Background Checks

Background checks are essential for protecting your congregation. This feature helps you request, track, and manage background verification for staff and volunteers serving in sensitive roles.

Who Needs Background Checks

Background checks are typically required for anyone working with children, managing finances, or serving in other sensitive capacities. Your church decides which roles require verification.

Initiating a Background Check

Staff: Administrators can initiate background checks for any staff member by navigating to the staff member's profile and clicking "Request Background Check."

Volunteers & Members: Any member can initiate their own background check, which is helpful for those wanting to volunteer for children's ministry, be an usher, or serve in other roles. They simply click "Request My Background Check" in their profile and follow the prompts.

The Check Process

When you initiate a background check, the person is sent an email with:

• A secure link to a verification form
• Instructions on what information is needed
• Payment details (if applicable)

They complete the form with personal details (full name, address history, date of birth, etc.). Once submitted, the check enters the processing queue.

Status Tracking

Monitor the status of all background checks from the Background Checks dashboard:

• Pending: Waiting for the person to complete their form
• In Progress: The verification company is processing the request
• Complete: Results have been received and reviewed
• Failed: The check could not be completed; resubmission may be necessary

Staff can view the status of their own or their team members' checks. Results are kept confidential and only shared with authorized personnel.

Paying for Background Checks

Background checks have a per-check fee. When an administrator initiates a check, they can opt to pay immediately or have the person pay at submission. The system integrates with your church's payment processor to handle transactions securely.

If the person is paying, they'll see payment options during form completion. Staff can view payment history and retry failed payments.

Reviewing Results

Once a background check is complete, authorized staff (typically pastoral leadership or HR) review the results. You can mark a check as "Approved," "Review Required," or "Concerns Flagged."

You can add private notes to a check result for record-keeping—this information is never shared with the member.

Retry & Resubmission

If a check fails or is incomplete, you can request resubmission. The person will receive a new link and instructions to complete or update their information.

Privacy & Compliance

Background check results are encrypted and stored securely. Only authorized staff can view results. Members can request to see their own check status but not results of other members.

Next Steps: Set up background check requirements for key roles, or view the status of pending checks in the dashboard.