Reports

Reports are the heart of the Checkr user experience. Use the Reports page to:

• Review individual reports
  • Review status
  • Review exceptions
• Engage your candidate
• Initiate Adverse Action
• Cancel Adverse Action
• Order a second Report for your candidate
• Enable Subscriptions for the candidate
• Enroll a worker in Checkr Continuous
• Manage Reports
  • Add tags to a report
  • Download PDFs for the order summary or the completed report 
  • Review actions taken during the course of the report’s generation
• Delete candidate data

Review Reports

Checkr generates legally compliant background Reports that include records returned for your selected Screenings. Reports follow a simple, linear, color-coded format to enable your adjudication team to quickly and easily review the information included within them. 

Use the Candidates page to search for and view candidate Reports. Click anywhere in a candidate row to open the Report and review the personally identifiable information (PII) entered, any exceptions presented to the candidate, and the status and findings of the report.

To view a report, click Go to report for the selected candidate.

Reports are divided into the following sections:

• Candidate information: Basic information about the candidate.
• Report information: Information about the Report that was run, including the initial and any subsequent ETAs, as well as an option to add a tag to the Report or download a PDF copy. If the candidate went through the Checkr hosted flow, a copy of the authorization and disclosure forms may also be selected from the Download PDF button.
• Actions: Lists completed actions in this candidate’s Adverse Action process, if any, and provides buttons to allow you to Engage the candidate, begin the Pre-Adverse Action process, or Cancel Adverse Action (if the Post Adverse Action email has not yet been sent).
• Exceptions, Aliases, and Addresses: Additional details about the Report, including exceptions that prevent the candidate from being verified.
• Screenings and Statuses: Lists all screenings that have been processed for a given Report and uses color-coded formatting to indicate individual screening results. Click the status icon to open a window with supporting detail for a screening’s results.

Status

Reports list the status of each Package individually and include a summary status, both at the top of the page and in the Report Summary section.

• Pending: The Report is processing. The length of time to finalize is dependent on the Screenings run but is usually within 2-3 days. Manual County Criminal Records Checks may take significantly longer to complete. For more information, see "Why is the background check taking longer than expected?"
• Complete: The report is complete and ready for your review.
• Clear: The Report is complete and either does not contain adverse information on any of the screenings or includes information that was filtered out by your MVR rules or Positive Adjudication Matrix settings.
• Consider: The Report is complete and contains some information to evaluate. This information may include criminal records, Motor Vehicle Reports violations that do not meet your Motor Vehicle Report criteria, Employment and/or Education verifications that were not an exact match, or other records for your adjudicators to review.
• Dispute: The Report is complete, and the candidate has contacted Checkr to contest its accuracy. Adjudication cannot proceed while a Report status is in Dispute, and Adverse adjudications made prior to the dispute must be reinitiated if the candidate still does not qualify upon the conclusion of the Dispute. You will be notified by email when a reinvestigation concludes, which may take a maximum of 30 days.
• Suspended: The Report is incomplete or information in the Report cannot be verified, and 7 days have passed since Checkr requested additional information and received no response from the candidate. Once the requested information is provided, the Report is reinitiated and its status updated to Pending. For more information on why Reports may be suspended, see Exceptions: Missing information from candidates.
  Note: Some incomplete Reports will be listed as Consider if they contain information within them that merits the Consider status. For example, if the MVR is Suspended but the county check is Consider, the overall Report status will be Consider.

The Invitation information section lists the Report status for candidates who have not yet responded to the invitation to run a background check:

• Invitation sent: The invitation link has been sent within the past 7 days, but the candidate has not yet responded. (During this time, the Invitation may be cancelled by clicking Cancel Invitation in the Candidate Details page.)
• Expired: The invitation link was sent more than 7 days ago, and the candidate did not respond.

Exceptions

Exceptions occur when information submitted by a candidate cannot be verified. This information may include their name, date of birth, Social Security Number, driver license number, or any other candidate-submitted information. 

When an exception occurs, Checkr automatically sends the candidate an email notification that includes an upload link for providing documents securely. To resolve exceptions, candidates are asked to upload the required documents within seven days. If they do not, the Report will be Suspended and will not move forward until additional action is taken.

Details about the exception are included in the Report in an Exceptions section, which shows what information was requested, a statement confirming a request was sent to the candidate, a link to upload the required documents, the date of the request, and the date when the Report will be suspended if the candidate does not respond.

Checkr will review uploaded documents within 24 hours. Once all exceptions are resolved, the Report will restart processing. This is indicated in the Exceptions section by a green check and the exception alert being greyed out. If a document is rejected, the reason will be displayed.

