Ascen / Checkr Integration User Guide

Welcome to Checkr!

This guide outlines the Checkr / Ascen integration process and how to order background checks.

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• Getting started
• Create a Checkr account
• Connect to Checkr
• Account hierarchy
• Order background checks
• Review background checks
• Resubmit a background check
• Non-US background checks
• US Background Checks with International Verifications
• Use the Checkr Dashboard 
• Checkr’s candidate experience 

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Getting started

The following items are required to enable the integration:

• Admin access to Checkr 
• Admin access to Ascen

Create a Checkr account

If your company doesn't yet have a Checkr account, one must be created during the integration process with Ascen. Refer to the “Connect to Checkr” section below on how to begin the Checkr account setup process from within Ascen.

Once you’ve been directed to a Checkr page during the sign-up process, you can either sign in to an existing account or create a new one.

To create an account for use with Ascen:

1. If you are already a Checkr customer, select Sign In to connect your current Checkr account to Ascen.
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 Ascen. (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 Ascen and you to begin ordering background checks through the Ascen platform.

Connect to Checkr

1. As an Ascen customer, log in to your Ascen dashboard. 
2. Within your Ascen dashboard, select your name/menu drop from the left side panel. 
3. Within the dropdown, select Integrations. 
4. From the Integrations page, locate Checkr’s tile and select Connect.

5. Select either Sign-Up or Sign-In. Both options will bring you to the Checkr hosted Sign Up / Sign In flow.
   

6. Once you’ve completed your sign-in / sign-up, you will be redirected back to the integrations page within Ascen. The Checkr title will display your connection state between Ascen & Checkr. 
   • The “Manage” button will redirect you to your Checkr dashboard.

Once your account is credentialed, the "Authorized" flag will be displayed in green:

Account hierarchy

The integration allows users to set up different "nodes" inside of their Checkr account to appear when you order a background check. You can use nodes to designate different locations, teams, or groups that order background checks within your organization. Checkr requires you to assign packages to nodes after you create them. Your Checkr invoice shows which node ordered which package. 

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

To order a background check with an account hierarchy and nodes, please follow the steps within “Order Background Checks”. During the ordering process, Ascen asks the user to select the node (if applicable) and preferred package. 

The list of packages appears based on the node you select. Select the background check package you want to order. If no packages appear, you must 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

Ascen provides two ways to order background checks, depending on whether or not the assignment exists in the system. 

Option 1: If the assignment does not already exist in the system, you can follow the steps below to create a new assignment and request a background check for the contractor. 

1. Login to your Ascen dashboard. 
2. From the left-hand panel. select Assignments.

3. From the Assignments page, select “Create New Assignment” in the top right corner. 
4. To begin, you will need to select a client or create a new client.

5. Once the client is selected/created, select the job or create a new job.

6. Once the job is selected/created, select the work location or create a new work location. 
7. Continue to fill in the required information (pay rate, bill rate, etc.)
8. Once complete, select “Save & Next” 
9. Select a contractor or make a new one. Select Save & Next.

10. Select your preferred node (if applicable) and package. Select Save & Next.

11. Review all of the information. If all of the information is correct, submit the assignment. At this time, the candidate has been created in Checkr and the background check has been initiated.

12. You will be redirected to the Assignment Overview page. 
13. If you would like to view the BGC that has just been submitted, select the Assignment that you would like to view.

14. Once the assignment is selected, a side panel will appear and you can select “View More”.

15. From the assignment-specific page, select the tab, “Background Checks”.

16. Here you'll be able to view all of the background checks that have been initiated for the selected contractor.

Option 2: If the assignment already exists in the system, you can follow the steps below to order a background check for a contractor: 

1. Login to your Ascen dashboard. 
2. From the left-hand panel. select Assignments. 
3. From the Assignments page, select the Assignment (you can do the same thing at the contractor level) that you would like to request a background check for.

4. Once the assignment has been selected, a side panel will appear and you can select “View More”.

5. From the assignment-specific page, select the tab “Background Checks”.

6. Here you will see all of the background checks that have been initiated on the selected contractor. 
7. If you select “Actions” in the top right-hand corner, you can select “Create New Background Check”.

8. Select the preferred node (if applicable) and package. Select Submit.

9. At this time, the candidate has been created in Checkr and the background check has been initiated. 

Review background checks

1. Login to your Ascen dashboard. 
2. From the left-hand panel. select Assignments. 
3. From the Assignments page, select the Contractor that you would like to review.

4. Once the assignment has been selected, a side panel will appear and you can select “View More”.

5. From the contractor-specific page, select the tab “Background Checks”.

6. Here you will see all of the background checks that have been initiated on the selected contractor.

After you order a background check, the report status appears in the Ascen contractor dashboard. After the report status changes to Clear, select the platform report URL to view the report in the Checkr Dashboard and review details. 

For more information on reports and report statuses, refer to How do I interpret a background report.

Resubmit a background check

Ascen allows the user to try to submit a background check again in the case there was a failure. Please follow the steps under Order Background Checks to resubmit a background check for your new hire. 

Non-US background checks

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

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

• International Criminal Search
• Adverse Media Search - might happen automatically in countries without criminal searches
• Identity Document Verification
• Global Watchlist
• Education Verification
• Employment Verification

US background checks with international verifications

If your candidate works in the US but has lived or worked outside the US, add out-of-country history to any domestic criminal search or verification. 

Screening types that can be run on domestic screenings with out-of-country history include: 

• Education Verification
• Employment Verification

Use the Checkr Dashboard

A user can access the Checkr Dashboard within Ascen by following the steps below: 

1. As an Ascen customer, log in to your Ascen dashboard. 
2. Within your Ascen dashboard, select your name/menu drop from the left side panel. 
3. Within the dropdown, select Integrations. 
4. From the Integrations page, locate Checkr’s tile. If you're already connected to Checkr, you can select the “Manage” button. This will bring you to the Checkr dashboard. 

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

• Order a candidate's report
• Adjudicate a candidate’s report
• Begin the adverse action process
• Candidate stories: Better understand the past and present
• Checkr settings 
  • Manage account users
  • Set up payment information

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

Checkr’s candidate experience

Checkr's candidate experience overview describes the candidate's experience of the background check process. It provides information to answer common questions and resolve common issues.