Reports

Reports are central to the Checkr user experience. Use the Reports page to:

• Review individual reports
  • Review status
  • Review exceptions
• Engage your candidate
• Begin 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 a PDF
  • Review actions taken during report 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 they include. 

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

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

Reports have the sections below:

• Candidate information: Find basic information about the candidate.
• Report information: Find information about the report that was run, including the initial and subsequent ETAs as well as an option to add a tag to the report or download a PDF copy. If the candidate used the Checkr-hosted flow, you can also download a PDF copy of the authorization and disclosure forms.
• Actions: Find completed actions in this candidate’s adverse action process, if any, and take one of the three available next steps with the candidate:
  • Engage the candidate.
  • Begin the pre-adverse action process.
  • Cancel adverse action if the post-adverse action email hasn't been sent yet.
• Exceptions: Find items that might make it difficult to match records to a particular candidate’s personally identifiable information.
• Screenings and statuses: Find all screenings processed for a given report with color-coded formatting indicating individual screening results. Click the status icon to open a window with supporting detail for a screening’s result.

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 and will likely complete in 2-3 days. Manual County Criminal Records Checks can take significantly longer to complete. For more information, refer to "Why is the background check taking longer than expected?"
• Complete: The report finished processing and is ready for you to review.
• Clear: The report is complete and either has no adverse information from a screening or includes information that your motor vehicle record (MVR) rules or Positive Adjudication Matrix settings filtered out.
• Consider: The complete report has information for you to consider. This information might include criminal records, MVR violations that don't meet your MVR rules, employment or education verifications that weren't an exact match, or other records for your adjudicators to review.
• Dispute: The candidate contacted Checkr to dispute information in the complete report. Adjudication can't continue while a report has the Dispute status. If you started an adverse adjudication before the dispute, you must restart it if the candidate still doesn't qualify after the reinvestigation. You receive an email when a reinvestigation concludes, which can take up to 30 days.
• Suspended: The report stopped processing because of missing information or incomplete searches, and 7 days have passed since Checkr requested additional information and received no response from the candidate. After the candidate submits the information, the report continues processing and shows the Pending status. For more information about why reports suspend, refer to Exceptions: Missing information from candidates.
  

  Note

  Some incomplete reports show a Consider status if they contain information that merits the Consider status. For example, if the MVR has the Suspended status but the county check has Consider, the overall report status is Consider.

• Canceled: After some time, the report automatically changes to Complete status and screenings cancel. If you want the report to complete in its current state, you can use the Complete Now feature.

The Invitation information section lists the report status for candidates who haven't yet responded to the invitation to run a background check:

• Invitation sent: The invitation link was sent in the past 7 days, but the candidate hasn't yet responded. During this time, you can cancel the Invitation by clicking Cancel Invitation on the candidate's page.
• Expired:The candidate received the invitation link more than 7 days ago and hasn't responded.

Exceptions

Exceptions occur when candidate-submitted information can't be verified. This information might include their name, birth date, Social Security number, driver license number, or any other candidate-submitted information. 

When an exception occurs, Checkr automatically emails the candidate a link for securely submitting documents. To resolve exceptions, Checkr asks candidates to submit the required documents within 7 days. If the candidate submits the required documents within 30 days of receiving the request, the suspended report can update and process. After some time, the report automatically changes to the Complete status and screenings cancel. If you want the report to complete in its current state, you can use the Complete Now feature.

The report includes details about the exception in an Exceptions section, which shows the information below:

• What information was requested
• A statement confirming that a request was sent to the candidate
• A link to submit the required documents
• The request date
• The date that the report will suspend with no response from the candidate

Checkr reviews submitted documents within 24 hours. After all exceptions are resolved, the report continues processing. The Exceptions section shows this status update with a green check and the exception alert dim. If a document is rejected, this section shows the reason.

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

If a candidate doesn't receive the Checkr automated email to correct the exception, you can help in one of the ways below:

• You can upload documents on the candidate's behalf.
• You can retrieve the link from the candidate's report and send it to them.
• You can refer the candidate to the Candidate Portal to submit their information.

Engage a candidate

After you review the report and decide to continue with the hiring process, click Engage in the report's Actions section. The Engage feature allows you to capture important screening metrics, such as the ones below:

• How many reports resulted in a hire
• How many reports resulted in an adverse action process and are pending review
• Historic adjudication decisions

The Engage feature is used for reporting purposes only. The candidate doesn't receive a notification, and the report doesn't change.

Adverse action

When a report contains information that might conflict with your company’s hiring practices, click Pre-adverse action in the Actions section to begin the adverse action process. The process will follow Checkr’s best practices, as customized by your account settings.

