Background Checks
Updated 2 weeks ago
Background Checks
Overview
The Background Checks feature integrates with Checkr to run background checks on trip participants directly from Gratona. This is essential for trips involving work with vulnerable populations, international travel, or organizational compliance requirements.
Prerequisites
Before using background checks, your organization must:
Have an active Checkr account.
Configure your Checkr API credentials in your Gratona account settings.
Initiating a Background Check
1
Navigate to Participants
Go to the Trip Details page and open the Participants tab.
2
Open action menu
Click the background check action button next to a participant's name.
3
Choose check package
Select the check package (the level/type of background check to run, as configured in your Checkr account).
4
Choose work location
Select the work location (geographic jurisdiction for the check).
5
Initiate
Click Initiate Background Check.
How It Works
1
Create candidate & invitation
Gratona sends a request to Checkr to create a candidate and invitation.
2
Participant receives email
The participant receives an email directly from Checkr with a link to complete the background check form.
3
Participant enters PII with Checkr
The participant completes the background-check application, including any required identity information, directly with Checkr.
4
Checkr processes the check
Checkr processes the check (typically 1-7 business days).
5
Status updates via webhook
When the check is complete, Checkr sends a webhook notification and the status updates automatically in Gratona.
Background Check Status
Status is displayed in the Participants table:
Status | Description |
|---|
Privacy and Data Security
Participants enter background-check identity information in Checkr. Gratona retains donor and participant contact details, the check record, and provider event information used to track the check.
Gratona stores the check ID, status, expiration date, report URL, package, provider IDs, result summary, timestamps, reuse linkage, and webhook payload data.
Staff can use View report in the participant row when a report URL is available.
Check Validity
Background checks have a configurable validity period (default: 24 months, or 2 years). If a participant has a valid check from a previous trip, the system can recognize and reuse it, avoiding duplicate checks and costs.