Automate Background Check Initiation through Offer Letters

To increase efficiency within your hiring process, background checks can be enabled to automatically initiate for a candidate during the offer letter extension stage. This automation can be set up on your offer letter templates or assigned manually during offer letter creation. In this article, you will learn how to set up and utilize the background check automation features.

Pre-Requisites:

• Integrated Background Check Provider
• Proper user permissions to send Background Checks, manage Offer Letter Templates and send offer letters. Check with your HR team if you're unsure about your permission levels.

 

Enable Automated Background Checks on Offer Letter Templates

Adding background check automation on a template level allows you to assign specific background check packages to always be used for a particular offer letter. In other words, if your offer letter templates are organized by role or department, and those groups require a different type of background check to be ordered, you can define these relationships on your templates in ClearCompany to reduce the number of manual actions your hiring team takes.

Steps:

1. Navigate to Tools > Setup > Offer Letter Templates.

   

2. Choose to Edit an existing template or click + Add Template to create a new template.

   

3. On the first tab, Candidate Offer Package, scroll to the Automatic Background Check Options section.

   

4. Under Auto-initiate background check when, select the event you'd like to trigger the initiation of the background check.

   

   The event options are as follows:

   • None (Default)

   • Offer is Approved

   • Offer is sent to Candidate

     Note:

     If you need to resend or send a second offer letter to the same candidate, we will not initiate a duplicate background check order. Only one background check will be initiated for the candidate after the first offer letter is sent.

   • Candidate accepts Offer

5. Under Select Background Check Provider, select the name of an integrated provider.

   

6. Under Select Provider's Package to Use, select the name of the background check package that should be sent to the candidate when this offer letter template is used.

   

7. Complete the edits to the rest of the template and save your work by clicking Save at the bottom of the page.

For more information about how to manage your offer letter templates, reference this article.

Assign Background Checks During Offer Letter Creation

If background check automation is not set up at the offer letter template level, it can be added while creating the offer letter for the candidate.

Steps:

1. Navigate to the candidate profile of the applicant for whom you would like to extend an employment offer.

2. Click the Hire tab and then select Create Offer.

   

3. Select the appropriate Template to begin drafting the offer letter details.

   

4. On page 2, the Candidate Offer Package page, you will complete the Automatic Background Check Options section to auto-initiate a background check to this candidate.

   

5. Under Auto-initiate background check when, select the event you'd like to trigger the initiation of the background check.

   

   The event options are as follows:

   • None (Default)

   • Offer is Approved

   • Offer is sent to Candidate

     Note:

     If you need to resend or send a second offer letter to the same candidate, we will not initiate a duplicate background check order. Only one background check will be initiated for the candidate after the first offer letter is sent.

   • Candidate accepts Offer
6. Under Select Background Check Provider, select the name of an integrated provider.

7. Under Select Provider's Package to Use, select the name of the background check package that should be sent to the candidate.

   

8. Complete each page of the offer letter creation process and click Create to save your changes.

For more information about how to create and send an offer letter, reference this article.

 

FAQs

Q: Can background check automation settings be added to offer letters created for internal employees? 

A: At this time, no. Background check automation can only be set on offer letters sent to external candidates.

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This feature was included in our Talent Acquisition Tuneup communications in February 2022. Click this link to go to the Talent Acquisition Tuneup main resource page.