Jobma / Checkr Integration User Guide

Welcome to checkr!

This guide will walk you through the Checkr | Jobma integration process, and outline how to use the Checkr dashboard for the background check process. 

The Checkr Help Center is a great resource for any questions that may not be covered in this user guide. If you have any questions not covered in this guide that are specific to Jobma, submit a request to contact us.

______________________________________________________________

• Prerequisites
• Enable Checkr setup
• Create a Checkr account
• Account Hierarchy
• Order Background Checks
• Defining A Location
• Manual Ordering 
• International Packages 
• Review A Background Check
• Monitoring A Background Check
• Reviewing Completed Results
• Resubmit A Background Check
• Checkr Features
• Use the Checkr Dashboard
• Checkr’s Candidate Experience
• Resources 

______________________________________________________________

This guide describes how to set up Checkr to use within Jobma, such that Jobma users can initiate and view Checkr background checks from within the Jobma interface. 

Prerequisites

The following items are required to initiate Jobma | Checkr integration. Please ensure you have the following before proceeding.

• Access to Jobma, with admin rights 

Enable Checkr setup

To enable Checkr from within the Jobma platform, please follow the steps below. 

1. Login to your Jobma account. 
2. From your Jobma dashboard, select the ‘Integrations’ dropdown from the right hand navigation bar. Select ‘Integrations’ from the dropdown. 

3. From the Integrations page, scroll down to ‘Background Check’. Here you will see Checkr. 
4. From within the Checkr tile, select either Sign In or Sign Up. By clicking either option, you will be redirected to the Checkr Hosted Sign In / Sign Up Flow. 

• If you are already a Checkr customer, select Sign In to connect your current Checkr account to Jobma.
• If you are not a current Checkr customer, select Sign Up to create a Checkr account, and add your billing and credentialing information

5. If you signed-in to Checkr, you will be redirected back to the ‘Integrations’ page and on the Checkr tile, you will see ‘Connected’. 
6. If you signed-up for Checkr, you will be redirected back to the ‘Integrations’ page and on the Checkr tile, you will see ‘Refresh’. There will also be info. Icon in the top right corner of the tile, letting you know that your Checkr account has to be created which can take up to 24 to 48 hours. 

Create a Checkr account

If your company does not yet have a Checkr account, one must be created before integration with Jobma.

To create an account for use with Jobma

1. Click Sign Up when prompted.
2. Enter your name and company contact information, and click Continue.

4. Enter payment information. Invoices for background checks will come directly from Checkr, and not from Jobma. (Payment information may be edited on the Checkr dashboard after the account has been created.)
5. Provide the requested credentialing information. This information is required by law to ensure that only legitimate companies, with legitimate business needs, can run background checks.
   • Note: Select Purpose: Pre-employment to use Checkr to run background checks for hiring/employment purposes.
6. Click Continue to submit your information to Checkr for review. Once the credentialing process is complete, Checkr will notify both Jobma and you, and you may begin ordering background checks through the Jobma platform. 
7. Credentialing typically takes 1-2 business days. If Checkr needs additional information, they will reach out to you directly by email. 

Account Hierarchy

The Jobma integration allows users to set up different "nodes" inside of their Checkr account to have displayed in the Jobma background check ordering workflow. Nodes can be used to designate different locations, teams, or groups that order background checks within your organization. Checkr requires you to assign packages to nodes once they are created, and will then display which node ordered which package on your Checkr invoice. 

Each time you order a background check within Jobma, you will be asked which node to order the check from, and then select from a pre-populated list of packages available to that node. Invoices will show the background checks ordered by each node within 2 billing cycles after setup. 

To order a background check with Account Hierarchy and nodes:

• Fill in the work location of the candidate as you normally would for any background check through Jobma.
• Select which Hierarchy node you would like to order from.

The list of available Packages will automatically generate based on the node you select. Select the background check package you want to run. If you do not see any packages populating, you will need to assign the appropriate packages to that node in your Checkr dashboard before proceeding.

For more information on Account Hierarchy, nodes, and how to configure your account, see Checkr's 

Payment & Billing, Adverse Actions, and Manage Account Settings Help Articles.

Order Background Checks

Defining A Location

Checkr background checks rely on Job location information to determine which disclosures and authorizations to use in pre-employment screenings. The user will be asked to fill in the candidate’s work location at the time of ordering a background check. Please see the steps below. 

