Welcome to Checkr!
Checkr integrates directly with iCIMS to make overseeing the screening process simple and reliable. Within the iCIMS dashboard, a recruiter simply selects the appropriate background screening package when creating a job, then follows the standard iCIMS recruiting workflow. During and after the background check workflow step, status updates on the background check appear directly on the iCIMS dashboard for quick reference.
- Getting started with Checkr on iCIMS
- Ordering a background check
- Working with Checkr
- iCIMS / Checkr Data Mappings
- Checkr Background Check Statuses
- User data required to complete integration
Getting started with Checkr on iCIMS
This guide describes how to integrate Checkr with iCIMS, such that iCIMS users can request and view Checkr background checks from within the iCIMS interface. Once you have successfully signed up and on-boarded with Checkr, the integration process can begin! This guide describes the requirements and steps necessary to get your iCIMS instance up and running using Checkr.
If you have any questions not covered in this guide that are specific to iCIMS, please email email@example.com for additional assistance. If you have questions that are Checkr-related, please contact Checkr Customer Success or your Customer Success Manager.
The following items are required to initiate iCIMS / Checkr integration:
- Admin access to an iCIMS account
- Admin access to the Checkr Dashboard.
- Pre-configured Checkr background check Packages, to use with your integration.
Ordering a background check
Once your iCIMS integration is enabled, follow these steps to order a background check.
Note: If your iCIMS workflow is customized, your ordering process may differ from this sequence. Work with your iCIMS admin to define the workflow for your implementation.
Define a Location
Checkr background checks rely on Job location information to determine which disclosures and authorizations to use in pre-employment screenings. The iCIMS organization administrator should establish a list of locations where your company does business before creating the corresponding job requisitions. Each location must include an address within the United States.
To create a Location, select Create > Location from the iCIMS menu bar.
Complete the required fields to create the new location, add a name, select a Location Folder, add a Location, and click Finish to create the new Location.
Note: An iCIMS Location object may have one or more addresses. The Checkr integration will use the first address associated with a Location object.
Create Job Templates
Create templates for jobs to use while recruiting for positions in high volume hiring use cases. A job “template” is a partially populated Job object that’s saved in the “Job Templates” folder.
To create a Job Template, select Create > Job from the iCIMS menu bar.
Select Job Folder > Job Template to save the Job as a template.
Select a Package from the BGCheck Package field to recommend a specific Checkr background check package to users creating a Job Requisition using this template.
Use the pulldown menus to select the options you wish to be included in the template, such as Category, Location, or Hiring Manager, and click Finish to create the new Job Template.
Create a Job Requisition
To create a new job requisition, select Create > Job from the iCIMS menu bar.
Select a template from the Template pulldown menu.
Selecting a template immediately populates fields on the new Job object with the values defined in that template.
Confirm that the Location and BGCheck Package pre-populated by the template are appropriate to the Job.
Packages listed in the “BGCheck Package'' pulldown menu will include all Checkr Packages enabled for the account, which are updated once every 24hours.
Note: Your iCIMS integration may include “Drug Screening Package” or other types of iCIMS assessment package configurations. Ignore those fields when selecting a Checkr background check package.
Create a Candidate Profile
Candidate Profiles must be created for positions that require a background check before the background check may be run. Candidate profiles may be completed manually through iCIMS, or by the candidate during the recruiting process.
To create a Candidate Profile, select Create > Person > Candidate from the iCIMS menu bar.
The Candidate will then apply to the Job, or a recruiter will apply to the Job on the Candidate’s behalf.
In the Create New Candidate window that opens, upload the candidate’s resume, or paste it into the text field, and click Next.
Check that the General Information windows’ fields are accurately populated from the uploaded resume, and click Next to step through the screens, and complete the candidate creation.
After the candidate has been created, click Submit to Job, and select the Job for the candidate.
Run a Checkr Background Check
After the candidate profile has been created, click Advance to move the candidate through the application process. iCIMS job application steps are customizable and will be configured by iCIMS to match your business requirements. One of those steps, or “bins”, will be mapped to a Checkr Background Check and will often be called “Initiate Checkr” or “Initiate Background Check”. The background check process will begin once the candidate is moved into this “bin”.
Checkr will email the Candidate with a unique URL to complete PII collection, obtain authorization and provide the required disclosures. Checkr will then automatically initiate a background check.
Note: Use the checkboxes next to candidate names to select multiple candidates for background checks at the same time. Checkr recommends that you limit bulk background check orders to 100 candidates or fewer at a time.
Go to Screen > Background Screen from your candidate’s Person profile page to monitor the progress of your candidates’ background checks.
To view completed reports, click the Result URL to open the report within the Checkr Dashboard.
See Checkr Background Check Statuses below for the list of “Order Status” values that may be displayed.
Note: Users must have Checkr permissions to view completed reports within the Checkr Dashboard. iCIMS roles and permissions are not ported to the Checkr account. Be certain that your adjudication team, or any other members of your team that require access to completed reports have the required roles within your Checkr account.
Working with Checkr
Managing users within Checkr
The iCIMS / Checkr integration does not automatically provision users within Checkr. You must have a designated Checkr account admin within your organization to create your required Checkr users and assign roles.
Access to the Checkr Dashboard, and to any candidate or report management tasks included within it, is controlled by Checkr Dashboard user role assignments. For iCIMS users to click the Report URL within iCIMS and open the report in the Checkr Dashboard for more information, or to use Checkr adjudication tools, they must have the appropriate Checkr permissions.
