Release Note - Background Check Provider Integration

Staffing Complete can now connect with a background check provider. This allows you to order background checks, review the results, and even set up auto deductions for the personnel directly through Staffing Complete. This functionality is like other 3rd party integrations where you’ll first need to reach out to the provider directly and sign up before trying to use this functionality.

Once you have signed up with a provider and we’ve gone through the setup process, you can follow these steps to see the purchased package and make any customizations to the process. Staffing Complete will send the request to the provider as soon as it’s requested and display the results once they’re available, but the processing time of each request can widely vary due to the type of check being performed, results of the request, etc.

Sync Available Packages

First, navigated to the Setup module>Types>Background Check tab, right click in the white area and click “Sync Packages”. This will automatically load the packages you’ve signed up for with your provider and allow you to make customizations below.

Customizing Each Packages

The lower area is where you can make changes to the selected package. Though you cannot change the name of the package as that comes from the provider, you’re free to update the description of each plan to keep track of what each package does. As each package can yield multiple results beyond a PASS or FAIL, you can specify the key words that the check provides to fall into a PASS or FAIL category. In the below example, both “Dispute” and “Hold” will be considered a failed result.

These failed results can automatically trigger additional changes to be made to that personnel. By checking the “Enable Failed Result Events” box you can change what the personnel status is set to, auto enter a termination date on their profile, and even add a warning to the “Warning” tab displaying the failed background check results.

If you are wanting a check to automatically add a deduction to the personnel, you can configure the “Auto Deduct from Personnel” field by clicking the three dots and selecting an existing deduction. Depending on the deduction type you select, you can either enter a flat amount or a rate for the deduction, as well as enter a stop amount. In the below example, the person would have a flat $20 deducted per check until the $40 was reached.

With the deduction auto added, the per check and stop amount are auto entered and the background check order # is listed in the Reference field.

The last level of automation is the option to enable “Auto Ordering” on the new hires first job. This would auto order the package for each new hire, and trigger any additional automation levels that you’ve set as the results come in. For this functionality to trigger a “New Hire” is someone that:

Has no payroll checks
Has never had the selected package ordered

The background check is automatically ordered (and the fee applied if selected) once the new hire is added to the order.

Manually Ordering & Reviewing Results

You always have the option to manually order, re-order, and review background checks for a specific person no matter their pay history or past results. From the Personnel module click on “Background Check”, then double click on the package you would like to order for the person. Once selected, you will see the package listed with the status and the rest of the fields will be filled out upon completion of the check.

Once the Background check is completed, you can right click on the result and click “Copy Report URL” and paste that into an internet browser on your local machine.

Reminders

Utilizing the “Reminders” module, you can be notified when the results are in and even receive an email or text (if texting is enabled) versus navigating to the personnel profile and reviewing the “Background Check” tab. This reminder works other reminders do, which will require you to subscribe to the reminder within the Reminders module>Subscriptions tab for either the “Background Check Failed” or “Background Check Passed”. Once subscribed and the reminder is triggered with a result, you can review the reminder as normal which will display the results, as shown below:

The URL can be copied from the personnel profile results, and if the reminder is emailed you can simply click the URL in the email.