When to Use This
Your company requires background checks for new hires
You want to add background check authorization to your offer letters
You need to verify a candidate has completed their background check authorization
You want to understand how background checks work in Sequifi
How Background Checks Work in Sequifi
Sequifi handles background check authorization as part of the onboarding process:
You configure background checks in your offer letter settings. The background check authorization form is added to documents sent to new hires.
Candidates receive the authorization form with their offer. It's included alongside their rep agreement and other documents.
Candidates sign the authorization electronically. They review and sign it during onboarding, just like other documents.
You receive the signed authorization. The completed form is stored in Sequifi and available for your records.
You conduct the actual background check. Using your background check provider, you run the check with the signed authorization.
Note: Sequifi handles the authorization form, but the actual background check is conducted through your company's background check provider (such as Checkr, GoodHire, or another service).
Step-by-Step Walkthrough
Enabling Background Checks in Offer Letters
To include background check authorization in your offers:
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Go to "Sequadox" in the left-hand menu. This is where document templates are managed.
Find your offer letter configuration. Look for the offer letter template or document settings.
Click "View and Create" or "Edit." Open the configuration for editing.
Look for "Background Check Authorization Form" under documents. This should be listed among available documents for hiring.
Enable the background check form. Check the box or toggle to include it in offers.
Mark it as mandatory. If you require background checks for all hires, make this a required document. Candidates won't be able to complete onboarding without signing it.
Save your changes. The background check form is now part of your offer package.
What Candidates See
When a candidate receives an offer that includes background check authorization:
They receive the offer email. The email directs them to review and accept their offer.
They log in to Sequifi. Using the link provided in the email.
They see all required documents. The background check authorization form appears in their document list, marked as mandatory.
They click to review the form. The authorization document opens for them to read.
They sign electronically. They click to add their signature and submit the form.
The form is marked complete. They can move on to other onboarding steps.
Verifying Background Check Authorization
To confirm a candidate has signed their background check authorization:
Go to "Hiring" in the left-hand menu.
Click on "Onboarding Employees."
Find the candidate in the list.
Click on their name to view details.
Look at their document completion status. You'll see which documents have been signed and which are pending.
Verify the background check form shows as complete.
Accessing Signed Authorization Forms
To retrieve a signed background check authorization:
Find the candidate in Onboarding Employees or User Management.
Open their profile.
Go to the Documents tab.
Find the Background Check Authorization Form.
Click to view or download. You now have the signed form to use with your background check provider.
Running the Background Check
Once you have the signed authorization:
Log in to your background check provider. This is a separate service (Checkr, GoodHire, Sterling, etc.).
Start a new background check.
Enter the candidate's information. Name, date of birth, Social Security Number (as authorized).
Upload the signed authorization if required. Some providers need the actual signed form.
Submit the background check request.
Wait for results. Timing varies by provider and check type.
Review the results. Determine whether to proceed with the hire based on findings.
Making Background Checks Optional
If background checks aren't required for all positions:
Go to Sequadox.
Edit your offer letter configuration.
Find the Background Check Authorization Form.
Change it from mandatory to optional.
Save your changes.
Now candidates can complete onboarding without signing the background check form, but they still have the option to sign it if needed.
Creating Different Offer Templates
If some positions require background checks and others don't:
Create multiple offer letter templates in Sequadox. One with background checks, one without.
Configure each template with appropriate documents. Include background checks in some, exclude from others.
Select the appropriate template when hiring. Choose the template that matches the position requirements.
Tips and Common Mistakes
Enable background checks before sending offers. If you add it later, candidates who already received offers won't have the form.
Make it mandatory if required. If your company requires background checks for all hires, mark the form as mandatory so candidates can't skip it.
Don't delay on running checks. Once you have the signed authorization, run the background check promptly so you know the results before the candidate starts.
Have a clear policy. Know in advance what background check findings are acceptable and which are disqualifying.
Communicate with candidates. Let them know a background check is part of the process so there are no surprises.
Keep authorizations on file. Signed authorization forms should be retained for your records.
Coordinate with HR. Background check policies often involve HR and legal considerations. Make sure you're following company policy.
Common Questions
Does Sequifi run the background check? No, Sequifi collects the signed authorization form. You run the actual background check through your company's background check provider.
What if a candidate refuses to sign the authorization? If the form is mandatory, they can't complete onboarding without signing. If they refuse, you'll need to decide whether to proceed with the hire.
How long does a background check take? This depends on your provider and the type of check. Simple checks may take a day or two, while more comprehensive checks can take a week or longer.
What if the background check comes back with issues? Follow your company's policy. You may need to discuss findings with HR or legal before making a decision.
Can I see background check results in Sequifi? No, results come from your background check provider. Sequifi only handles the authorization form.
What information does the authorization form collect? The form typically authorizes you to conduct a background check and may collect information like full legal name, date of birth, and Social Security Number.
What to Do Next
Now that you understand background checks, explore these related topics:
Sending Offer Letters – How offers are sent to candidates
How to Hire a Lead – The complete hiring process
Onboarding New Employees – What happens after offers are accepted
Creating Offer Letters – Configuring document templates
If you have questions about background checks or need help configuring your offer letters, reach out to your admin or our support team and we'll be happy to assist!