SterlingBackcheck Integration
HomeTrak has partnered with SterlingBackcheck to provide background checks on new employees. We have developed an interface with SterlingBackcheck with which you can create background check requests with SterlingBackcheck directly from Companion and SterlingBackcheck will complete the check. When the background checks are completed, Companion will show the updated status and provide a link to the background check information.
The background checks features are contained within the Human Resources section of the Relationship Management Module and also have their own unique security options to control access.
Before configuring Companion to integrate with SterlingBackcheck, you must set up an Integration user account with Sterling.
Setup and Configuration
The interface setup to connect HomeTrak Companion to SterlingBackcheck is found in the Home tab of the Agency Office Module under the Interfaces tool. You will need to fill in account information here that you get from SterlingBackcheck in order for Companion to connect to your company's account to create and submit the background check requests.
| Field | Description |
|---|---|
| Account | This will need to be set to "Hometrak" |
| Organization | This will need to be set to "Hometrak" |
| Username | Your username to access SterlingBackcheck. This must be the username and password for your integration account, if it is different from your main user account. |
| Password | Your password to access SterlingBackcheck. |
| Packages | Set up a list of background check packages to use. Each of the packages you set up will require a Package Name that will be provided by SterlingBackcheck. For the Identifier field, enter in the Package Name again. Background Checks can also be set to expire after a certain number of months if you periodically recheck your employees. |
Submitting a Background Check Request
Background Checks can be added in the Human Resources tab of the Relationship Management Module. The Background Check options are found under the Documentation drop down menu tool on the ribbon.
To view any existing records or manually add a new background check for an individual person, click on the Background Checks sub-menu and select the first Background Checks tool to show the Background Checks for this person. To add a new Background Check, click the add button on the toolbar.
To submit a request, select the appropriate background check type from the drop down box on this screen and click on the "Submit Request" button to submit the background check request to SterlingBackcheck.
(The rest of the fields on this screen will be updated as the status of the background changes and are not editable by the user.)
To request background checks on multiple people at once, use the Background Checks - Bulk Add tool under the Background Checks sub-menu. You will be prompted to select the type of check and then for the list of people for whom to create the background check requests. The requests will be submitted for each selected person that is possible.
Checking the Status and Results of Background Checks
To update the status of any pending background checks in the system, click on the Background Checks - Update All tool under the Background Checks sub-menu in the Documentation drop down in the Human Resources tab in the Relationship Management Module. This will check and update the status of all un-completed background checks currently recorded in the system. (Alternatively, you can check an individual background check request by editing the record and clicking on the "Check Status" button on the screen.)
There is also a helpful Excel-style grid report in the Reporting Module for Background Checks, which will show you everyone who has a Background Check in the system, and the current status of the check.
Double click on a row in the Background Checks grid to view/edit that background check record.
When the status of the background check is Completed Review, you can view the actual results by editing the background check record. When the check has been completed, a "View Report" button will be visible on this screen which will allow you to view the actual completed report from SterlingBackcheck.
Expired Background Checks
If the background check option has an expiration, the grid report will show the expiration date of all completed checks.
In addition, there is a printed report for Expired Background Checks which will show those employees that have an expired Background Check, or is missing one.