Background checks aren't permanent — typically one to three years depending on your policy. Renewing means screening the person again with your provider and recording the new result here.
Finding who is due
Set the status filter on the Background Checks list to Expired to see everyone whose clearance has run out. Making that a standing habit — monthly, or before each ministry season — is the practical substitute for being chased about it.
Studio does not email you when a clearance is about to lapse, and it does not remove anyone from a team or role when one expires. Nothing changes on its own; the list is the reminder.
Renew someone
- Order the new screening with your provider the way you normally do.
- When the result comes back, open their existing record and update the Status, Cleared Date, and Expires to the new dates.
- Or record a fresh check if you'd rather keep the old one visible alongside it.
Keeping the history
If you want a paper trail across renewals, add a new record each time rather than editing the old one. Use Void on a record that shouldn't count any more — it stays in the history rather than disappearing. Editing in place is fine when you just want the current state and don't need the trail.
If a renewal comes back differently
Record it honestly — Needs Review if the provider flagged something, Failed if you've reviewed it and decided they're not cleared. Adding it as a new record rather than overwriting the old one leaves both outcomes visible, which is what you want if anyone ever asks how a decision was made.