FAQs

Let’s try to answer your questions quickly!

Ordering & Applicants

Questions related to new orders and applicants

8 answers

You only need a valid, US issued credit card and your applicant’s email address. Gone are the days of printing forms and disclosures for your applicant to sign and fill out. Let us handle the administration and compliance!

No! We create your account when you place your first order.

Once we successfully charge your credit card, you will receive an email with instructions on how to set your password and access your ClearChecks dashboard.

Zero. Ziltch. Nada. None. We do not believe it is good business to charge a business a fee to be our customer. You only pay for the reports you order with no monthly fee or minimum orders.

Some counties or states may impose surcharges for certain types of reports. We will always disclose these fees up-front and before charging you. We do not mark these surcharges up, and pass them directly to our customers.

High volume enterprise discounts with minimums may be outlined in a contractual relationship.

To place an order, all we need is your applicant's email address.

No more printing forms and disclosures for your applicant to sign and fill out.

Let us handle the administration and compliance!

The ClearHire National Database report typically turns around the same-day your applicant completes the online forms we email to them.

County searches vary. We provide estimated turnaround times for every 3,000+ counties in the order page.

Motor Vehicle Records typically turnaround same-day except for Pennsylvania. PA is 5-10 business days.

Drug tests (5, 9, & 10 panel) typically turnaround within 2-3 days of specimen collection.

When viewing your applicants in the “Applicants” tab on the left hand side

  1. Click the button with the email icon that says "Clicked", "Opened", or "Resend" to the right side of the applicant row
  2. A window will pop up where you can enter the same email (say if you made a mistake) or a different email (for a new applicant)
  3. Click Update & Send Email, the email will be resent to the email address

If you reassign the order to a new applicant email address, don’t worry! The old link sent to the invalid or old email address will be disabled.

Not everyone accepts a job offer. It happens. ClearChecks offers a 100% money back guarantee on all reports ordered that we have not run.

If this happens you have one of two options:

  1. Update the email from the old applicant to the new applicant you’re interviewing
  2. Email us at support@clearchecks.com letting us know you’d like a refund for the email address of the applicant for which you bought the report

If you reassign the order to a new applicant email address, don’t worry! The old link sent to the invalid or old email address will be disabled.

We do not offer an unlimited search product. All our reports are priced per report, per applicant.

Many other online sites that offer an unlimited subscriptions price are typically non-FCRA and public record searches that can not be used for employment purposes, since there is no compliance or disclosures to search these records.

Background Reports

Questions about background checks

5 answers

You may print a background check report or save as a PDF.

  1. When viewing the report you would like to print, click the "Print Report" button at the top of the page
  2. A new window will pop up with a print display
  3. You can print to paper, "Print to PDF" or "Save As PDF"

The length of time criminal records can be reported is regulated by the FCRA and the state laws where your business is located. For our National criminal database searches, we limit the scope of the search to the following years.

The following states we limit criminal conviction records to 7 years:

CA, CO, KS, MD, MA, MT, NH, NM, NY, TX, WA

Other states do not have any specific regulations, but we limit criminal convictions to 15 years:

County-level searches can vary by the jurisdiction, and how long they are required to retain and disclose the records. Most counties will respond with 7-10 year history, while the states above will limit the search at most to 7 years.

We have partnered with LabCorp to deliver the highest level of quality in specimen collection and review.

Locations for Employment Drug Testing can be found here:

https://www.labcorpsolutions.com/ots/FindSite.do

For some states it's more efficient to run a statewide county search, which search all the counties in a state.

This is an option for searches in AL, CO, CT, DE, IA, ID, MD, NC, NM, NY, RI, and VA.

To get the most-accurate criminal records, we recommend the ClearHire Complete with County search.

There are many reasons why the record may not appear in a report:

  1. Have the records in question have been sealed or expunged?
  2. Are they older than 7 years? The records recent and the conviction hasn’t been released to the public record
  3. That state or that county may not make criminal convictions public
  4. There may not be enough public information available to match with your applicant

Accounts

Questions about your ClearChecks account

4 answers

Yes! ClearChecks supports teams so you can add your co-workers, and create teams to group applicants and reports by office location or company groups.

  1. Login to your ClearChecks dashboard, navigate to "Account & Billing" on the side navigation.
  2. Click "Profile & Teams" and click the "Account & Teams" tab.
  3. You can create teams, invite team members, and edit your profile.

We already have a default team set for you. Edit/update this team if you want new users to have access to existing reports.