Begin adverse action

To begin a pre-adverse action, use the steps below:

1. In the report's Actions section, click Pre-adverse action.
2. Select the charges that prevent you from moving forward with the candidate. Select all that apply. You must select at least one.
3. Confirm the number of days after which the post-adverse action notification will be sent, and click Preview email to review the pre-adverse action email that will be sent.
4. Click Send pre-adverse action notice. 
5. In the confirmation window, click OK to send the notice, and then click Done to confirm.

The default Checkr adverse action process includes the steps below:

1. Checkr sends the pre-adverse action email to the candidate.
2. The waiting period begins and lasts 7 days by default.
3. If the waiting period ends with no response from the candidate, Checkr sends the post-adverse action notification to the candidate.

For more information, refer to Individualized assessment: How to make hiring decisions when reviewing adverse information in the Checkr Help Center.

Cancel adverse action

The adverse action process can be canceled in one of two ways:

• The candidate can respond with a dispute, which changes the report status to Dispute and cancels the adverse action process.
• If the candidate provides compelling information to you, the employer, you can stop the adverse action process by clicking Cancel adverse action.

If a candidate provides compelling evidence that makes you reevaluate the information from the report, click Cancel adverse action to end the process. The Cancel button appear in the Actions section where the Engage and Pre-adverse action buttons were before you began the adverse action.

Canceling the adverse action cancels the post-adverse action email and allows you to engage the candidate.

For more information, refer to 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.

You can order a new report for an existing candidate. Click Order new report at the top right of the report. You can then select a package for the new report and request a new report for this candidate. 

New reports use only the candidate information entered for the original report and can't include packages that require additional information. For example, if the first report didn't require the candidate’s driver license information, you can't select an MVR package for the new report.

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 use subscriptions, you must first obtain evergreen consent from the candidate. This one-time consent informs the candidate that you'll run ongoing background checks. Many companies include this information in their initial authorization form, but others use a new disclosure each time. Check with your counsel for state-by-state guidance.

After you obtain evergreen consent, click Subscriptions below Candidate information and define the subscription:

1. Select the checkbox to certify that you have received evergreen consent from the candidate, and then click Add subscription.
2. Use the menu to select a package.
3. Enter the monthly interval when the subscription will run. To run a package annually, enter 12.
4. Enter a date for the subscription's first occurrence.

The Next occurrence field automatically populates based on the monthly interval you specified. Check your work, and click Save. To add more subscriptions, click Add more subscriptions and complete the information for each new row.

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

After you enable subscriptions, you can track candidates with active subscriptions from the candidate's page in the dashboard. From the Search section, click to show the advanced filters and select Monitor type: Subscription.

Enroll a worker in Checkr Continuous

Checkr Continuous runs a monthly criminal or MVR check for pointers to new records that might 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: Monitor criminal records for changes in a worker's record. For more information, refer to Continuous check: The new standard of safety.
• Continuous MVR: Monitor MVRs for changes in a worker's record. For more information, refer to Continuous MVR: The new standard in driver safety.

After you engage a candidate and obtain evergreen consent from them, use the Checkr Dashboard to enroll them in Checkr Continuous.

Enroll a candidate using the steps below:

1. From the Candidates page, select the candidate to enroll. Note that the candidate must have completed a criminal or MVR screening before you can enroll them in Checkr Continuous.
2. From the candidate's page, enable Continuous Crim or Continuous MVR, as appropriate.
3. Select the checkbox to certify that you obtained evergreen consent, and click Enable.

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's your responsibility to manually unenroll them from Continuous Check.

To unenroll a candidate, use the steps below:

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

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 in the Checkr Dashboard. After you add tags to a report, a Tag filter appears 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, and select the appropriate file from the menu:

• The report order summary provides a summary of the report, including the candidate-submitted PII, the packages and screenings that the order includes, the screening status, and custom report settings. The order summary doesn't include records returned for the report or other generated report information.
• The report PDF provides a shareable copy of the completed report. You can send this PDF to the candidate or to others in your company.

Review history

The Reports page provides a history of actions taken during the generation of a report, from initiation through engaging the candidate or using the adverse action process.

Click Show report log at the top of the report to open a list of these actions and the time and date that they occurred. 

Delete candidate data

When a candidate asks you to, you can use both the Checkr Dashboard and the Checkr API to request that Checkr delete candidate data. 

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

After deletion, the candidate can no longer 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 the Checkr database, use the steps below:

1. Open the candidate's report.
2. In the candidate information, click Delete candidate data. Confirm that you received and verified the candidate’s request to delete their data.
3. To confirm the request, click Delete candidate data.