Background Check Feature

Background check, background check documents

Enabling Background Check Feature

As a manager/admin, you can enable or disable the Background Check feature at the company level. 

Log in to your HRLocker account.

Navigate to Office Settings.

Click on Edit to access the office settings.

Find the Background Check option and enable it if you want to activate the feature.

Configuring Background Check Document Types

You can add and configure different types of background check documents that employees need to provide. Each document type can have specific settings:

1. Under the Background Check settings, click on Add/Edit Document Types.

2. For each document type, provide the following information:

   • Name: The name of the document type (appears in the dropdown in the Background Check tab).
   • Description: A description (optional) to provide additional details.
   • Prevent Employees from Seeing This Option: If selected, the document type won't appear in the dropdown for regular employees or managers who are not their own manager.
   • Require Expiry Date: Toggle this option if you want employees/managers to enter an expiry date for the document.
   • Email Reminder Interval: Set the interval (1 day, 1 week, 2 weeks, 1 month, 3 months) for email reminders.
   • Upload Document (Optional): If enabled, employees/managers can upload the document.
   • Archive Document Type: If selected, the document type will no longer appear in dropdown menus.

Accessing the Background Check Tab

Once the Background Check feature is enabled, it appears on the left sidebar menu of the Directory for admins/managers and employees. It is placed under the 'Reviews and Refs' tab, following the same format as existing menu items.

Managing Background Check Documents

Within the Background Check Tab, you can perform various actions related to background check documents:

• Add Documents/Records: Allows you to upload new background check documents.

• Table Display: Shows properties of each document, including essential documents and whether they are archived or not.

• Pre-populate Table: You can pre-populate the table with essential documents and check for existing non-archived records.

• View (Download): Download documents.

• Delete: Managers/admins can delete documents.

• Archive: Managers/admins can archive documents (archived documents won't appear for employees).

• Active/Archived Dropdown: Allows you to select active or archived documents.

• Reactivate: Managers/admins can reactivate archived files.

• Generate Email: Create custom email reminders to send to employees via HRLocker.

• Background Check Status: Mark an employee's background check status as complete/incomplete or as not requiring a background check.

• Records complete: Managers/admins can select 'Records Complete and up to date' or 'Records are incomplete/More info required'. This will show in reports.
• Validate: Managers/Admins can validate the records. This will show a record of who validated and the date. 

• Next Review Date: Set the next review date for background check documents.

• Email Reminder: HRLocker sends an email reminder at a set interval before the review date.

Employee View

Employees can view the Background Check Tab but cannot edit or delete documents or edit the requirement for a background check.

Adding Documents

Employees can upload documents according to the document types available to them. 

If an employee forgets to upload a document, an error message will prompt them to do so.

Email Notifications

HRLocker sends various email notifications to employees and managers based on document expiry and review dates. These emails include:

• Background Check Document Expiry Reminder: Notifies the employee and manager when a document is about to expire.
• Background Check Attention Required: Sent when a manager/admin sends an email reminder.
• Background Check Review Reminder: Reminds the manager to review an employee's background check documents.

These emails help ensure that all background check documents are up-to-date and compliant with your company's requirements.

Background Check Reporting

To support your company's background check process, HRLocker offers two reports in the in the Employee section of Reports section.  

Employee Background Check Summary

This report provides a summary of each employee's background check status.

Columns:

• First Name: Employee's first name.
• Last Name: Employee's last name.
• Employee ID: Employee ID 
• Office: Name of the employee's office.
• Department: Name of the employee's department.
• Teams: A comma-separated list of teams the employee is in.
• Status: Indicates whether evidence is required or not required.
• Next Review Date: The date from the next review date.
• Last Reviewed Date: The date when the manager last confirmed the documents.
• Reviewed By: Name of the manager/admin who last reviewed it.

Employee Background Check Documents

This report provides detailed information about the background check documents for each employee.

Columns:

• First Name: Employee's first name.
• Last Name: Employee's last name.
• Employee ID: Employee ID 
• Office: Name of the employee's office.
• Department: Name of the employee's department.
• Teams: A comma-separated list of teams the employee is in.
• Document Name: Indicates whether evidence is required or not required.
• Effective From: Date.
• Expiry Date: Date.
• Note: Contents of the note associated with the document. 
• Added By: Name of the manager/admin who last reviewed it.

If you have any questions or need further assistance with this feature or any other aspect of HRLocker, please reach out to our support team for help.