For more information, see Exceptions: Addressing data discrepancies in reports in the Checkr Help Center.

If a candidate does not receive the Checkr automated email to correct the exception, you may upload documents on their behalf, retrieve the link from their Report and send it to them, or refer them to the Candidate Portal to submit their information.

Engage a Candidate

Once you’ve reviewed the Report and decided to continue with the hiring process, click Engage in the Actions section of the Report. The Engage feature allows you to capture important Screening metrics, like the number of Reports generated that resulted in a hire, those that resulted in an Adverse Action process and are pending review, and historic adjudication decisions.

The Engage feature is used for reporting purposes only. No notification is sent to the candidate, and no information included in the Report is changed.

Adverse Action

When a Report contains information that may be contrary to your company’s hiring practices, click Pre-Adverse Action in the Actions section to initiate the Adverse Action process. The process will follow Checkr’s best practices, as customized by your Account Settings.

Note: Both the Adverse Action email and support email or phone number must be configured for your Account before initiating any Adverse Actions. For more information, see Define email addresses for notifications in the Settings > Account Settings documentation.

Initiate Adverse Action

To initiate a Pre-Adverse Action:

• In the Report under Actions, click Pre-Adverse Action.
• Select the charges that prevent you from moving forward with the candidate. Select all that apply. At least one must be selected.
• Confirm the number of days after which the Post-Adverse Action notification will be sent, and click Preview email.
• Review the Pre-Adverse Action email that will be sent, and click Send Pre-Adverse Action notice.
• A window will open, asking for confirmation of the action. Click OK to send the notice, and then click Done on the confirmation pane that opens.

The default Checkr Adverse Action process includes the following steps:

• Pre-Adverse Action email is sent to the candidate.
• Waiting period begins (7 days by default).
• Waiting period completes without a response from the candidate, and Post-Adverse Action notification is sent to the candidate.

Note: When Checkr detects that a candidate lives (current zip) or works (assigned Geo) in Los Angeles City or New York City, we automatically provide customers with our individualized assessment Adverse Action flow. We do this to help you meet your Adverse Action responsibilities in those cities where "showing your work" is required. The tool allows you to: (1) show your work in a free form text field (alters the copy of the pre/post notices); (2) upload the city-issued assessment forms for LAC/NYC (we link to them); or (3) skip the individualized flow altogether. We currently allow the skip functionality because this "show your work" requirement has some exceptions written into the law (for example: the number of employees).

For more information, see Individualized Assessment: how to make hiring decisions when reviewing adverse information in the Checkr Help Center.

Cancel Adverse Action

The Adverse Action process may be cancelled in one of two ways:

• The candidate may respond with a dispute. This will change the status of the Report to  Disputed, and cancel the Adverse Action process.
• If the candidate provides compelling information to you, the employer, the Adverse Action process may be halted by clicking Cancel Adverse Action.

If a candidate provides compelling evidence that makes you reevaluate the information returned in the Report, click Cancel Adverse Action to end the process. The Cancel button will appear in the Actions pane where the Engage and Pre-Adverse Action buttons were located before the Adverse Action was initiated.

Cancelling the Adverse Action will cancel the Post Adverse Action email and allow you to Engage the candidate.

For more information, see The Adverse Action process: deciding not to move forward with a candidate in the Checkr Help Center.

Order a second Report

Checkr allows you to order a new Report for an existing candidate.

Click Order new report at the top right of the Report to order a new Report for an existing candidate. A pane will open allowing you to select a Package for the new report, then click to Request new report for this candidate. 

New Reports will be generated using only the candidate information entered for the original Report and cannot include packages that require additional information. For example, if the first Report did not require the candidate’s driver license information, you may not select a Motor Vehicle Report package for the new Report.

Note: To protect against accidental Report duplication, and the resultant charge incurred, Checkr does not allow more than three Reports to be requested for a single candidate within a 24-hour period. For more information, see Can I request multiple reports for a candidate? in the Checkr Help Center.

To run the same Report for a candidate at set intervals, use Checkr Subscriptions.

Add a Subscription

Subscriptions allow you to run recurring Reports on a candidate.

To run Subscriptions, you must first obtain evergreen consent from the candidate. This is a one-time consent informing the candidate that you will run background checks on an ongoing basis. Many companies include this in their initial authorization form, but others use a new disclosure each time. Check with your counsel for state-by-state guidance.

Once evergreen consent has been obtained, click Subscriptions under Candidate information and define the Subscription.

