Background checks can now be run on any Individual Constituent appearing in your Constituent grid.
User Permissions
Before running a background check, a user may need their User Security Settings updated.
Admin users can modify these settings by navigating to a user’s profile under Account > User Settings. Once the user is selected, hover over View/Edit and click Security Settings.
On the User Security Settings page, you'll find a dropdown labeled "Background Check" with three options:
Run – Users can initiate a background check but cannot view the results.
Run & Review – Users can initiate background checks and view the results.
No Access – Background check fields and pages are completely hidden from the user.
Initiating a Background Check
Once permissions are properly set (to Run or Run & Review), users can:
Navigate to the Constituent grid.
Click the inline Tools menu for any Individual Constituent.
Select "Background Check" to launch the check submission dialog.
Background Check Dialog
This dialog will show:
A breakdown of what's included in the background check.
The cost of the check.
The name and email of the constituent.
A “Constituent Category” dropdown to optionally assign a category to the constituent as part of the process.
Payment Options
Two dropdown fields determine how payment is handled:
Paid By
Internally – The organization covers the cost; the constituent is not charged.
By Candidate – The constituent pays for the background check.
If “By Candidate” is selected, an additional field appears to enter the amount to charge.
Submission and Email Process
Once all fields are completed, click Submit to start the automated process.
If By Candidate is selected, the system sends an automated email to the constituent.
The email:Notifies them of the background check request.
Includes the cost.
Provides a link to the online payment page, where they can pay the custom amount.
If Internally is selected (or payment has already been made), the email will:
Include instructions for completing the background check.
Provide a link to submit the necessary information and consent.
After Submission
Once the constituent completes the required steps, the background check will run. You will be notified once the results are available.
You can access the results in two ways:
Navigate to Workspace > CRM > Background Check Results, or
Open the constituent’s record and click the “Background Check” tab.
Understanding the Results Grid
The results grid includes:
Status – Complete, Expired, or Pending
Payment Page URL – The payment link (helpful if the constituent didn’t receive or misplaced the email)
Invitation URL – The link for the constituent to submit their background check info and approval
Review Completed Date – When the background check was reviewed
Report – Click the “View” link to open the results
You’ll also see an Edit option by expanding the Tools menu on the grid row. Clicking this opens a dialog where you can:
Add notes
Record your own Review Status, Review Date, and Expiration Date
Click Update to save
Note: A background check can be run on a constituent as many times as needed.
