This article explains the candidate experience for completing a background check. It provides clear, step-by-step guidance so candidates know what to expect, what information to provide, and what happens after submission.
In this article:
Background Checks Candidate Experience Summary
Applicant Portal
Example Background Check Reports
F.A.Q.
Candidate Experience Summary
Candidates can complete the background check authorization on a desktop or mobile device. Once a background check has been initiated, candidates receive an invitation and are guided through a series of consent forms and information-collection steps. The experience is streamlined, secure, and compliant with all applicable federal, state, and local requirements.
To ensure accurate searches
- Legal name: Forms must be completed with the candidate’s legal name as it appears on government ID.
- Other/preferred names: Enter preferred or other names under “Former name(s).” If needed, contact support with the correct legal name and we can update the form before submission.
- Identity verification on letters/portal: Candidates may be asked to verify with the last 4 of SSN and the ZIP code on file.
Tip: Click on the images below to expand the view and zoom in.
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Background Check is Initiated- Invite Email is Received
When a background check is initiated, the candidate will receive an invite to complete the background check via email and text message. The email subject line will display your Company Name. -
Click here to begin
When they open the "Click here to begin" link, the candidate will be directed to the start of the background check. -
Consent
The first item they need to agree to is the E-Sign Act Disclosure and Consent. This E-Sign Act allows them to complete the background check electronically. *If "I do not agree" is selected, the candidate will have the option to email or fax the proper forms. -
FCRA Disclosure- Consumer Reports
The candidate agrees to the FCRA consumer reports. -
FCRA Background Investigation
This agreement covers Employment and Education verification. -
Summary of Rights
This is required by the FCRA, and candidates will click continue to confirm they have received the Summary of Rights form. -
State and City Notices
Next, they will agree to the State and City Notice consent, as some complete any applicable City/State required forms. -
If applicable, State Forms:
If a State form is needed, they will have to review these forms and click continue. For example, New York has additional forms candidates have to review. - When a candidate completes the State and City Notices, there are some things that they will have to keep in mind.
- If the role is remote, they will input the State of the corporate office.
- If a state that does not require additional forms is selected, they will continue with the background check.
- Any state that needs additional forms will direct the candidate to those state forms for completion.
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Authorization for Background Check
Candidates then have to agree to have the background check run. -
Applicant Information
The candidate will enter their personal information. Any information that was collected in ClearCompany will transfer over and auto-populate. -
Applicant Address
The candidate provides their address information. -
Employment Verification
The candidate enters their employment history, and depending on the type of Background Check package ordered, they will have to enter this information multiple times.*If a candidate selects "No" to contacting an employer, the report will come back with a flag.
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Education Verification
The candidate inputs their education information. -
Application Summary
A summary of the information provided on previous pages is presented. They have the option to edit any information, as well as put any notes they would like to add. Once they are done reviewing, they will click "Submit".-
Application Notes
While rarely used, if candidates want to disclose any other information, they can add it here. For example, they may want to include that there was a criminal issue in the past.
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On-screen Confirmation
After submitting, the candidate will receive a confirmation that their portion is complete. They will also get a confirmation number that can be used for support. -
Email & Text Confirmation
The candidate will also receive a confirmation letter by email and text message.
Clinic Visits and Medical Authorization
Some screenings require a clinic visit and medical authorization forms. Following the steps below helps prevent delays.
Before the appointment
- Schedule in advance: Call the clinic listed on the instructions/passport to schedule the appointment ahead of time.
- Go to the assigned clinic: Candidates must go to the clinic listed on their passport. Visiting a different location can result in being turned away.
- Bring all required forms: If the instructions include multiple authorization forms, bring all of them to the appointment. Bringing both/all forms ensures all testing can be completed and helps avoid delays.
After the appointment
- Result submission: Some clinics fax results to third-party systems (e.g., eScreen). If results are not visible, we will escalate to the clinic coordinator for review.
- Determination pending: If the provider indicates that clearance is required (e.g., from the candidate’s primary care physician), the status will remain determination pending until the necessary documentation is received.
Applicant Portal
Candidates also receive a second email inviting them to access the Applicant Portal. The Applicant Portal allows candidates to review messages, track background check status, and upload any additional documents that may be required.
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Applicant Portal email
Candidates receive an email directing them to the Applicant Portal. -
Additional document email
If additional information or documentation is required, candidates receive a follow-up email notifying them of the request. -
Click Answer questions to sign in
Candidates select "Answer Questions" to begin the sign-in process. -
Verify identity and sign in
Candidates enter the required information, including their reference number, Social Security number, and the last four digits of their phone number. After completing the "I’m not a robot" verification, they select Sign in. -
Applicant Portal home page
After signing in, candidates are taken to the Applicant Portal home page, where they can view their background check status, messages, and document requests. -
View messages
Candidates can review messages related to their background check, including requests for additional information. -
Upload documents
Candidates upload any requested documents directly through the Applicant Portal.
Document Requirements
To help us review and process your consent or release forms quickly, follow these file guidelines before sending your documents.
Accepted file formats
We recommend sending documents in one of these formats:
- PDF (.pdf)* Preferred
- Microsoft Word (.doc or .docx)PDF
File types not accepted
Do not send:
- Cloud storage links (for example: Google Drive, iCloud, or Dropbox) unless we specifically requested a link.
- Screenshots or photos pasted into an email.
- Image files such as HEIC, JPG, or PNG if a PDF or Word version is available.
Before sending your document
Review these best practices before uploading or emailing your file:
- Use a clear file name, such as: Lastname_Firstname_MinorAuthorization.pdf.
- Confirm the document opens correctly on your device before sending.
- Combine all pages into a single PDF file when possible.
- Do not password-protect your file unless requested. If password protection is required, share the password securely using the instructions provided.
Example Background Check Reports
Non-DOT Physical - Example
On-site Inspection - Sample
Professional Reference - Reference Experience
F.A.Q.
Yes, the process is secure. If a candidate exits the browser after filling out any Personal Identifiable Information (PII) or the time expires, they will not be able to log back in. This is done so that any information they have entered is kept safe. A new link will have to be resent as they will not be able to click on the original link.
If candidates have concerns about providing sensitive information during the background check process, they can opt to fill out manual forms and send them back securely (e.g., via a password-protected document).
Candidates can print/download a PDF copy of the forms they have signed once they have reached the confirmation screen using the Print Authorization button.
If a candidate is having an issue with the background check and mentions they have not received the invitation email, you can resend this email through the Background Check Dashboard. Reference: Initiate a Background Check for a Candidate.
They can return the signed Minor Authorization & Release form using either option below:
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Option 1: Upload to the secure app portal: Go to Documents or Upload and choose the category for Authorization or Release forms (if available). Upload your file (PDF is preferred; clear JPG/PNG images are accepted).
- Add a note with your full name and, if applicable, the employer or property name to help us match your file quickly. Submit and ensure the upload shows as complete.
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Option 2: Email: Send the form to backgroundchecks@clearcompany.com. For faster processing, use a subject like: "Minor Authorization – [Your Full Name] – [Employer/Property, if applicable]". Attach the signed form as a single PDF when possible.
- To protect your information if emailing, you may password-protect the PDF and send the password in a separate email.
- Do not paste sensitive details (like SSN) into the email body.
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Tips for successful submission:
- Combine multi-page forms into a single PDF.
- Keep file sizes reasonable; if an upload fails due to size, compress the file or send pages in separate attachments.
- Do not send public sharing links that require login or expiration; attach the actual file whenever possible.
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