• Select the checkbox to certify that you have received evergreen consent from the candidate and then click Add Subscription.
• Use the pulldown menu to select a Package
• Enter the Monthly interval at which the Subscription will be run. To run a Package annually, enter 12.
• Enter a date for the First occurrence of the Subscription

The Next occurrence field will automatically populate based on the Monthly interval entered. Check your work, and click Save. To add additional Subscriptions, click Add More Subscriptions and complete the information for each new row.

Subscriptions are run as batch jobs every 24 hours. Your Subscriptions are guaranteed to be run within 24 hours of your selected run date.

Once Subscriptions are enabled, track candidates with active subscriptions from the candidates page in the Dashboard. From the Search section, click on show advanced filters and select Monitor Type: Subscription.

Note: From the Dashboard, Subscriptions must be managed individually. You cannot mass subscribe or unsubscribe candidates from a given subscription using the Dashboard. However, you can do this using the Checkr API.

Enroll a worker in Checkr Continuous

Checkr Continuous runs a monthly criminal or MVR check for pointers to new records, which may result in a Report. Unlike a Subscription, which generates a full Report at a defined cadence, Checkr Continuous generates a full Report only if new reportable information is found.

Checkr offers two types of Continuous Checks:

• Continuous Criminal: monitors criminal records for any change in a worker's record. For more information, see see Continuous Check: The new standard of safety.
• Continuous MVR: monitors MVRs for any change in a worker's record. For more information, see Continuous MVR: The new standard in driver safety.

After you have engaged a candidate and obtained evergreen consent from them, use the Checkr Dashboard to enroll them in Checkr Continuous.

Note: If you are new to Checkr Continuous, work with your Checkr Customer Success Manager to enroll multiple candidates simultaneously.

From the Candidates page, select the candidate you wish to enroll. Note: Candidates must have completed a Criminal or MVR check before they may be enrolled in Checkr Continuous.

• From their page, select the toggle for Continous Crim, or Continuous MVR, as appropriate.
• Click the checkbox to certify that evergreen consent has been obtained, and click Enable.

 

Note: It is your legal obligation to manage your list of candidates enrolled in Checkr Continuous. You must obtain the required consent before enrolling them, and you must remove them from the service when they begin an Adverse Action process or are removed from your platform.

Work with your legal counsel to ensure that your Continuous Check process remains compliant with all applicable laws and regulations.

Unenroll a worker from Checkr Continuous

When a candidate is no longer part of your workforce, it is your responsibility to manually unenroll them from Continuous Check.

To unenroll a candidate:

1. Log in to the Checkr Dashboard.
2. Navigate to Candidates.
3. Select the candidate with a completed report to unenroll.
4. Unenroll by toggling off "Continuous Crim" in the candidate's report.

Note: If you begin an Adverse Action process for the candidate using the Checkr dashboard, they will be automatically unenrolled.

Work with your legal counsel to establish a working protocol for managing your unenrollment process.

Manage Reports

Checkr allows you to add Tags to a Report, download a shareable PDF, and review the actions taken during Report generation.

Add Tags

Adding Tags allows you to easily search for Reports within the Checkr Dashboard. Once Tags have been added to a Report, a Tag filter will appear on the Candidates page.

Download PDFs

The Dashboard allows you to download two PDF types for each report: a report summary, and a report PDF. Click Download PDF from the Report information panel and select the appropriate file from the pulldown menu.

• The report Order summary provides a summary of the report, including the provided candidate PII, the Packages and any screenings included in the order, the screening status, and any custom settings for the report. The order summary does not include any records returned for the report, nor does it include any other generated report information.
• The report PDF provides a shareable copy of the completed report. This PDF may be sent to candidates, or shared with others within your company.

Review History

The Reports page provides a history of actions taken during the generation of a Report, from initiation, through Engaging with the Candidate, or through any steps taken during the Adverse Action process.

Click Show report log at the top of the report to open a pane listing these actions and the time and date on which they occurred. 

Delete candidate data

When requested to do so by your candidates, you may use both the Checkr Dashboard and the Checkr API to request that Checkr delete candidate data. 

When requested, Checkr will remove the candidate’s email address and phone number from our candidate records. 

After deletion, the candidate will no longer be able to access the candidate portal, and the candidate’s data will be deleted for the requesting customer account.

Use the Checkr Dashboard to delete candidate data

To delete candidate data from our database, open the candidate's report, then click Delete Candidate Data in the Candidate information pane. You will be asked to confirm that you have received and verified the candidate’s request to delete their data. Click Delete Candidate Data to confirm the request.