ClayHR / Checkr Integration User Guide

Welcome to Checkr!

This guide will walk you through the Checkr / ClayHR integration process, and outline how to use the Checkr dashboard for the background check process. 

The Checkr Help Center is a great resource for any questions that may not be covered in this user guide. If you have any questions not covered in this guide that are specific to ClayHR, submit a request to contact us.

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• Prerequisites
• Enable Checkr setup
• Create a Checkr account
• Account Hierarchy
• Order Background Checks
• International Packages
• Domestic Package with International Verifications
• Review A Background Check
• Monitoring A Background Check
• Reviewing Completed Results
• Checkr Features
• Use the Checkr Dashboard
• Checkr’s Candidate Experience
• Resources

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Prerequisites

The following items are required to initiate ClayHR / Checkr integration. Please ensure you have the following before proceeding.

• Access to ClayHR, with admin rights 
  • Or have the following permissions: Candidate Home View, Candidate View
  • Each user will have access to different integrations

Enable Checkr setup

1. Please login to the ClayHR Platform. 
2. Select the ‘Settings’ dial in the top right hand corner. This menu will be a dropdown and you should select ‘Third Party Integrations’. 
3. Once selected, you will be brought to the ‘Third Party Integrations’ page. From this page, select the ‘New Integration’ button. 
4. Select Integration Type > ‘Background Check’  > ‘Checkr’
   
5. Once selected, you can customize the name of the integration. 
6. Select ‘Save Integration’. 
   
7. Once saved, click your user profile in the top right-hand corner. This will populate a dropdown menu. Select ‘My Integrations’.
8. On the ‘My Integrations’ page opens,  you must click ‘Connect to Checkr’. This will redirect you to the Checkr hosted Sign Up / Sign In flow 

• If you are already a Checkr customer, select Sign In to connect your current Checkr account to ClayHR.
• If you are not a current Checkr customer, select Sign Up to create a Checkr account, and add your billing and credentialing information
  

9. Once you’ve signed-in or signed-up, you will be redirected back to the ‘My Integrations’ page in ClayHR. 
10. If you’ve successfully signed-in, you will see that you’re connected with a green ‘Connected’ icon and the connection button will display ‘Disconnect from Checkr’. 
    

Create a Checkr account

If your company does not yet have a Checkr account, one must be created before integration with ClayHR.

To create an account for use with ClayHR:

1. If you are already a Checkr customer, select Sign In to connect your current Checkr account to ClayHR.
2. If you are not a current Checkr customer, fill out the required fields, and select Get Started to create a Checkr account and add your company information.
   
3. After providing your company information, enter payment information. Invoices for background checks will come directly from Checkr, not from ClayHR. (Payment information may be edited on the Checkr dashboard after the account has been created.)
4. Once complete, select Submit and your account will be sent to Checkr for review. Once the credentialing process is complete, Checkr will notify both ClayHR and you to begin ordering background checks through the ClayHR platform.

Account Hierarchy

The ClayHR integration allows users to set up different "nodes" inside of their Checkr account to have displayed in the ClayHR background check ordering workflow. Nodes can be used to designate different locations, teams, or groups that order background checks within your organization. Checkr requires you to assign packages to nodes once they are created and will then display which node ordered which package on your Checkr invoice. 

Each time you order a background check within ClayHR, you will be asked which node to order the check from, and then select from a pre-populated list of packages available to that node. Invoices will show the background checks ordered by each node within 2 billing cycles after setup. 

To order a background check with Account Hierarchy and nodes, follow the steps outlined in the section below, ‘Order Background Checks’. 

The list of available Packages will automatically generate based on the node you select. Select the background check package you want to run. If you do not see any packages populating, you will need to assign the appropriate packages to that node in your Checkr dashboard before proceeding.

For more information on Account Hierarchy, nodes, and how to configure your account, see Checkr's 

Payment & Billing, Adverse Actions, and Manage Account Settings Help Articles.

Order Background Checks

To order a Background Check from within ClayHR, please follow the steps below. 

