Accurate integrations: Managing background check orders

Creating and capturing background checks in Beeline Enterprise helps everyone involved in the procurement process adhere to legal requirements. Currently, Beeline Enterprise integrates with Accurate®, First Advantage®, HireRight®, and Sterling® as background check providers. Those integrations simplify managing background checks and employment screenings.

As a supplier, you can leverage your organization’s integration with Accurate at these stages of your procurement workflow.

• Accepting an offer extended to a candidate: you can initiate an order
• Accepting an offer extended to a candidate: you can bypass an order
• Submitting a candidate to a requisition: you can review packages
• Onboarding a candidate: you can review packages

When you order and record background check results, you also want the program office user you work with to be informed when a background check is complete or that you’ve uploaded supporting documentation.

Administering orders

After Beeline Enterprise is integrated with a background check provider, initiating a background check request is easy. Simply choose from one of the preconfigured packages set up in Enterprise for your background check provider’s account.

You can initiate a background check order when you accept an offer extended to a candidate. You can also bypass ordering a background check when necessary.

Initiating a background check when you’re accepting an offer

You can quickly order a background check when you accept an offer extended to a candidate using the links in the My To Do quadrant of your default dashboard.

1. Select the Candidate Offer Pending tasks awaiting action link in the My To Do section of your dashboard. A Review Alerts dialog displays.
2. Locate the candidate for whom you want to submit an offer, and then select View Details from the Action list.

   

   
   An Approval Details page displays.
3. Review the candidate information and any attachments.
4. Complete the information on the Approval Details page based on your organization’s processes.
5. Select the Accept Offer. A Candidate Offer–Accept Offer dialog displays.
6. Verify the email listed in the Email field matches the candidate’s email address on their profile.
7. Confirm the candidate’s email, and then select the Email–Confirmed checkbox.
   TIP:  It’s important to ensure this email is correct; otherwise, the candidate won’t receive the email invitation from Accurate to initiate their background check.
8. Optional: Enter any remarks about the candidate or the offer in the Comments field.
9. Select the Legal Requirements checkbox to confirm that you have complied with your program’s judicial background check obligations.
10. From the Background Check to Initiate list, choose from the applicable packages preconfigured for your Accurate account.
11. Select Accept Offer. The candidate offer is accepted, and the background check package you selected is automatically ordered. In addition, these events occur:
    • Candidate details and order details are sent to the background check provider.
    • An email is sent from the background check provider to the candidate inviting them to participate in the background check.
12. Select Close to exit the Review Alerts dialog.

Bypassing a background check

Occasionally, you may want to accept a candidate offer and bypass ordering a background check.

1. Select the Candidate Offer Pending tasks awaiting action link in the My To Do section of your dashboard. A Review Alerts dialog displays.
2. Locate the candidate for whom you want to submit an offer, and then select View Details from the Action list.

   

   
   An Approval Details page displays.
3. Review the candidate information and any attachments.
4. Complete the information on the Approval Details page based on your organization’s processes.
5. Select the Accept Offer. A Candidate Offer–Accept Offer dialog displays.
6. Verify the email listed in the Email field matches the candidate’s email address on their profile.
7. Confirm the candidate’s email, and then select the Email–Confirmed checkbox.
   TIP:  It’s important to ensure this email is correct; otherwise, the candidate won’t receive the email invitation from Accurate to initiate their background check.
8. Optional: Enter any remarks about the candidate or the offer in the Comments field.
9. Select the Bypass Background Check checkbox. Additional fields display.
10. From the Bypass Background Check Reason list, select an explanation for why you’re omitting a background check.
11. Optional: Enter any remarks in the Bypass Background Check Comments field.
12. Select Accept Offer. A notification is sent to your program office to confirm that the candidate can progress through the onboarding workflow without a background check​​​​​​.
13. Select Close to exit the Review Alerts dialog.

Your program office must review and approve the background check bypass notification before the offer can be ratified and the candidate onboarded.

Approving bypassed background checks

As a program office user, you must review and approve the background check bypass notifications for a candidate before they can progress in the onboarding workflow.

1. Select the Candidate Background Check Bypass Approval tasks awaiting action link in the My To Do section of your dashboard. A Review Alerts dialog displays.
2. Locate the candidate for whom you want to submit an offer, and then select View Details from the Action list. An Approval Details page displays.
3. Scroll down to view the background check bypass reason and any comments.
4. Select Approve to allow the candidate to progress in your onboarding process without a background check.
5. Select Close to exit the Review Alerts dialog.

Reviewing orders

You can review submitted background check orders anytime you like. Your program might want you to review packages and orders before you submit a candidate.

You cannot onboard a candidate until all ordered background checks are completed with a satisfactory result. If you attempt to onboard a candidate with an incomplete or unsatisfactory result, an error message displays, and you cannot onboard the candidate.

Submitting a candidate and viewing background check packages

You can easily see which background checks are associated with a requisition when you’re submitting a candidate or multiple candidates. You must select a requisition released to your organization and in an Open status.

You have several options for submitting a candidate. This topic assumes you have the requisition ID. 

1. From the Simple Search option at the upper right of your dashboard, select Search Requests, enter the requisition ID, and then select the request you want to view. A Request Details page displays.
2. From the Request Menu, select Submit Candidate. A Select Profiles to Submit page displays.
3. Locate and select the checkbox for the candidate you want.
4. Select Submit Profiles. A Submit Profiles page displays.
5. Complete the information on the Submit Profiles page based on your organization’s processes. The background check packages configured for your Accurate account and the industry associated with the requisition to which you’re submitting a candidate display in the Background Checks section.
   TIP:  The number of background check packages varies based on your Accurate account and your Enterprise configuration.

   

    

6. Complete the information on the Submit Profiles page based on your organization’s processes.
7. Select Submit. Your candidate is submitted to the requisition. The program office associated with the requisition receives an alert that a candidate was submitted and is ready for them to review and qualify.

Onboarding and reviewing background check packages

After you’ve ordered a background check, the requisition and the candidate continue to be processed in Enterprise through your procurement phases up to the Onboarding stage. When you’re notified that a candidate’s background checks are complete, you can begin onboarding. You cannot onboard a candidate until all ordered background checks are completed with a satisfactory result.

1. From the My To Do quadrant, select the Initiate Onboarding tasks awaiting action link. A Review Alerts dialog displays.
2. Locate the candidate you want to onboard, and then select View Details from the Action list. An Approval Details page displays.
3. Review the candidate information.
4. Review the background check information at the bottom of the Candidate Information section.
   TIP:  You cannot onboard a candidate until all ordered background checks are completed with a satisfactory result. If you attempt to onboard a candidate with an incomplete or unsatisfactory result, an error message displays.
5. Complete the information on the Approval Details page to progress your offer through your organization’s procedures.
6. Select Onboard. Your candidate is onboarded, and an assignment is created in Enterprise.