Eightfold / Checkr Integration User Guide

Welcome to Checkr!

This guide outlines the Checkr/Eightfold 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 or permissions to manage an app in Eightfold `perm_manage_apps`

Connect to Checkr

Option 1: 

1. Log in to your Eightfold account. 
2. From the left side navigation, click on the “Apps” dropdown and select “Install App”.
3. Under the “Install App” page, navigate to the “Apps” dropdown, and type in or select “Checkr”. 

4. Once selected, a window titled “Configure Settings to Install App” will appear. 

5. The following information from Eightfold will help with the fields requiring input. If further assistance is needed, Eightfold is prepared to provide it at support@eightfold.ai. 
   • App Settings - 
     • Checkr Base URL:
       • Description: This field is where the base URL for the Checkr API is configured. This URL points to the Checkr API endpoint that the application will communicate with.
       • Example Value: https://api.checkr.com/
       • Use Case: This URL is essential for making API calls to the Checkr service, such as creating background checks, retrieving results, and managing candidates.
     • Use Test Email:
       • Description: This setting allows you to toggle between using a test email or a real email during Checkr operations.
       • Options:
         • True: Use a test email for operations (likely used in staging or development environments).
         • False: Use the actual email addresses for operations (used in production environments).
       • Use Case: This toggle is helpful when you want to test the Checkr integration without sending actual emails to candidates.
     • Checkr Report Base URL:
       • Description: This field specifies the base URL for accessing Checkr reports. This URL is used to link to the Checkr dashboard, where the results of background checks can be viewed. 
       • Example Value: https://dashboard.checkr.com/candidates
       • Use Case: This URL is used by administrators to directly access reports generated by Checkr, allowing for easy review and management of the results.
   • System Settings -
     • System ID:
       • Description: This field defines the unique identifier for the system or application that is integrated with Checkr.
       • Default Value: volkscience
       • Use Case: The System ID is used to identify which system is making the requests and helps in organizing and managing different integrations or environments.
     • Stage:
       • Description: This field allows you to specify the stages at which the Checkr app should trigger. It accepts a comma-separated list of stages.
       • Example Value: Reference Check
       • Use Case: This setting is used to define specific stages in your workflow (e.g., during hiring) when the Checkr integration should be triggered, such as when a reference check is required.
     • Fetch Report Delay (secs):
       • Description: This optional field allows you to set a delay in seconds before the fetch report trigger is called. This delay can be used to control the timing of when the Checkr report is fetched after a trigger event.
       • Example Value: 604800 (equivalent to 7 days)
       • Use Case: This setting is useful if you want to introduce a buffer time before Checkr fetches the report, which could be necessary in certain workflow setups.
6. Once Checkr’s settings are saved and installed, you will re-open the “Settings” window, locate the “Authentication / Authorization” section, and select “OAuth Sign In”. 

7. Once selected, this will launch the Checkr-hosted sign-in / sign-up process. Please complete the Checkr workflow. If you have a Checkr account, you will opt to sign in. If you need a new Checkr account, you will need to follow the sign-up steps. 
8. Once completed, you will be redirected back to Eightfold. 

Option 2: 

1. Log in to your Eightfold account. 
2. The Checkr app will be available in the Eightfold Marketplace: https://app.eightfold.ai/app_marketplace/ 
3. From the marketplace, please login with your account credentials and you will be able to install the app through this portal.

Create a Checkr account

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

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 Eightfold.
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 Eightfold. (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 Eightfold and you to begin ordering background checks through the Eightfold 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, Eightfold 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. To start a background check, you will need to locate the applicant’s profile. 
2. Once on the applicant’s profile, click on the “Advance Stage” dropdown and select “Reference Check”.
3. A window titled “Confirm ATS Action” will appear. Here you will select the background check node (if applicable) + package you wish to order for the applicant.
4. Once selected, click "Confirm".
5. The background check invitation has been sent.

Review background checks

1. To review a background check, you will need to locate the applicant’s profile.
2. Once on the applicant, select “Assessments”.
3. Here you will be able to see the details related to the background check.
   • After an invite is created, a field for “Invitation Sent” will appear. Additionally, you will see “Invitation Completion By”, letting you know the ETA for report completion.
   • After a report is created, the background check status is shown.
   • After the report is completed, a new field called "view report" will appear. This is a report URL to Checkr where you may view the full background check report.

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

Resubmit a background check

Eightfold 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.