Gem / Checkr Integration User Guide

Welcome to Checkr!

This guide will walk you through the Checkr/Gem integration process and how to order background checks.

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• Getting started
• Connect to Checkr
• Create a Checkr account
• Account hierarchy
• Order background checks
  
• Review background checks
  
• Resubmit a background check
  
• Checkr’s candidate experience
• Use the Checkr Dashboard

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Getting started

The following items are required to enable the integration:

• Admin access to Checkr
• Admin access to Gem

Connect to Checkr

1. Login to your Gem account.
2. Navigate to ATS Settings. 
3. From ATS Settings, select “Integrations”. 
4. Under "Checkr", select “Connect to Checkr”.
5. A window will appear for you to complete the Sign-Up / Sign-In process with Checkr.
6. Once completed, you will be redirected to the ATS Settings / Integration page. The integration will automatically be set to 'ON' once your Checkr account has been credentialed. Ensure the status is set to 'ON' so you can begin ordering background checks.

Create a Checkr account

If your company does not yet have a Checkr account, one must be created during the integration process with Gem. Refer to the Connect to Checkr section for how to begin the Checkr account setup process from within Gem.

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

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

Account hierarchy

The integration allows users to set up different "nodes" inside of their Checkr account to appear when they 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, Gem asks the user to select their preferred node (if applicable) and package for ordering.
The list of packages appear 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

1. From your Gem dashboard, navigate to the candidate for which you want to run a background check.
2. From the Candidate’s profile, select the “Background Check” tab.
3. Under "Checkr" select “Initiate Background Check”. A window will open for you to invite the candidate to their background check. Populate the form with the candidate’s information and click Submit.                     
4. Once submitted, you will receive confirmation on screen that the background check invitation has been sent. Close this window. 
5. On the candidate’s profile, the background check will be visible under "Report History" with the status “Invitation Pending”. This will be updated in real-time.

Review background checks

1. Login to your Gem account. 
2. From your Gem dashboard, navigate to the candidate that you want to review.
3. From the Candidate’s profile, select the “Background Check” tab.
4. Under Background Check, within the "Checkr" section, you can review the "Report History" for the candidate. Under "Report History" are all background checks for the candidate.

5. After you order a background check, the report status appears under the report history section. Once the report has been completed, you can click the blue date link to open the report in the Checkr Dashboard or you may select "Download report" to download the completed report directly.

   

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

Resubmit a background check

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

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.

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: 

• Adjudicate a candidate’s report
• The adverse action process: Deciding not to move forward with a candidate
• 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.