For more information on Checkr users and roles, see Assign Roles and Users in the Checkr Help Center.
Checkr offers a variety of background check screening sets, or “packages”. Work with your Checkr customer account manager to configure background check packages to serve your business needs.
Collecting Candidate consent and PII
The iCIMS integration with Checkr uses the “Checkr Hosted Apply Flow” to step your candidates through the background check process, request all required Personally Identifiable Information (PII), present all applicable disclosures and authorizations, and initiate the background check process.
Candidates must complete this process, enter all required information, and provide consent for the background check to proceed.
- When a background check order is sent to Checkr, the candidate receives an email with a unique “invitation” link.
- After clicking the link, the candidate is presented with all relevant disclosures and authorization forms required to remain within FCRA-compliance during the invitation process.
- Upon completion of the invitation, a report is automatically generated on Checkr’s platform and the results of the screening package are delivered back to iCIMS.
Using Checkr Nodes with iCIMS Locations
You may elect to configure your integration to automatically send your location information from iCIMS to Checkr.
Checkr will represent this location information as an Account Hierarchy within Checkr, using the name and address from the Location objects within iCIMS. Checkr will create a flat account hierarchy, which uses iCIMS Location name as the Checkr Node name, and the iCIMS Location's ID as the Checkr Node's custom ID.
Note: Checkr automatically pulls Location data from iCIMS every day. Any manual adjustments of the hierarchy within the Checkr Dashboard, or through the Checkr API will be overwritten by the next daily Location update.
When new locations are created in iCIMS and synced to Checkr, a Checkr Admin within your organization will need to update the appropriate users to assign them to the newly created Checkr node.
Report Mapping to Nodes and User Access
When location synchronization is enabled, the location ID associated with each iCIMS Job object is linked to the corresponding Checkr report.
You may also define access control policies within the Checkr Dashboard based on the Checkr account Nodes’ IDs and names, which map to iCIMS locations. For example, you may choose to assign a user to view reports only for a specific iCIMS location (for example, a branch office) or a specific set of locations. Please consult with your Checkr Implementations team for help setting up access control policies.
The location ID associated with the Checkr report will be displayed on the Checkr invoice. Use this field for billing needs, such as charging fees back to the correct office.
iCIMS / Checkr Data Mappings
|iCIMS Data Field||Checkr Data Field||Use Case|
|Location - Name||Node - Name||Checkr invoices list the Cost Center as the assigned background check Node. Use the Node Name to perform cost charge-backs to the appropriate Location.|
|Location - ID (iCIMS system ID)||Node - Custom ID||Checkr invoices list the Cost Center as the assigned background check Node. Use the Node ID to perform cost charge-backs to the appropriate Location.|
|Job - Location||Invitation - Work Location||Checkr uses Work Location to determine the appropriate forms and disclosures to display for candidates in the Checkr Hosted Apply Flow. Checkr also uses Work Location to determine any applicable compliance reporting requirements for the resultant background check. Use Work Location to accurately reflect the job’s location.|
Checkr Background Check Statuses
The status and result (when available) of the background check are stored in “Order Status” and “Screening Result” iCIMS fields.
|iCIMS Order Status||Description|
|Sent||An email has been sent to the Candidate to enter their PII and authorize an employment background check.|
|In-Progress Candidate||The candidate has completed the background check authorization.|
|Incomplete||The background check invitation has expired or a recruiter has canceled the background check request.|
|In-Progress Vendor||Checkr is running the background check.|
|In-Progress Recruiter||Additional actions are needed from the recruiter or adjudicator to complete the background check. Refer to the candidate’s record in the Checkr Dashboard for details.|
|Complete||The background check has completed.|
|iCIMS Screening Result||Description|
|report.completed.clear, report.engaged.clear||The report is complete and does not contain adverse information on any of the screenings.|
|report.completed.consider, report.pre_adverse_action.consider, report.post_adverse_action.consider, report.engaged.consider||The report is complete and contains some information for your team to evaluate. Please review the report in the Checkr Dashboard for further consideration of the candidate.|
|All other statuses||Please refer to the “Order Status” field when values other than those documented above are displayed in the “Screening Result” field.|
User data required to complete integration
The iCIMS / Checkr integration requires the information listed below to fully configure and activate your iCIMS instance. Checkr and iCIMS will work with you to obtain this information, most of which will be exchanged during the iCIMS integration kickoff meeting, or by email shortly after that meeting.
|Data Element||iCIMS value|
|iCIMS client ID|
|iCIMS API username|
|iCIMS API password|
|iCIMS API endpoint URL|
|iCIMS Job object setup||Set the bgcpackagetype field in the Job to required in iCIMS.|
|Checkr API user access||
Grant the Checkr API user permission to pull all standard fields from the following iCIMS objects:
|Required information||Checkr value|
|Will Location Synchronization be enabled?||Disabled by default. Checkr recommends that this setting be enabled. Work with your Checkr representative to determine the best option for your account.|
|Will Checkr Package synchronization be enabled?||If Checkr’s package synchronization job is enabled, this will be handled through the API. Checkr strongly encourages this approach.|
|Do you need to restrict user access by work location (Checkr node)?||
Disabled by default. For most clients, the answer will be no. Work with your Checkr representative to determine the best option for your account.
Note: Enabling this option requires additional configuration for the integration.
|Checkr Account Token||
Provide Checkr with a Secret Key.
|Webhook URL Configuration||
Use the Checkr Dashboard to set the webhook URL for your iCIMS integration.