1. Once logged into ClayHR and you’ve confirmed your integration with Checkr has been enabled, from within the Hiring Module (top navigation bar, select ‘Hiring’), go to ‘Candidates’ and open a candidate’s profile.  This will open a candidate specific profile and you will see all of the information related to the candidate. 
2. From the left panel, on the candidate view page, go to the ‘Admin’ section. 
   
3. From within the ‘Admin’ section, select ‘Start Background Check’. A module will appear and ask you to complete the following: Nodes, Package, Country, State and City. 
   1. Nodes, Package, Country and State are required fields. Checkr background checks rely on job location information to determine which disclosures and authorizations to use in pre-employment screenings. 
   2. City is optional and can be typed in to populate
      

4. Once complete, select ‘Start Background Check’. This initiates the invitation process with the candidate and will be tracked accordingly (see ‘Monitoring a Background Check’ below). 

International Packages 

Checkr defines international background checks as background checks run on candidate’s living and working outside of the United States. If your candidate works in the United States but has out-of-country history, for example, attended school internationally, request a package that includes an education verification with out-of-country history enabled.

Checkr currently offers the following international screenings for candidates with work locations outside the United States:

• International Criminal
• Adverse Media Search - may be enabled to automatically run if criminal is not available
• Identity Document Verification
• Global Watchlist
• Education Verification
• Employment Verification

Domestic Package with International Verifications

If your candidate works in the United States but has out-of-country history, Checkr currently offers an out-of-country history setting that can be added to any domestic criminal search or verification. The option can be applied for candidates who will perform their work inside the US, but who have an address history outside the US. Screening types that can be run on domestic screenings with out-of-country history include: 

• Education Verification
• Employment Verification

Review A Background Check

To monitor background checks from within ClayHR, please follow the steps below. 

1. Once logged into ClayHR and you’ve confirmed your integration with Checkr has been enabled, from within the Hiring Module (top navigation bar, select ‘Hiring’), go to ‘Candidates’ and open a candidate’s profile.  This will open a candidate-specific profile, and you will see all of the information related to the candidate. 
2. From the left panel, on the candidate view page, go to the ‘Admin’ section. 
3. On the Admin page, you will see the ‘Start Background Check’ button and a dropdown arrow. Selecting the dropdown arrow will populate a list of all of the initiated background checks. 
   
4. Select the background check that you would like to see the status of and you will be brought to a progress page detailing the background check and its status. 
   
5. Once a check has been marked Complete, click on it to open the report in the Checkr Dashboard, and review details. 
   

Reviewing Statuses and Completed Results

Once the background check has been ordered, the status of the report will be listed in the ClayHR candidate specific progress page. Once Complete, click on it to open the report in the Checkr Dashboard, and review details. 

For more information on reports and report statuses, see How do I interpret a background report in the Checkr Help Center which covers:

• Report layout
• Clear and Consider statuses
• Engage the candidate or begin the adverse action process

Most background checks will be completed within 24 hours, but the time to complete can range from a few minutes to a few weeks, depending on the type of check ordered, the geographic location of the candidate, and/or county courthouse operations. 

Checkr Features

Use the Checkr Dashboard

While the ClayHR integration allows users to order background checks and view their status, the following features are available only within Checkr: 

• Background check invitation links
• Full background check report results
• Begin the adverse action process
• New and existing user management

Checkr’s Candidate Experience

The Checkr candidate experience overview describes the Checkr candidate experience of the background check process. It includes information about the Checkr Candidate Portal and Help Center where candidates can self-serve and address common issues that can stall or delay their background checks. The overview also includes common reasons candidates contact our support and how to address these issues.

The overview includes:

• An overview of the candidate process
• General information about the background check process, including exceptions and disputes
• An overview of the Checkr Candidate Portal
• An introduction to the Candidate Experience team
• A list of some of the most common candidate questions
• Links to the most frequently used pages in the Checkr Help Center

Resources 

For a quick overview of the Checkr Dashboard, please see Getting started with Checkr