers can use YourClouds to help structure employment-history and gap checking within their safer-recruitment workflows.
This can be particularly useful across Multi-Academy Trusts where consistent recruitment processes are required across multiple schools.
Explore Safer Recruitment for Schools & Education
Healthcare organisations can use configurable employment-history workflows across clinical, care, support, administrative and operational positions.
Central recruitment teams can monitor exceptions across multiple candidates and locations.
Explore Safer Recruitment for HealthcareEmployment-history checking shouldn’t exist as an isolated process.
With YourClouds:
Each stage contributes to the wider candidate record.
These processes are particularly powerful when connected.
YourClouds can:
Instead of manually moving information between systems, the process remains connected.
04Pricing
Employment-history checking is only one part of the complete onboarding process.
YourClouds can help manage the wider safer-recruitment journey for:
£199 + VAT
per candidate entering onboarding
The managed onboarding service can include:
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional.
Think about the current process.
Someone reads the application. Someone compares the dates. Someone notices the gap. Someone emails the candidate. Someone waits. Someone chases them. Someone receives the explanation. Someone records it.
Then a reference arrives with different dates.
Now multiply that across:
Instead of:
“Please review this candidate’s entire employment history.”
YourClouds can help move towards:
“These two items require your attention.”
That is the principle behind the wider YourClouds safer-recruitment model.
Help identify unexplained periods within the candidate’s chronology.
Present employment and other relevant periods in a clearer chronological format.
Request explanations directly through the candidate journey.
Help progress outstanding explanations and information.
Connect employment references with the employment history they relate to.
Use verified reference information to help confirm employment history.
Compare information from different sources and identify potential inconsistencies.
Update the chronology as further information becomes available.
Direct recruitment teams towards information requiring attention.
Maintain evidence of what was declared, identified, requested, received and reviewed.
Make employment-history checking part of the wider recruitment and onboarding journey.
05Questions
Employment history checking involves reviewing information provided by a candidate about previous employment and, where appropriate, comparing it with other information obtained during recruitment.
The appropriate process depends on the role, organisation, sector and applicable requirements.
An employment gap is a period within a candidate’s chronology that isn’t currently accounted for by employment or other declared activity.
Whether a particular period requires explanation or further evidence depends on the organisation’s recruitment process and applicable requirements.
YourClouds can analyse the dates within a candidate’s declared history and help identify periods that appear to require further information.
Configured workflows can notify candidates and request further information through their recruitment journey.
Automated reminders can also help progress outstanding actions.
Yes.
Candidates can complete recruitment and onboarding actions through the YourRole app or desktop candidate portal.
Yes.
Information obtained through references can be compared with information declared by the candidate, helping identify potential differences requiring review.
A discrepancy can be flagged for further review or follow-up according to the configured recruitment workflow.
YourClouds helps identify and organise the information; the recruiting organisation determines what action to take.
No.
AI can help identify gaps, compare information and flag potential discrepancies.
The recruiting organisation remains responsible for assessing the information and making recruitment decisions.
Yes.
Telephone verification can form part of the configured reference workflow and can use AI-powered verification, human verification or a combination of both.
Where additional information indicates different employment dates, YourClouds can use that information within the review process and identify potential new gaps or discrepancies.
Yes.
Recruitment workflows can be configured around different roles, organisations and recruitment requirements.
The recruitment record can retain relevant activity, information, changes, communications, verification and review history according to the configured workflow.
Yes.
Employment-history checking, gap identification and candidate follow-up can form part of the managed safer-recruitment and onboarding service.
The service costs £199 + VAT per candidate entering onboarding.
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional.
Build the timeline.
Find the gaps.
Compare the references.
Identify discrepancies.
Get the explanation.
Review the exceptions.
Managed Safer Recruitment & Onboarding
£199 + VAT per candidate entering onboarding
Employment-history and safer-recruitment requirements vary according to the role, organisation, sector and applicable legislation, regulation and guidance. YourClouds supports the recruitment process and helps identify information requiring attention. Recruitment decisions remain with the recruiting organisation.
