ClearCompany helps you manage background checks with a streamlined and automated process. This article explains how to set up background checks, manage user access, initiate checks for candidates, and review results.
In this article:
Background Check Process Overview
Logging In to Background Check
Provide Access to Background Checks
Add Background Check permission to users
Initiate a Background Check
View Completed Results
F.A.Q.
Additional Resources
Before you begin
Before starting a background check:
- Confirm the candidate has a valid email address.
- Ensure your organization has completed the background check setup.
- Verify you have the required permissions.
If the setup has not been completed, the first user with appropriate permissions will be prompted to complete onboarding when initiating a background check.
Background Check Process Overview
After you send a background check invitation, the order moves through several stages. Understanding these stages helps you track progress and know when action is required.
- Applicant Pending: The applicant has five days (customizable) to complete authorization and consent forms.
- Applicant Ready: The Background Checks team reviews the submitted forms for completeness and determines whether additional searches or drug screening are required.
- Pending: The background check is actively processing.
- Drug Screening: If required, a drug test is scheduled at a location near the applicant’s home address. An ePassport is sent by text message and email.
- Drug Test Window: Applicants typically have three days (customizable) to complete the test.
- Results Finalized: Final results are available once all searches are complete.
Note:
Background check statuses reflect processing stages. They do not determine hiring eligibility. Always review the full report before making employment decisions. For detailed explanations of report sections and findings, Background Checks by ClearCompany: How to Read a Background Check Report.
Logging In to Background Check
Most users receive access through a welcome email. If you did not receive login information, contact support for assistance.
Access methods
Background checks can be accessed in two ways:
Option 1: ClearCompany Single Sign-On (SSO)
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Go to Tools > Background Checks.
- Access reports and orders in the dashboard.
Option 2: Direct login
Some users access the external dashboard.
- Website: allclearscreening.instascreen.net
- Username: Your email address
- Always confirm before updating user accounts.
- Passwords for direct-login users are issued separately and may be reset when needed.
User Management and Compliance Rules
User records support compliance and audit requirements. Incorrect changes may result in permanent data loss.
Follow these rules when managing users:
- Never delete users. Disable accounts instead.
- Do not reset passwords for SSO users.
- If an SSO user is deleted and recreated, access will be restored, but historical data may be lost.
If you are unsure about modifying a user account, contact support before making changes.
Provide Access to Background Checks
Please Note:
To provision background checks for your organization, you must have both User Admin and Recruiter permissions.
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Click Tools, then Setup.
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Click Background Checks by ClearCompany.
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Complete the following fields:
- Primary Contact: First and Last Name of the main contact for background checks.
- Billing Contact: The billing contact, if different from the primary contact.
- Company Information: Your company’s physical address (United States and Canada only).
- Billing Address: The billing address for invoices.
- Will you be interested in any additional services?: Select optional services such as drug screening or credit checks. (This information will be sent to our Background Checks team, and they will follow up.)
- Email Notifications: Choose who receives notifications when reports are completed or adverse actions occur. The options are: Requester, Hiring Manager, Recruiter, or Other. If "Other" is selected, you will be prompted to enter the name or email(s).
- Privacy Policy: Review and accept the agreement regarding personal identifying information.
- Click Save when you are done.
- Once completed, the background check team will get notified about an account setup and you will receive the welcome email.
- Once setup is complete, you can assign background check permissions to users.
Add Background Check permission to users
To run background checks, users must have the appropriate permissions.
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Click Tools from the top menu bar, then click Setup.
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Next, click Users.
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Click Edit Group Assignments.
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Under Security Group, confirm that the Background Check permission and IT Admin (if required) are enabled.
- Click Save.
Initiate a Background Check
Users with Background Check permission can initiate a check from the candidate profile.
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On the candidate profile, open the Actions menu and select Backgrounds by ClearCompany.
- Alternatively, locate the Background Checks by ClearCompany section and select Explore Options.
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Select the appropriate screening package, and select Start Background Check.
Tip: You can automate background check initiation during the offer letter process. Refer to Automate Background Check initiation through Offer Letters to learn more.
Resend a Background Check
If a link expires:
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In the ClearCompany Dashboard, click Tools > Background Checks.
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Click Order > Applicant Pending.
- Select the applicant.
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Select Reset Expiration.
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Select Resend Invite.
- The invitation link remains active for 24 hours. Consider saving a PDF copy for your records.
View Completed Results
When a background check is complete, the order status on the candidate profile updates. To review results:
- Open the candidate profile.
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Select View Full Report.
- The View full report button appears as soon as the report is available, even if processing is still underway.
Statuses Definitions
Below are common statuses you may see on the candidate profile.
- Cancelled
The search or report was canceled.
- Pending
The order was received and is awaiting processing or includes newly added searches.
- Complete
All searches have been completed.
- Complete-Clear
The report is complete, and no issues were found.
- Complete-Needs Review
The report is complete and contains items that require review.
For detailed status interpretation, see Background Checks by ClearCompany: Reporting Overview.
F.A.Q.
An order can be canceled only while it is in Applicant pending status. During this stage, an email invitation has been sent to the candidate, but they have not yet completed the forms or given consent for the background check.
To cancel:
- Go to the Background Checks dashboard.
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Navigate to the Order menu and select Applicant Pending.
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Select the candidate, then select Cancel.
- Once an order moves past the invitation stage and processing begins, it cannot be canceled. If authorization is declined, a new order must be created.
Yes, to view orders awaiting applicant action
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To view orders awaiting application action, open Order > Applicant pending.
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To view orders awaiting results, open Reports > Pending reports.
References are contacted through automated email and daily phone outreach.
- Emails are sent every 24 hours. If a reference does not see the email, ask them to check their spam folder.
- A reference is considered complete only when all questions are answered. If a reference declines to respond, the reference process remains incomplete.
Additional Resources
Background Checks By ClearCompany F.A.Q.
Background Checks by ClearCompany: Reporting Overview
Background Checks by ClearCompany: How to Read a Background Check Report
For additional assistance, contact the Background Checks team.
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