Background Checks by ClearCompany - User Guide (C)

ClearCompany's full-service background check offering enables organizations to create a more affordable, streamlined, and automated screening process. Follow this guide to learn how to start and manage your background checks through this service.

In this article:
Provisioning Background Checks
Initiate a Check for a Candidate
View Completed Results
FAQs
Additional Resources

Provisioning Background Checks

Please Note:

You must have the User Admin and Recruiter permission in order to provision Background Checks to your organization

Adding Background Checks by ClearCompany

1. Click Tools then Setup.
2. Click Background Checks by ClearCompany.
3. From the setup page you will have to fill out the following information:
   1. Primary Contact: First and Last Name of the primary contact for Background Checks by ClearCompany.
   2. Billing Contact: Contact if not the same as the primary contact.
   3. Company Information: Physical Address of your company. We currently only support the United States & Canada.
   4. Billing Address: Billing Address.
   5. Will you be interested in any additional services?: You can select if you would like Drug Screens, Credit Checks, or Other. (This information will be sent to our Background Checks team and they will follow up.)
   6. Email Notifications: You can select who will receive an email notification when a background check is completed or when an adverse action occurs. The options are; Requester, Hiring Manager, Recruiter, or Other. If "Other" is selected you will be prompted to enter the name or email(s).
   7. Privacy Policy: This is an agreement regarding personal identifying information.
4. Click Save when you are done.
5. Once the setup is complete, you can provide the Background Check permission to the users who require access to the Background Checks Dashboard. See the instructions below.

Adding Background Check Permission to Users

For a user in the system to run background checks and access the BackgroundChecks by ClearCompany application, they will need the proper permissions.

Permissions

1. Click Tools from the top menu bar, then Click Setup.
2. Next, click Users.
3. Click your User Name.
4. Click Edit User.
5. Under Permissions, verify that the IT Admin and the Background Check permissions are enabled.
6. Click the Update User Details.

Background Checks Dashboard

Users with the Background Checks Permission will have a new option available to them:

1. Click Tools, then click Background Checks, this will redirect to the dashboard. For more information of what can be accomplished from this dashboard, check out this article.
2. Users will also be able to navigate to the candidate profile and view the results of the background check.

Initiate a Check for a Candidate

Users with the Background Check permission can start a background check for a candidate directly from the candidate's profile with a few simple clicks.

Initiate a Background Check

1. On the candidate profile, open the Actions menu and select Backgrounds by ClearCompany.

   
   

   • Alternatively, locate the Background Checks by ClearCompany section and click Explore Options.

2. Review and click Select to choose which package should be ordered for the candidate. 

   
   
   • The total number of applicable fees vary by county, state, and authority. You will be able to view the itemized fee list once the report is complete. Review the FAQs to view the estimated fees per package. (see below)
   • 
3. Click Start Background Check to process the order.

  Did you know? Initiating a background check can be automated during the offer letter extension process. Review this article to learn more.

View Completed Results

Once a candidate's background check is complete, the order status on the candidate profile will update to Complete. Click View Full Report to open the detailed results of the background check. The View Full Report button will show up for an order on the candidate profile once it is first available, regardless of status (i.e. it is possible for the user to be able to view the report while the order is still pending.)

Statuses Available

Below are the statuses that users will encounter from the candidate profile.

Available Statuses

Status	Description
Cancelled	Search(es) or report has been canceled.
Pending	A newly received order with no actions taken/ or newly added searches.
Complete	The search or all the searches have been completed.

Important Information

1. If you have not provisioned Background Checks by ClearCompany, the first user (with the proper permissions), to start a background check for a candidate will be prompted to complete the setup.
2. If a candidate is missing an email you will not be able to start a background check and you will receive an error message alerting you to correct the email field.
3. The first status you will see is "Pending" and you are also able to see which package was selected.

Frequently Asked Questions

How much are the applicable fees?

The total number of applicable fees vary by county, state, and authority. The estimated fees per package are listed below.

• Standard: On average, 10% of counties will charge a fee for a criminal background check. These fees can range from $1-$95.
• Driver: Always has a State fee that ranges from $2-$28.
• Executive: Fees may vary depending on where the records are stored. These fees can range from $2-$70

Can I cancel an order?

For a background check to be canceled, the check must still be in the Applicant Pending stage. 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.
A check can be canceled at this point from the Background Check Dashboard by completing the following steps.

1. Navigate to the Order menu and select Applicant Pending.

   

2. Check the box to the left of the candidate whose order you wish to cancel. Then, click the Cancel button above the list.

   

     After a background check has moved past the pending invite stage and the order has been placed, it can no longer be canceled.

Can I view all of my pending orders in one place?

To view orders that are pending the applicant's response to the invite, navigate to the Background Check Dashboard and select the Applicant Pending page under the Order tab.

To view orders that are pending results, navigate to the Pending Reports page under the Reports tab.

How do I resend the authorization email to the candidate?

1. Navigate to the Background Check Dashboard, click the Order menu and select Applicant Pending.

2. Find the candidate who needs to have the authorization email resent and check the box in the left column next to their name.

   

3. Then, click the button at the top of the list that says "Resend Invitation."

How long will it take to receive results?

The total turnaround time of a background check is primarily dependent on the package you ordered. The average time to receive results based on our standard packages can be found here.

Additional Resources

Background Checks By ClearCompany F.A.Q.