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Adding Background Checks

Including background check authorization in your offer letters ensures candidates consent to background screening before they're fully onboarded, helping your company maintain hiring standards and compliance.

When to Use This

  • Your company requires background checks for new hires

  • You want to add background check authorization to your hiring process

  • You need to make background checks mandatory or optional for certain positions

  • You're setting up compliance requirements for your hiring workflow

Who Can Configure Background Checks

Configuring background check settings requires admin-level access. This is typically done during initial setup or when updating hiring compliance requirements.

How Background Checks Work in Sequifi

Sequifi handles background check authorization as part of the document signing process:

  1. You include the background check authorization form in your offer letter template.

  2. Candidates receive the form along with other onboarding documents.

  3. They review and sign the authorization electronically.

  4. You receive the signed authorization.

  5. You conduct the actual background check through your external provider.

Important: Sequifi collects the signed authorization form. The actual background check is performed through your company's background check service (such as Checkr, GoodHire, Sterling, or another provider).

Step-by-Step Walkthrough

Accessing Background Check Settings

  1. Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.

  2. Click on "Sequadox" in the left-hand menu. This is where document templates are managed.

  3. Find your offer letter templates. Look for existing offer letter configurations.

  4. Click "View and Create" or "Edit" on the template you want to modify.

Adding Background Check Authorization to an Offer Letter

  1. Open the offer letter template you want to edit.

  2. Look for the documents section. This shows which documents are included in the offer package.

  3. Find "Background Check Authorization Form" in the available documents.

  4. Enable the background check form. Check the box or toggle to include it.

  5. Set it as mandatory or optional:

    • Mandatory: Candidate must sign to complete onboarding

    • Optional: Candidate can skip if not required for their position

  6. Save your changes.

Making Background Checks Mandatory

If all hires must complete background check authorization:

  1. Edit your offer letter template.

  2. Find the Background Check Authorization Form.

  3. Ensure it's enabled.

  4. Mark it as "Mandatory" or "Required."

  5. Save your changes.

With this setting, candidates cannot complete onboarding without signing the authorization.

Making Background Checks Optional

If background checks are only required for certain situations:

  1. Edit your offer letter template.

  2. Find the Background Check Authorization Form.

  3. Enable it but mark as "Optional."

  4. Save your changes.

Candidates will see the form but can proceed without signing it.

Creating Position-Specific Background Check Requirements

If some positions require background checks and others don't:

Option 1: Create separate offer letter templates

  1. Create a template with background checks enabled and mandatory. Name it something like "Standard Offer - Background Check Required."

  2. Create a template without background checks or with them optional. Name it something like "Standard Offer - No Background Check."

  3. Select the appropriate template when hiring based on the position.

Option 2: Use optional setting and handle case-by-case

  1. Include background checks as optional in your template.

  2. Communicate with candidates individually about whether they need to sign.

  3. Follow up if a required candidate skips the form.

What Candidates See

When a candidate receives an offer with background check authorization:

  1. They log in to review their offer.

  2. They see the Background Check Authorization Form in their document list. If mandatory, it's marked as required.

  3. They click to open and review the form. The form explains:

    • What checks may be conducted

    • What information will be reviewed

    • Their rights under applicable laws

  4. They sign electronically.

  5. The signed form is stored in Sequifi.

  6. They continue with remaining onboarding steps.

Retrieving Signed Authorization Forms

After a candidate signs, you can access their authorization:

  1. Find the candidate in Onboarding Employees or User Management.

  2. Open their profile.

  3. Go to the Documents tab.

  4. Find the Background Check Authorization Form.

  5. Click to view or download.

  6. Use this signed form with your background check provider.

Running the Actual Background Check

With the signed authorization in hand:

  1. Log in to your background check provider's system. (Checkr, GoodHire, Sterling, etc.)

  2. Start a new background check request.

  3. Enter the candidate's information:

    • Full legal name

    • Date of birth

    • Social Security Number

    • Current address

  4. Upload the signed authorization if required by your provider.

  5. Select the type of check to run:

    • Criminal history

    • Employment verification

    • Education verification

    • Credit check (if applicable)

    • Drug screening (if applicable)

  6. Submit the request.

  7. Wait for results. Timing varies by check type and provider.

  8. Review results and make hiring decision.

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 by policy. Don't rely on candidates to sign optional forms if your company requires checks for all hires.

  • Don't delay running checks. Once you have authorization, run the check promptly so you have results before the candidate starts.

  • Have a clear policy. Know in advance what findings are acceptable and which disqualify candidates.

  • Communicate with candidates. Let them know background checks are part of your process so they're not surprised.

  • Keep authorizations on file. Retain signed forms for your records and compliance.

  • Follow applicable laws. Background check requirements vary by state. Ensure your process complies with all applicable regulations.

  • Coordinate timing. Try to get background check results before the candidate's start date.

Legal Considerations

Background checks are regulated by various laws:

Fair Credit Reporting Act (FCRA) Federal law governing how background checks are conducted and used in employment decisions.

State laws Many states have additional requirements, including:

  • Ban-the-box laws (limiting when you can ask about criminal history)

  • Specific disclosure requirements

  • Restrictions on using certain information

Best practices:

  • Use compliant authorization forms

  • Follow adverse action procedures if declining based on results

  • Provide required disclosures

  • Keep records of all background check processes

Consult with legal counsel to ensure your background check process complies with all applicable laws.

Common Questions

Does Sequifi run background checks? No, Sequifi collects the signed authorization form. You run the actual background check through your external provider.

What if a candidate refuses to sign? If the form is mandatory, they can't complete onboarding without signing. You'll need to discuss with them or reconsider the hire.

How long do background checks take? This depends on your provider and the type of check. Simple checks may take 1-2 days, while comprehensive checks can take a week or more.

What if results come back after the candidate starts? This is why timing matters. Try to complete background checks before the start date. Have a policy for handling issues discovered after employment begins.

Can I see background check results in Sequifi? No, results come from your background check provider. Sequifi only stores the signed authorization form.

What background check providers work with Sequifi? Sequifi doesn't directly integrate with background check providers. You use the signed authorization with whichever provider your company uses.

What to Do Next

Now that you understand how to add background checks, explore these related topics:

  • Creating Offer Letters – Configure your complete offer package

  • Managing Rep Agreements – Maintain your agreement documents

  • How to Hire a Lead – The complete hiring workflow

  • Onboarding New Employees – What happens after offers are sent

If you have questions about adding background checks to your hiring process or need help with configuration, reach out to our support team and we'll be happy to assist!

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