Manual Ordering 

Once your Jobma and Checkr accounts are connected, you can begin ordering background checks by following the steps below. 

1. Go to the left side navigation menu and select ‘Applicants’. From the ‘Applicants’ dropdown, select ‘Evaluate’. 

2. On the ‘Evaluate’ page, you will see various candidate cards. Choose an applicant and select ‘Evaluate’ from their tile. You will be brought to an applicant specific page. 
3. From the applicant page, you will see a tab titled, ‘Background Check’. Select ‘Background Check’. 
4. Within ‘Background Check’, select Checkr drop the dropdown menu and select the green button, ‘Add Background Check’. This opens a modal window on the right side of the dashboard. 

5. Within the modal, please fill in email, node, package, country, state and city. 
6. Select ‘Save’. This begins the invitation process for the candidate to begin the background check process. 

International Packages 

Checkr defines international background checks as background checks run on candidate’s living and working outside of the United States. If your candidate works in the United States but has out-of-country history, for example attended school internationally, you should request a package that includes an education verification with out-of-country history enabled.

Checkr currently offers the following international screenings for candidate’s with work locations outside the United States:

• International Criminal
• Adverse Media Search - may be enabled to automatically run if criminal not available
• Identity Document Verification
• Global Watchlist
• Education Verification
• Employment Verification

Domestic Package with International Verifications

If your candidate works in the United States but has out-of-country history, for example attended school internationally, request a package that includes an education verification with out-of-country history enabled. Checkr currently offers an out-of-country history setting that can be added to any domestic criminal search or verification. 

The option can be applied for candidates who will perform their work inside the US, but who have an address history outside the US. Screening types that can be run on domestic screenings with out-of-country history include: 

• Education Verification
• Employment Verification

Review A Background Check

Monitoring A Background Check

To review background checks run on an applicant, please follow the steps below. 

1. Go to the left side navigation menu and select ‘Applicants’. From the ‘Applicants’ dropdown, select ‘Evaluate’. 
2. On the ‘Evaluate’ page, you will see various candidate cards. Choose an applicant and select ‘Evaluate’ from their tile. You will be brought to an applicant specific page. 
3. From the applicant page, you will see a tab titled, ‘Background Check’. Select ‘Background Check’. 

4. Within ‘Background Check’, you will see a display of all the background checks run on the applicant. The following fields will display: Package Name, Invitation Status, Date, Invitation Link. 
   1. Additionally, you will see Report Status, Report Result, ETA for completion or Completed On Timestamp, View Report Link (link back to Checkr dashboard to view report). 

Reviewing Completed Results

Once the background check has been ordered, the status of the report will be listed in the Jobma candidate dashboard. Once Complete, click on it to open the report in the Checkr Dashboard, and review details. 

For more information on reports and report statuses, see How do I interpret a background report in the Checkr Help Center which covers:

• Report layout
• Clear and Consider statuses
• Engage the candidate or begin the adverse action process

Most background checks will be completed within 24 hours, but the time to complete can range from a few minutes to a few weeks, depending on the type of check ordered, the geographic location of the candidate, and/or county courthouse operations. 

Resubmit A Background Check

More than one background check can be submitted for an applicant. To resubmit a background check for an applicant, navigate to the Applicants Tab, Select Evaluate, Choose Evaluate for the Desired Candidate and select ‘Background Check’. This is all explained in more detail in the section titled, ‘Order Background Checks’. 

Checkr Features

Use the Checkr Dashboard

While the Jobma integration allows users to order background checks and view their status, the following features are available only within Checkr: 

• Background check invitation links
• Full background check report results
• Adverse Action initiation and processing tools
• Checkr settings 
  • New and existing user management
  • Billing information
  • Email notification preferences

For a quick overview of the Checkr Dashboard, please see Getting started with Checkr

Checkr’s Candidate Experience

The checkr candidate experience overview describes the Checkr candidate experience of the background check process. It includes information about the Checkr Candidate Portal and Help Center where candidates can self-serve and address common issues that can stall or delay their background checks. The overview also includes common reasons candidates contact Checkr and how to address these issues.

The overview includes:

• An overview of the candidate process
• General information about the background check process, including exceptions and disputes
• An overview of the Checkr Candidate Portal
• An introduction to the Candidate Experience team
• A list of some of the most common candidate questions
• Links to the most frequently used pages in the Checkr Help Center

Resources 

For a quick overview of the Checkr Dashboard, please see Getting started with Checkr