Background Checks by ClearCompany: Reporting Overview

Managing background checks is an important part of your hiring process. ClearCo gives you one place to track, review, and manage applicant background checks. This guide explains how background check reporting works and how to move through the background check portal.

In this article:
Background Check Statuses
Disposition List
Navigate the Background Check Portal
Managing Orders
Review a Report
Printing and Notifications
F.A.Q.

Background Check Statuses

Each background check moves through a status. Understanding these statuses helps you know where the applicant is in the process.

• Background Check Applicant Pending: The applicant received an invitation to complete electronic authorization.
• Background Check Applicant Ready: The applicant completed the authorization and is pending processing from the background check team. 
• Background Check Pending: The applicant completed the authorization form. The report is now in progress.
• Background Check Clear: The report is complete, and no issues were found.
• Background Check Needs Review: The report is complete and contains flags that require review.
• Background Check Completed: The report is complete.

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Disposition List

A background check may include a legal disposition. Below are common dispositions and what they mean.

• Pending: The case is still open and has a future court date.
• Dismissed: The case was dismissed.
• Deferred: The case was postponed with conditions. If those conditions are met, the case may be dismissed.
• Guilty: The individual was convicted and sentenced.
• Not Guilty: The individual was not found guilty.
• Nolle Prosse: The prosecutor chose not to pursue the case.
• Nolle Contendere: The individual did not contest the charge. This is treated as a guilty finding.
• Adjudication Withheld: A conviction was withheld, and no formal conviction was entered.
• Remanded: The case was moved to another court, and no final disposition was issued.

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Navigate the Background Check Portal

To access background check reports: Go to Tools > Background Checks.

 

Within the portal:

 

• Reports > Completed Reports: View all completed reports.
• Reports > Pending Reports: View reports that are still in progress.
• Search Bar: Search by applicant name or other criteria. Select the correct search field (for example, Last name) before entering your search terms.

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Managing Orders

When you send a background check invitation, the order moves through several stages.

1. Applicant Pending: The applicant has 5 days (adjustable) to sign authorization forms.
2. Applicant Ready: The Background Check team reviews the submitted information for completeness and schedules any necessary tests (e.g., drug tests).
   • Note: Do not open the report while it is in Applicant Ready status. Opening it at this stage may cause data loss.
3. Pending Review: The background check is processing.
4. Drug Test Scheduling: Tests are scheduled near the applicant’s home. ePassport details are sent by text message and email. Applicants have three days (adjustable) to complete the test.
5. Report Completion: Results update in the portal once the report is finalized.

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Review a Report

To review a completed background check:

1. Go to Tools > Background Checks > Reports > Completed Reports.

    

2. Select the applicant.

    

3. Navigate to the section you want to review.
4. For more information, refer to Background Checks by ClearCompany: How to Read a Background Check Report.

Note

Hidden reports cannot be restored in the Completed Reports list. To access them:

• Use Advanced Search, or Use Quick Search.
• Reports remain available for 90 days.

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Printing and Notifications

• Print Reports
  1. Navigate to Tools > Background Checks > Completed Reports. 

  2. Check the report and select Print.

      

• Candidate Profile Printing

  • You can print directly from the profile page or from the View Full Report area by right-clicking and selecting Print.

     

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Tips for Searching Reports

• Log out and log back in through Single Sign-On to refresh your view.
• Use Reports > Advanced Search for a custom date range or older reports beyond 90 days.

• Always toggle the search dropdown to the correct field (e.g., Last Name) to ensure accurate results.

   

F.A.Q.

Is there a report that flags certain background check statuses for audit purposes?

Yes, we can configure an executive summary decision tool to generate an audit-ready report. Contact the Background Checks team to confirm your reporting requirements.

Can I track how many background screening reports were initiated in ClearCompany?

Yes, the Background Checks team can help you build a report to track who initiated screenings and how many were submitted. Contact the team to review your reporting needs.