Note: This is the Erecruit/Checkr Integration Guide for admins configuring their Checkr integration. If needing the user guide for recruiters ordering background checks for candidates see Erecruit / Checkr Integration Guide (for Recruiters)
Welcome to Checkr!
Once you have successfully signed up and on-boarded with Checkr, the integration process can begin! This guide describes the requirements and steps necessary to get your Erecruit instance up and running using Checkr.
If you have any questions not covered in this guide that are specific to Erecruit, please email Erecruit for additional assistance. If you have questions that are Checkr-related, please contact your Customer Success Manager or contact Checkr Customer Success.
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- Provision Checkr as an Integration Partner
- Confirm Recruiter users’ permissions
- Configure Requirement Integration Packages
- Configure Requirement Statuses
- Configure Requirement Definition
- Configure Workflows
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This guide describes how to configure and set up the Checkr integration in the Erecruit platform. Once the integration is configured, your end users will be able to request and view Checkr background checks from within the Erecruit interface.
Provision Checkr as an Integration Partner
Before using Checkr from within Erecruit, Erecruit must first configure Checkr as an Integration Partner and background check provider in your Erecruit instance.
File a support ticket with Erecruit and request that they
- Add Checkr as a Registered External Application in your Erecruit instance, and
- Add Checkr as both an Integration Partner and Provider.
Once this is complete, Erecruit will return you a client ID, a client secret, and an IntegrationPartnerID. Provide these values securely to your Checkr Customer Success (Checkr CS) representative, who will configure your integration.
Your Erecruit Integrations Solution Manager will also create a “Checkr API” Recruiter API user, which will have API permissions to perform actions related to Checkr background checks.
If you plan to run Checkr Background Checks in multiple Erecruit “Entities”, your Erecruit Integrations Solution Manager must also repeat these steps for each additional Entity.
Confirm Recruiter users’ permissions
Log into your Erecruit instance as an Admin, and ensure the Checkr API user has the permissions needed to make appropriate changes in your Erecruit instance, and that you have a Recruiter user set up to test the integration.
Add permissions to the Checkr API user
- Go to Tools > Control Panel > Control Panel Modules > Department Roles, and confirm there is a Department Role named “API”. If not, add one.
- Go to Control Panel Modules > Recruiters, and select the “Checkr API” user. On the right-hand side panel, click Manage Department Roles. Then click the Edit icon, and add “API” to the Role(s) field. Click Save.
- In the top navigation, click the Permissions tab. From the Add Permission Template pulldown select Erecruit All Config. Confirm Confirm Requirements, Edit Requirement Score, View Social Security Number, and Edit Social Security Number are listed as Checkr API’s Permissions. If they aren’t, use the Add Permission pulldown to add them.
Add permissions to the Recruiter user
- Go to Tools > Control Panel > Control Panel Modules > Recruiters, and click the name of the account you are logged into (the Recruiter UI user listed in the top right corner of the page).
- On the right-hand side panel, click Manage Department Roles. Click the Edit icon, and add “Recruiter” to the Role(s) field. Click Save.
- In the top navigation, click the Permissions tab. From the Add Permission Template pulldown select Default Recruiter Template. Confirm Initiate Requirement Package/Service, View Social Security Number, and Edit Social Security Number are listed for Checkr API’s Permissions. If they aren’t, add them.
Configure Requirement Integration Packages
Set up the Checkr Background Check Packages to use in your Erecruit integration. (“Requirements” are the touchpoints for third-party integrations within Erecruit.) Go to Tools > Control Panel > Control Panel Modules > Requirement Integration Packages, to set up your Integration Packages.
Work with your Checkr CS representative to retrieve your Package Names and External IDs.
For each Package you wish to configure, select Add Package from the Requirement Integration Packages page, enter the following information, then click Add to save changes:
- Provider: Checkr
- Package Name: The name of your Checkr Package, provided by Checkr CS (for example: “Tasker Standard” or “Driver Pro”)
- External ID: The slug of your Checkr Package, provided by Checkr CS (for example: “tasker_standard” or “driver_pro”)
- Enabled: Enabled
Repeat for each Checkr Package you wish to enable.
Configure Requirement Statuses
As a Background Check is being processed, it returns a series of statuses.
Go to Tools > Control Panel > Control Panel Modules > Requirement Statuses, and set up your statuses according to the following table.
All new statuses should have Permission From and Permission To set to Override Integration Requirement Statuses.
| Name | Icon | Integration Status | |
|---|---|---|---|
| Processing |  |
processing | Processing |
| Initiated |  |
initiated | Initiated |
| Invitation Sent |  |
N/A | |
| Invitation Expired |  |
error | N/A |
| In Progress |  |
inprogress | In Progress |
| Consider | |
inprogress | Review |
| Dispute In Progress | |
inprogress | N/A |
| Clear |  |
accept | Pass |
| Adverse Action |  |
exclamation | Fail |
| Error |
|
error |
Error |
| Suspended | |
error | N/A |
Configure Requirement Definition
Checkr Background Check Requirements use Erecruit’s “Requirement Definition” as a template. Configure your Requirement Definition using the following steps, which create a flexible template for your Recruiting processes.
- Go to Tools > Control Panel > Control Panel Modules > Requirement Definitions, and select Add Requirement.
