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Manage Background Checks

Overview​

This workflow guides administrators through the process of tracking, verifying, and maintaining background check records for resources (volunteers/staff) across all member clubs. Background checks are displayed during event check-in to ensure compliance.

Who This Is For​

  • Administrators managing resource compliance
  • HR Personnel tracking resource verifications
  • Compliance Officers ensuring background checks current
  • Event Check-in Staff viewing compliance status

Prerequisites​

  • Admin access to Background Checks module
  • Resource information (volunteers/staff)
  • Document type codes from Settings
  • Event check-in access for viewing compliance

Workflow Diagram​

Steps​

1. Review Required Document Types​

  1. Navigate to Organize → Settings
  2. Click Documents tab
  3. Review document types configured:
    • Document names
    • 3-character codes
    • Required vs optional
  4. Note which documents are needed

2. Access Background Checks Module​

  1. Go to Manage → Background Checks
  2. Review existing background checks
  3. Filter by:
    • Member name
    • Club/organization
    • Document type
    • Status (Yes/No)

3. Create New Background Check Record​

  1. Click green ➕ Create button
  2. Fill in required fields:
    • Resource: Select resource (volunteer/staff)
    • Club: Select resource's club
    • Document Type: Choose from configured types
    • Status: Select "Yes" or "No"
  3. Click Save
info

Background check records are displayed during event check-in to verify compliance.

4. Bulk Upload Multiple Checks (Optional)​

  1. Click Bulk Upload button
  2. Download Excel template (if provided)
  3. Fill template with columns:
    • Resource Name
    • Club
    • Document Type (use 3-char code)
    • Status (Yes or No only)
  4. Save Excel file
  5. Upload completed template
  6. Review preview
  7. Confirm and save

5. Verify and Update Existing Checks​

  1. Search for resource in list
  2. Click edit icon on background check record
  3. Review information:
    • Document type
    • Status
    • Last update date
  4. Update status if needed
  5. Save changes

6. Background Checks at Event Check-in​

During event check-in, background check records are displayed for each resource to verify compliance.

Current Features:

  • Background check status shown for each resource
  • Quick view of compliance during check-in process
  • Links to other documents per location (download and view as needed)
Upcoming Features

🚀 Coming Soon:

  • Driver's License (DL) Display for identity verification
    • Only available for resources from club sites
    • Shown during check-in to identify resource
  • Additional Document Links per location requirements

6a. Bulk Edit Multiple Records​

  1. Click Bulk Edit button
  2. Download current data
  3. Edit Excel file:
    • Update Status values (Yes/No only)
    • Modify document types
    • Make corrections
  4. Upload edited file
  5. Review changes preview
  6. Confirm and save

7. Track Expiring Records​

  1. Review background checks list
  2. Sort by last update date
  3. Identify records approaching expiration
  4. Create reminder list of resources needing renewal
  5. Contact clubs for updated verification

8. Generate Compliance Report​

  1. Filter background checks by:
    • Club
    • Document type
    • Status
  2. Export list (if available)
  3. Review completeness:
    • All required checks recorded
    • All statuses current
    • No missing verifications
  4. Identify gaps and follow up

9. Handle Missing or Incomplete Checks​

  1. Identify resources without required checks
  2. Send notification to clubs:
    • Use Bulk → Notifications
    • Request missing verifications
    • Set deadline
  3. Follow up with clubs
  4. Update records as verifications received
  5. Update status to "Yes"

10. Maintain Ongoing Compliance​

  1. Schedule regular reviews (monthly/quarterly)
  2. Check for expired records
  3. Update renewals promptly
  4. Keep audit trail
  5. Monitor check-in displays for compliance visibility

Quick Reference Checklist​

  • Required document types configured in Settings
  • All resources have required background checks
  • All statuses are "Yes" or "No" (not Pending/Expired)
  • Records are current and not expired
  • Background checks display correctly at event check-in
  • Bulk imports completed without errors
  • Missing checks identified and requested
  • Compliance report generated
  • Renewal schedule established

Common Issues​

Status Value Not Accepted​

  • Problem: "Pending" or "Expired" not valid
  • Solution: Use only "Yes" or "No" for Status field

Bulk Upload Template Errors​

  • Problem: Excel upload rejected
  • Solution: Use exact 3-character codes for document types; verify Status is "Yes" or "No"; check resource names are exact

Resource Not Found in Dropdown​

  • Problem: Cannot select resource
  • Solution: Verify resource exists in Members module; check resource is Active; refresh page

Background Check Not Showing at Check-in​

  • Problem: Record doesn't appear during event check-in
  • Solution: Verify record saved successfully; check resource assigned to event; refresh check-in page

Important Notes​

Status Values​

  • Only Valid Values: "Yes" or "No"
  • NOT Valid: "Pending", "Expired", "In Progress"
  • Yes: Background check complete and verified
  • No: Background check not complete or failed

Document Types​

  • Must be configured in Settings → Documents first
  • Use exact 3-character code in bulk uploads
  • Cannot use document type not configured in Settings

Event Check-in Display​

  • Background checks shown for each resource during check-in
  • Ensures compliance verification at point of service
  • Links to location-specific documents available
  • Upcoming: DL verification for club site resources

Compliance Best Practices​

  • Keep records current and up to date
  • Renew before expiration
  • Regular audits for completeness
  • Quick response to missing verifications
  • Monitor check-in displays for real-time compliance

Time Estimate​

  • Single Background Check: 1-2 minutes
  • Bulk Upload (10-50 records): 10-15 minutes
  • Full Compliance Audit: 30-60 minutes
  • Monthly Review: 15-20 minutes
  • Event Check-in Review: Real-time display

Tips​

  1. Set Reminders: Track expiration dates and set renewal reminders
  2. Standard Codes: Use consistent 3-character document codes
  3. Bulk Operations: Use bulk upload for new resources or initial setup
  4. Regular Audits: Schedule monthly compliance reviews
  5. Clear Naming: Use clear document type names in Settings
  6. Quick Response: Process new background checks within 24-48 hours
  7. Check-in Testing: Test background check displays before events
  8. Club Site Integration: Prepare for upcoming DL verification features for club site resources