Zero. Ziltch. Nada. None. We do not believe it is good business to charge a business a fee to be our customer. You only pay for the reports you order with no monthly fee or minimum orders.

Some counties or states may impose surcharges for certain types of reports. We will always disclose these fees up-front and before charging you. We do not mark these surcharges up, and pass them directly to our customers.

High volume enterprise discounts with minimums may be outlined in a contractual relationship.

Copies of PDF invoices are located in your account. Each invoice contains the order details, and the cost breakdown including taxes. For your convenience, we also include the applicant email addresses in the order at the bottom.

  1. Login to your ClearChecks dashboard, navigate to "Account & Billing" on the left-side navigation
  2. Click "Billing & Invoices" sub-menu item
  3. Here you will see a list of invoices, and click "View PDF" to see full invoice and print

Login to your ClearChecks dashboard, click "Developers & API" on the left-side navigation.

  1. Under "Create API Token", give the API Token a name and click create
  2. Once you have an API Token refer to the API documentation here

If you are a HR software platform and would like to integrate and have more questions, email partners@clearchecks.com.

Disclosures & Compliance

Questions about digital signatures and required disclosures.

5 answers

The Fair Credit Reporting Act (or "FCRA") was enacted to promote the accuracy, fairness and privacy of consumer information contained in the files of consumer reporting agencies.

You can read more about it here: https://www.clearchecks.com/fcra.html

Your applicant will need to provide us with their legal name, current address, date of birth, US issued Social Security Number (SSN).

If a motor vehicle search is ordered, your applicant will need to provide us a valid drivers license details and a picture of their license.

Below are the disclosures provided to applicants:

All US Applicants

Summary of Your Rights Under the Fair Credit Reporting Act

E-Sign Notice Act

Consumer Report Disclosure

Consumer Investigate Report & Authorization

California Residents

California State Disclosure

San Francisco Fair Chance Ordinance (if applies)

Los Angeles Fair Chance Ordinance (if applies)

New York Residents

New York State Disclosure

New York Fair Chance Act Notice

NY Article 23-A of the New York Correction Law

New York Residents

New Jersey State Disclosure

Massachusetts Residents

Massachusetts State Disclosure

Minnesota Residents

Minnesota State Disclosure

Washington State Residents

Washington State Disclosure

A "Pre Adverse Letter" or a "Final Adverse Event" can be sent to an applicant in the report view.

  1. Click the button "Send Pre-Adverse Notice" or "Send Final Adverse Notice" at the top of the report
  2. This will send a copy of the background check report and required FCRA, State, or local disclosures
  3. If there is a dispute with the accuracy of the report, they are sent instructions to contact our team to resolve any inaccuracies
  4. The report will have a red bar across the top of the report with the date and time each notice was sent
  5. All Adverse Event reports are stored together in a report filter on the side navigation under "Background Reports"
  6. When a report is corrected or confirmed, we will send a resolution to both the employer and applicant, and move the report back to a Complete status.

ClearChecks uses a National criminal database search for our ClearHire (non county-level) criminal records search. If records appear in a report, we are required by the FCRA to provide what is called a 613 Contemporaneous Notice to the applicant.

If criminal records appear on a background check report, you are not required to notify the applicant, unless you plan to take adverse action against the applicant, or if they live in certain states. That is, if based in-part on the background check report, you decide to terminate or no longer consider the applicant for employment, you must provide a "Pre-Adverse Notice”.

A Pre-Adverse Notice informs an applicant of their FCRA Rights, State and local disclosures, and allows the applicant to view their background check report disputing any inaccurate record(s). If any record is disputed, ClearChecks will then investigate and determine if the record(s) are accurate, and provide the employer and the applicant with a resolution.

The FCRA requires Consumer Reporting Agencies, like ClearChecks, to follow certain procedures when public or criminal records are found that may be adverse to the applicant. Per Section 613 of the FCRA we must inform the applicant via a 613 Contemporaneous Notice that records were found that could be adverse to their employment.

When a ClearHire national database search returns records, we send the email notice below to the applicant.

We always ask employers reviewing records to make sure they look closely at the records full name, date of birth, and any other identifying information that matches the applicant.

If you take adverse action, you must submit a "Pre-Adverse Notice". This allows the applicant to quickly review the background check report, and resolve any concerns about the records. ClearChecks will then investigate the dispute, and issue a corrected report if necessary.


If you didn’t find what you needed, contact a team member here