Background Checks

Run this Tallyfy template every time you need to conduct pre-employment screening. It guides you through obtaining consent, submitting to your provider, reviewing results, and making compliant hiring decisions. Estimated time: 5-10 business days. Difficulty: Intermediate. Best for: HR managers, recruiters, and hiring coordinators handling employment verification.

7 steps 1 automations

Human Resources investigation

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Process steps

Contact candidate for written permission

5 days from previous step

task

Reach out to the candidate and explain that a background check is part of your hiring process. Be upfront about what you'll be checking - criminal records, employment history, education credentials, or whatever applies to this role. Get their written consent before moving forward. This isn't just good practice - it's legally required in most places.

Receive signed consent from candidate

5 days from previous step

task

Wait for the candidate to return their signed authorization form. Don't skip this step or start any checks without it - you'll expose the company to legal risk. Once you have the signed form, verify it's complete and file it securely. Now you can send the request to your background check provider.

Form fields in this step

Upload signed consent form *

Submit request to background check provider

1 day from previous step

task

Send the candidate's information to your background check provider along with the signed consent form. Double-check that you're requesting the right type of check for this role - standard, comprehensive, or industry-specific. Most providers take 2-5 business days, so set expectations with the hiring manager. Note the submission date and expected turnaround.

Form fields in this step

Provider confirmation number *

Expected results date

Handle candidate refusal (if applicable)

5 days from previous step

task

If a candidate refuses the background check, document their decision and notify the hiring manager immediately. Most companies treat refusal as grounds to withdraw the offer - but check your company policy first. Keep records of the refusal in case questions come up later. You can skip this step if the candidate agreed.

Review background check results

5 days from previous step

task

When results come in from your provider, review them carefully with the hiring manager. Look at the full report, not just the summary. Flag anything that might affect the hiring decision and discuss it before reaching out to the candidate. Keep everything confidential - only people who need to know should see the results.

Form fields in this step

Background check decision *

Review notes

Communicate decision to candidate

5 days from previous step

task

Let the candidate know the outcome. If they're clear, great - move forward with the hire. If there are issues, follow the adverse action process: give them a pre-adverse action notice, a copy of their report, and time to dispute anything inaccurate. This protects both the candidate and your company. Document everything.

File records and close out process

1 day from previous step

task

Store all background check documentation securely - consent forms, reports, and decision records. Most companies keep these for at least 5 years. Make sure only authorized HR staff can access them. If you're moving forward with the hire, hand off the file to onboarding. If not, note the reason and follow your standard rejection process.