TalentEi / Checkr Integration User Guide

Welcome to checkr!

This guide will walk you through the Checkr / TalentEi 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 TalentEi, submit a request to contact us.

______________________________________________________________

• Prerequisites
• Enable Checkr setup
• Account Hierarchy
• Order Background Checks
• Manual Ordering 
• International Packages 
• Domestic Package with International Verifications
• Review 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 TalentEi such that TalentEi users can initiate and view Checkr background checks from within the TalentEi interface. 

Prerequisites

The following items are required to initiate TalentEi / Checkr integration.

• The integration of a customer’s Checkr account with TalentEi is managed by TalentEi staff through their internal client management system.
• If a client would like to integrate with Checkr, the customer should get in contact with TalentEi staff directly,  either via speaking with their customer relationship manager or emailing [e-mail],  and TalentEi can begin the connection process.
• TAT: Once a customer has contacted TalentEi, customers can expect to get a response by the next business day at the latest.

Enable Checkr setup

If a customer would like to integrate with Checkr, the customer should get in contact with TalentEi staff directly,  either via speaking with their customer relationship manager or emailing [e-mail],  and TalentEi can begin the connection process. The connection process follows the following steps:

1. Customer contacts TalentEi and informs TalentEi they would like to connect to Checkr. 
2. In TalentEi’s internal client management application, TalentEi staff will go into the internal application and the application will display a list of client and workplace records. 
   1. All records will have been previously created by TalentEi staff in order for the customer to use the TalentEi platform. 
3. To begin the integration authorization process, TalentEI staff navigates to the customer’s record and clicks the ‘Authorize’ button. 

4. A formatted invitation message is generated, including a unique invitation link. 
5. The invitation link is formatted purposely to allow either ‘Sign In’ or Sign Up’ flow. 

6. The generated message is emailed to the appropriate customer contact to authorize the integration. 
   1. If you are already a Checkr customer, select Sign In to connect your current Checkr account to TalentEi.
   2. If you are not a current Checkr customer, select Sign Up to create a Checkr account, and add your billing and credentialing information
7. The redirect URI supplied in the invitation link is a TalentEI services that completes the sign in / sign up process by retrieving a long-lived access token for the customer, which is saved in TalentEi’s application database. 
8. Once the invitation process is started in TalentEi’s client management application, the connection status of the client / workplace is shown as ‘Pending’, until the access token is detected in the TalentEi configuration database, at which point the status will be displayed as ‘Connected’. 
9. The client management application is also used to manage the preconfigured selection of background check Package per client / workplace as appropriate, as well as the correlation of a workplace to a specific node when a client’s account has account hierarchy enabled. 

Note to customers: As described above, the majority of the connection process between TalentEi and Checkr is facilitated by TalentEi admins. As a customer, please get in touch with TalentEi to kick off this process. A customer’s primary role is to complete the sign in / sign up process via the email invitation you receive from TalentEi. TalentEi takes care of the rest! 

Create a Checkr account

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

To create an account for use with TalentEi:

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 TalentEi. (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 TalentEi and you, and you may begin ordering background checks through the TalentEi 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 TalentEi integration allows users to set up different "nodes”  inside of their Checkr account to have displayed in the TalentEi 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 TalentEi, Talent EI will have pre-populated which node to order the check from, as well as the package that was available within that node. Invoices will show the background checks ordered by each node within 2 billing cycles after setup. 

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

Manual Ordering 

The background check ordering process is initiated by an employer user making an offer of employment to a candidate, and that candidate accepting the offer. 

Steps to initiate an offer: 

1. On the ‘Open Orders’ page, click ‘View Matches’ on the order you would like to extend offers on. 
2. From here, click ‘Extend Offers’ and select the candidates you would like to offer.
3. Enter in the offer data such as rate and start date and hit confirm. 
4. The candidate is then contacted regarding the offer. 
5. Once the employer user makes an offer of employment to a candidate; the candidate is texted and emailed this offer, and after they log into the candidate portal, they can accept the offer. 
6. The extension of the offer is the last step that an employer user will take to initiate a background check, and in extending the offer they are inherently initiating a background check for all candidates that accept.
7. For all candidates with accepted offers, once the background check is initiated, the candidate is texted and emailed the link to Checkr and asked 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,  a customer 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, 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

Once the background check has been ordered, you can follow the steps below to monitor. 

1. To monitor the background check process, login as an employer division admin and click ‘Offer Manager” on the left sidebar. 

2. Then sort, filter or search for the candidate you would like to monitor. 
3. In the DD Status column, there is an “info” button which will show the candidate’s background check status and link to their report. 
4. Once TalentEi receives notification that the invitation has been created, the candidate is put into an ‘In Progress” status that is visible to the employer user on the Offer Manager Page where they review and manage active offers.
5. From there, the status will update depending on what TalentEi receives from Checkr. 

Viewing the candidate’s assessment: Talent Ei uses five statuses to define the candidate’s progress:

• In progress: Means the background check came back in one of the following statuses: "Invitation Created", "Invitation Completed", "report resumed", "report disputed"
• Done - Pass: means the background check came back in one of the following statuses: "Complete -Canceled = False - Clear"," Complete - Canceled = true - Clear", "Complete - engaged"
• Requires Review: means the background check came back in one of the following statuses: "Complete - Consider", "Complete - Consider - Pre Adverse Action"
• Done - Fail: means after review the background check came back in one of the following statuses: "Complete - Consider - Post Adverse Action", "Suspended"
• Incomplete - Fail: means the background check came back "Complete - canceled = true - nu result", "Invitation Expired" or "Invitation Deleted" The employer user can view the full report in Checkr by clicking the "report" link next to the status - you must have the correct Checkr User permissions to access. 

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.

Checkr Features

Use the Checkr Dashboard

While the TalentEi 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