Welcome to Checkr!
This guide will walk you through the Checkr / DocQ 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 DocQ, please fill out a support request for additional assistance.
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- Prerequisites
- Create a Checkr account
- Order Background Checks
- Creating a Workflow and Document Template
- Building out the rest of the Workflow
- Adding Conditions to the Workflow
- Approved Route Conditions
- Reject Route Conditions
- Testing the Workflow
- Checkr Features
- Use the Checkr Dashboard
- Checkr’s Candidate Experience
- Resources
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Prerequisites
The following items are required to initiate the DocQ / Checkr integration:
- Admin access to Checkr and DocQ
Create a Checkr account
To initiate the integration, go to: Settings > Plugins > Plugin Checkr and click “Connect with Checkr account”.
If your company does not yet have a Checkr account, one must be created before integration with DocQ.
To create an account for use with DocQ:
- If you are already a Checkr customer, select Sign In to connect your current Checkr account to DocQ.
- If you are not a current Checkr customer, fill out the needed fields, select Sign Up to create a Checkr account, and add your company information.
- Next, enter payment information - credit card or bank information. Invoices for background checks will come directly from Checkr, not from DocQ. (Payment information may be edited on the Checkr dashboard after the account has been created.)
- Select Finish Sign Up which will submit the account to Checkr for review. Once the credentialing process is complete, Checkr will notify both DocQ and you to begin ordering background checks through the DocQ platform.
Account Hierarchy
The integration allows users to set up different "nodes" inside of their Checkr account to have displayed in the 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, 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:
- Fill in the work location of the candidate as you normally would for any background check.
- Select which Hierarchy node you would like to order from.
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
Once your DocQ and Checkr accounts are connected, you will need to create a workflow in order to use it. The steps outlined in this document are an example of a typical use case in which candidates are routed based on various scenarios of a background check result.
Creating a Workflow and Document Template
From the DocQ homepage, click “Workflows'' > “Add Workflow”.
Click on the Settings tab on the right side of the screen, enter “Checkr - Default” in the name and then click “Save”.
Navigate to the menu on the left and click “Templates” > “Document Templates'' > “Add Template”.
From the window that populates on the right, enter :
- Name - “Checkr Template”
- Workflow - “Checkr - Default Workflow''
- Upload Document - Upload This file in and then click “Create".
Now that a template is created, navigate back to “Workflows” and click on your created “Checkr - Default Workflow”.
Drag and drop the “Plugin” step from the left onto the canvas screen. Edit the step as follows:
- Name - “Checkr”
- Step type - “Plugin” (this was auto populate)
- Plugin type - “Checkr”
From there, click the box under “Checkr mappings” > Create new Mapping”:
- Mapping name - “Checkr #1”
- DocQ Template - select your created template “Checkr Template”
- Operation Type - “Document variables to Background check”
Select a “Checkr Node” - Select the region associated with your company & region. For these purposes we will use “NDM North America”.
Select a “Checkr Package”: The package selected will be based on what packages are available and required for your company. For these purposes we will use “DocQ Standard Criminal”
Once you are finished with all the fields, click “Save”.
Building out the rest of the Workflow
NEXT: Building the remainder of your “Checkr - Default Workflow”
Click on the “Plugin” step and drag it to the canvas and execute the following in “Edit Steps”:
- Name - “Approved Route” - will be used when a “CLEAR” is received OR when “ENGAGE” has been selected by a recruiter, hiring manager, etc. from the Checkr dashboard
- Step type - “Plugin” will auto populate
- Plugin type - the plugin / ATS you are pushing your data to. For these purposes we will use SmartRecruiters.
From here, mapping properties for that plugin will begin - This will be specific to your company and may be extremely complex or extremely simple. The following can be used as a general guide for a simple mapping.
Click the box under “SmartRecruiters mappings” > Create new Mapping”:
- Mapping name - “Approved route”
- DocQ Template - select your created template “Checkr Template”
- Operation Type - “From Values to SR Fields”
- Update candidate status - “Self Schedule”
Save your Mappings for the Approved Route via the blue “Save” button on the bottom right.
Next, once again click on the “Plugin” step and drag it to the canvas and execute the following in “Edit Steps”:
- Name - “Rejected Route” - will be used when a “REJECTED” is received or when “POST ADVERSE” has been selected by a recruiter, hiring manager, etc. from the Checkr dashboard
- Step type - “Plugin” will auto populate
- Plugin type - the plugin / ATS you are pushing your data to. For these purposes we will use SmartRecruiters.
Map the properties for the second plugin as follows:
Click the box under “SmartRecruiters mappings” > Create new Mapping”:
- Mapping name - “Rejected route”
- DocQ Template - select your created template “Checkr Template”
- Operation Type - “From Values to SR Fields”
- Update candidate status - “Reject”
*Save your Mappings for the Approved Route via the blue “Save” button on the bottom right*
Adding Conditions to the Workflow
Now that we have workflow steps created, it’s time to connect them. Begin by clicking on the “Start step”, scroll to “Default Action” > “Approve step” and select “Checkr”.
Next, click on the “Checkr'' plugin step, scroll to “Default Action” > “Approve step” and select “End step”.
From here you will add “Conditions” to each step:
**NOTE - SETTING UP THE PROPER CONDITIONS IS VITAL TO ENSURING THE RESULTS RECEIVED FROM CHECKR WILL TRIGGER THE PROPER ROUTE IN YOUR WORKFLOW.**
Approved Route Conditions
Scroll down and click the blue “+ Add Condition” and set it up as follows:
- Name - “Clear Route”
- Type - “Condition”
- Field - “DocQ Checkr Result
- Operation - “Is equal to”
- Value - “Clear”
Scroll back down and once click the blue “+ Add Condition” for a second time. Name the action “Consider Route - Engaged” and then set up as follows:
- Type - “Condition”
- **Click the blue “Convert to Groups”**
Edit the first condition box to appear as follows:
- Type - “Condition”
- FIeld - “docq.check.adjudication”
- Operation - “Is equal to”
- Value - “Engaged”
Click the blue “+ Add Condition” and enter it as the following:
- Type - “Condition”
- FIeld - “DocQ Checkr Result”
- Operation - “Is equal to”
- Value - “Consider”
Continue to scroll down to “Approve step” and select “Approved Route” then click “done”
Reject Route Conditions
Scroll back down and once click the blue “+ Add Condition”. Name the action “Reject Route” and then set up as follows:
- Type - “Condition”
- **Click the blue “Convert to Groups”**
Edit the first condition box to appear as follows:
- Name - “Considered”
- Type - “Condition”
- FIeld - “DocQ Checkr Result”
- Operation - “Is equal to”
- Value - “Consider”
Once the values from above have been entered, click the blue “+ Add Condition” and enter it as the following:
- Name - “Post Adverse”
- Type - “Condition”
- FIeld - “docq.check.adjudication”
- Operation - “Is equal to”
- Value - “post_adverse”
Continue to scroll down to “Approve step” and select “Rejected Route” and click “done”.
Your final workflow should be as follows:
**Now that a template and workflow is configured, you're ready to order a background check for a candidate**
Testing the Workflow
Navigate back to “My Documents” on the left menu and click “Add Document” > “From
template”
Choose a name for your document (for these purposes,“Checkr Test) and select the “Checkr Template”.
Fill in all the fields as required and click “Create”.
The document will be created and put in your documents page. The Checkr background process has begun.
Once the background check has been ordered, the status of the report will be listed in the document history. 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.)
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 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
- Adverse Action initiation and processing tools
- 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 Checkr 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.