VMS connection walkthrough
Connect your VMS to Credentialing Check in five steps
From sign-up to a live two-way connection: create your agency, link your dashboard to your VMS with an API key and webhook, and watch clinician compliance status flow back — automatically, every morning if you want it to.
Step 1 — Sign up and create your agency
About 2 minutes- Go to the sign-up page and create your account with email or Google — no approval wait, your agency is live immediately.
- Name your agency and pick your staffing type. A free account includes 5 clinicians so you can test the whole connection before paying.
- You land on your dashboard with sample clinicians already in place, so you can see alerts and compliance scoring right away.
Step 2 — Create your API key on the Integrations page
About 1 minute- Open Integrations in your dashboard sidebar and click Create API key. The key is shown once — copy it somewhere safe. Only a short prefix is stored, and the full key is never shown again.
- This key is how your VMS proves it's yours. Every request your VMS makes to send or read clinician data carries it.
- The integration module is included on paid plans (Starter, Pro, Agency). Free accounts can see the page but need to upgrade to create a key.
Step 3 — Link your VMS to the dashboard
About 5 minutes- Point your VMS at our clinician endpoint with your API key to push new hires in as JSON — up to 500 per request. Clinicians are matched by your system's ID first, then email, so nobody is ever duplicated.
- No API on your VMS? Upload the CSV export it already produces. You map each column to our fields on screen — most columns match automatically.
- For real-time updates, create a signing secret on the same page and give your VMS your agency's webhook address. Every record it sends is verified against the secret; anything unsigned or more than 5 minutes old is rejected.
- Imported clinicians land in your roster like any other clinician — same checklists, same reminders, same compliance scoring.
Step 4 — Save your webhook address so status flows back
About 2 minutes- Paste your VMS's webhook URL into the Integrations page. This is where compliance status is delivered.
- Send changes pushes only clinicians whose details or status changed since the last send. Send all clinicians pushes everyone. You can also send or download just the clinicians you pick.
- Turn on Send every day automatically and your data goes out each morning around 8:30 AM Eastern — optionally limited to clinicians that changed.
- Every delivery is signed with HMAC-SHA256 over a timestamp plus the payload, so your VMS can confirm it came from us. If your system has a temporary problem, the send retries up to 3 times.
Step 5 — Watch status flow back, day after day
Ongoing- Each clinician's compliance level (current, expiring soon, or expired), expired and expiring counts, and every tracked credential with its status and expiration date — delivered to your VMS.
- Your VMS can also pull status on demand with the GET endpoint whenever it needs a fresh read.
- Field names can be renamed to match what your VMS expects, and the same names apply to webhook sends, CSV downloads and API reads.
- Documents and files never leave Credentialing Check — your VMS gets status, not paperwork.
- The activity log on the Integrations page and the ATS/VMS sync panel on your dashboard show the last time data was received and sent, and every recent send marked worked or failed.
What the connection looks like
Clinicians in, status out
Clinicians flow in
Your VMS pushes new hires by API or signed webhook — or you upload its CSV export and map the columns.
We track compliance
Checklists, document uploads, verification status and expiration reminders run on your dashboard.
Status flows back
Signed webhook pushes, a daily automatic send, or on-demand API reads — whichever your VMS prefers.
Straight answers
Frequently asked questions
Which VMS systems does this work with?
Any system that can send or receive web requests — directly, or through automation tools like Zapier or Make. There are no per-vendor approvals: your agency's own API key is the credential.
Do I need a developer to set this up?
For the CSV path, no — upload your VMS's export file and map the columns on screen. For the API and webhook paths, whoever manages your VMS configuration can paste in the endpoint, key and signing secret in a few minutes.
What happens if my VMS is temporarily down when a send goes out?
The send retries up to 3 times, and every attempt shows in the activity log marked worked or failed — so you always know whether the pipeline is alive.
Can I try the whole flow before paying?
Yes. Sign up free, and run the step-by-step ATS/VMS demo on your dashboard — it walks a sample export through the real importer and shows the dashboard and alerts updating. Creating an API key and webhook requires a paid plan.
We moved off a shared spreadsheet and never looked back. Expiration reminders go out on their own now — I stopped worrying about a lapse slipping through.
Our hospitals ask for credential status constantly. The client portal lets them see exactly what they need without me emailing PDFs all day.
Setup took less than an afternoon. We imported our roster, uploaded the licenses we had on file, and the compliance scores were live the same day.
Ready to connect your VMS?
Start free and run the dashboard demo, or talk to us about the Enterprise Integrated tier for direct connection work.