- Enter the following information:
- Name: Checkr Background Check
- Type: Background Check
- Target Record Type: Match
- Select Add default scenarios for this target
- Entities: Select the default entity to make this Requirement available to.
Click Save to add your Requirement to the list, then click Edit from the listed Requirement.
- From the External Settings tab, add “Checkr” in both the Partners and Providers fields. Leave the Packages field blank, and click Save.
- From the Requirement Definitions list, scroll to Checkr Background Check and expand the field using the “+” icon on the left.
Under Scenarios, ensure the following Copy Scenarios are listed. If they aren’t, use the “+” icon to add them.
- Add to New Companies
- Copy From Company To Position
- Copy From Position To Match
- Copy From Position To Candidate
Add all Requirement statuses listed in the table above in the Statuses pane (Processing, Initiated, Invitation Sent, and etc.).
- Set “Unconfirmed” as the Default status.
Configure Workflows
Add Owner when Requirement is created
In order for Checkr to automatically initiate Background Check Requirements, there must be a value in the “Owner” field. Checkr recommends that this be set as the Recruiter who is the “Position Owner”.
- Go to Tools > Control Panel > Control Panel Modules > Workflows 2.0, and select Create Workflow from the right hand pane.
- Enter the following information:
- Display name: Checkr - Requirement created, set Owner
- Event Trigger: ObjectRequirement created
- Conditions:
- ObjectRequirement
- Requirement
- Is one of…
- Checkr Background Check
- Add action: Set Object Requirement Owner
- ObjectRequirement: ObjectRequirement
- NewOwner:
- Select event property: ObjectRequirement
- TargetRecord
- As Match
- Position
- Owner
- Recruiter
- AsPrimaryOwner: Ensure checkbox is checked
- Save the workflow.
- Locate your new workflow in the Workflow list, then click the first icon (Click to enable) in the Commands column to enable it.
Use Checkr’s Hosted Apply Flow to collect candidate PII and consent
If you choose to use Checkr’s Hosted Apply Flow to collect Candidate PII and consent for background checks, you can choose to configure Erecruit to initiate the Checkr background check automatically based on a “Match status”.
Work with your Erecruit Integrations Solution Manager to determine the Trigger and Event that makes the most sense for your Recruiting workflow. We recommend using MatchStatus = “Offer Made”.
- From the Manage Workflows page, click Create Workflow in the right hand pane.
- Enter the following information:
- Display name: Checkr - Initiate Requirement when [enter your trigger here]
- Event Trigger: Match’s property changed
- Select one or more properties: MatchStatus
- Conditions:
- NewValue
- Is one of…
- Offer Made
- Add action: Initiate Match Object Requirements
- Match:
- ObjectRequirement
- TargetRecord
- As Match
- Requirement: Checkr Background Check
- Match:
- Save the workflow.
- Locate your new workflow in the Workflow list, then click the first icon (Click to enable) in the Commands column to enable it.
Use Estaff365 Onboarding to collect candidate PII and consent
If you choose to use the Estaff365 onboarding product to collect candidate PII and consent for background checks, you must initiate the Checkr Background Check after the candidate completes onboarding in Estaff365.
Note: Your Erecruit Integrations Solution Manager must create a separate workflow that syncs data from Estaff365 to Erecruit before this workflow will complete successfully. Work with your Specialist to determine the Trigger and Event that makes the most sense for your Recruiting workflow. We recommend using General Match Onboarding Documents = “Confirmed”.
- From the Manage Workflows page, click Create Workflow in the right hand pane.
- Enter the following information:
- Display name: Checkr - Initiate Requirement when [enter your trigger here]
- Event Trigger: ObjectRequirement’s property changed
- Select one or more properties: Status
- Conditions:
- NewValue
- Is one of…
- Confirmed
- Click Add Another Condition:
- ObjectRequirement
- Requirement
- Is one of…
- General Match Onboarding Documents
- Add action: Initiate Match Object Requirements
- Match:
- ObjectRequirement
- TargetRecord
- As Match
- Requirement: Checkr Background Check
- Match:
Save the workflow.
Locate your new workflow in the Workflow list, then click the first icon (Click to enable) in the Commands column to enable it.
Use Estaff365 with MVR Checks
If you use the Estaff365 onboarding product to collect Candidate PII and consent for background checks with MVR screenings, you must create Custom Fields to store your candidates’ drivers license information.
- To add a new custom field for driver’s license number, go to Tools > Control Panel > Control Panel Modules > Custom Fields and enter the following values:
- New Custom Field: Driver’s License #
- Type: Candidate
- Data Type: String
- Required: False
- Searchable: True
- Search Type: Like
- Visible To: Recruiter
- Sort Order: 1
- Location: Description
- Click Add Field to add the Driver’s License # field, then enter the following values to create a new custom field for driver’s license state:
- New Custom Field: Driver’s License State
- Type: Candidate
- Data Type: String
- Required: False
- Searchable: True
- Search Type: Like
- Visible To: Recruiter
- Sort Order: 1
- Location: Description
- Click Add Field to add the Driver’s License State field.
Your integration is now complete and ready to use!
See our Erecruit User Guide to learn how to order your first background check using Checkr.