Welcome to Checkr!

This guide will walk you through the Checkr | HR4 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 HR4, submit a request to contact us.

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

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Prerequisites

The following items are required to initiate HR4 | Checkr integration. Please ensure you have the following before proceeding.

1. The client organization must have an active HR4 site, with HR user access. 
2. The client organization must have an active Checkr account and the user must have admin rights within Checkr before proceeding with the activation of the integration on the HR4 side. 
3. The client organization must work with HR4 Support to pre-configure the integration with Checkr. 

Enable Checkr setup

First, request that the HR4 Support team enables Checkr from within HR4 settings. You must have admin access to both Checkr and HR4 to fully complete this process. 

1. If your company does not yet have a Checkr account, one must be created before enabling Checkr within HR4. To set-up a Checkr account, please visit https://checkr.com/ to begin your account setup. 
2. Once your Checkr account has been created, you should start by sending a message to your HR4 Implementation Coordinator and/or the HR4 Support Team via Intercom. 
3. Once you’re speaking with a representative at HR4, HR4 will work with you to turn the Checkr integration on, through their admin portal. An HR4 admin will turn the integration on and will work with you to attach various locations to the associated accounts, assign an owner to validate and connect the Checkr account to the HR4 account (single person), determine the company name and integration status.

Create a Checkr account

1. Once HR4 fills out the details above, the user who was assigned as an owner, should login to their HR4 account and navigate to Setting > Integration Settings > Checkr. 
2. Once on the ‘Checkr Settings’ screen, the user should select the three dots to the right hand side of the page and click ‘Connect’. 
3. If your company does not yet have a Checkr account, one must be created before integration with HR4. To create an account for use with HR4:

   

   1. If you are already a Checkr customer, select Sign In to connect your current Checkr account to HR4.
   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 HR4. (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 HR4 and you to begin ordering background checks through the HR4 platform.
   5. Upon successfully signing in to Checkr, the user will be redirected back to the Checkr Settings page in HR4 and a ‘Connected’ status will appear.

Order Background Checks

Manual Ordering 

Once your HR4 and Checkr accounts are connected, you can begin running background checks with HR4’s Hire app. To get started, click on ‘Apps’ from the top navigation bar and select ‘Hire’. Once within the Hire app, follow the steps below to begin ordering background checks. 

1. From the ‘Hire’ App dashboard, navigate to ‘Jobs’ on the left hand side bar. 
2. Select the job posting. Under the Activities Tab, ensure the “Checkr Background Check” option has been selected as a Stage 3 Activity.
   • All Checkr related activities happen in ‘Stage 3’, when you're selecting a candidate to move forward and get an offer. 
3. On the Candidates Tab, within Stage 3, you will see all of the candidates within this stage. Within the candidate list view, you will see quick insights into whether or not a background check has been run. If a BGC has been run, you will see background check status as it updates in real time.
4. If a background check needs to be completed, select the ‘...’ dropdown and select ‘Request Checkr Background Check’. This will allow you to run a BGC from this page. 

5. Alternatively, you can click ‘View Candidate Profile’. On the candidate profile, there is a ‘Checkr Background Check’ section. Select the ‘...’ and choose ‘Send Request’. 

6. Selecting ‘Request Checkr Background Check’ on the candidate list view or selecting ‘Send Request’ from the candidate profile will open the same widget, ‘Invite Candidate’. The Invite Candidate widget will have you select the following information: node, country, state, city, candidate email. Once complete, select ‘Submit’.

7. Once submitted, you will receive confirmation that the invitation has been sent to the candidate and they have been invited to begin the background check

Checkr Instances | From the Hire dashboard within HR4, there are a few additional instances where you will see Checkr. 

Instance 1: On the ‘Hire’ dashboard, there is a ‘Checkr’ specific widget. Within the widget you can see the number of background checks in a pending state, canceled state or process state. This only shows numbers for candidates actively in the hiring process. 

Instance 2: On the ‘Hire’ dashboard, in the ‘Recent Activity’ log, a user will be able to see changes in recently run background checks. This is intended for a quick reference for HR contacts to see. These changes will also trigger notifications to HR managers. 

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 recommends, but does not require, that you 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. If no packages have been assigned to a node, you will have the ability to view and select from all packages on your account.  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, please follow the steps outlined above in the “Ordering Background Checks” section. The invitation widget within HR4 will always ask you to select a node (if applicable) and a package. 

The list of available Packages will automatically generate based on the node you select. Select the background check package you want to run. You can assign the appropriate packages to nodes at any time from your Checkr dashboard. 

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.

International Packages 

Checkr defines international background checks as background checks run on candidate’s living and working outside of the United States. 

Checkr currently offers the following international screenings for candidate’s with work locations outside the United States:

• International Criminal
• Adverse Media Search - may be enabled to automatically run if criminal 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, for example attended school internationally, request a package that includes an education verification with out-of-country history enabled. 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

Once the background check has been ordered, there are a few different places where you can view the status of the report within the HR4 Hire Dashboard. 

1. From the ‘Hire’ App dashboard, navigate to ‘Jobs’ on the left hand side bar. 
2. Select the job posting. All Checkr related activities happen in ‘Stage 3’, when you're selecting a candidate to move forward and get an offer. 
3. On the Candidates Tab, within Stage 3, you will see all of the candidates within this stage. Within the candidate list view, you will see quick insights into whether or not a background check has been run. If a BGC has been run, you will see background check status as it updates in real time. From this view, it’s strictly an overview. To see the full report, click into the candidate profile directly but clicking the candidate’s name or the ‘...’ icon. 
4. On the candidate profile, there is a ‘Checkr Background Check’ section. Within the Checkr Background Check section, the user will be able to see all background checks initiated on the candidate, in addition to the following information: the name of the package ordered, the status of the invitation to the candidate, the status of the report's progress and its ETA, and the result of the report and its completion timestamp. There will also be a link to the candidate in the Checkr Dashboard if the invitation has not yet been completed, and a link to the report once it has been initiated.
5. Once a background check is complete, click on the link 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. 

Additional Checkr Instance | Employee Profile

If a company moves forward with a candidate and the company extends an offer and the candidate accepts,  the employee’s background checks will carry into their employee profile. 

1. From the top navigation bar, select ‘Apps’ and ‘Employee Data’. 
2. From the Employee Data app, you will see a full ‘Employee List’. Select the employee you would like to review. 
3. Select ‘Records’. 
4. Within ‘Records’, there is a click through link to view the candidate profile and a direct link back to their background check report within Checkr. 

Resubmit A Background Check | Resubmitting a background check is supported by HR4.

• To do so, you can follow the steps within ‘Order Background Check’ to understand the full step by step process.
• In summary, the ‘...’ icon on the candidate profile or overview page within a job posting will allow you to run an additional background check. The quick overview of background check status on the ‘stage 3’ view will always reflect the most recent background check. 

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
• 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