You run the screening with your own provider, then record the outcome in Studio. Recording takes about fifteen seconds and is what gives you a single place to see who is cleared and when it lapses.
Record a check
- Go to Background Checks under Scheduler in the sidebar.
- Click Record a Check.
- Person (required) — start typing a name or email and pick them from the results.
- Provider — Checkr, MinistrySafe, Protect My Ministry, Sterling, Verified First, or Other. This is just a label recording who you used.
- Status — Not Started, In Progress, Cleared, Needs Review, Expired, or Failed.
- Cleared Date and Expires — when they were cleared and when it runs out. Filling in Expires is what lets you catch renewals later.
- Notes — anything worth remembering: the package you ordered, a reference number, who reviewed it.
- Click Add Record.
You can also set a person's background-check status straight from the Background Check field in their profile's Edit modal, which is handy when you're already there updating something else.
Start a record before you have a result
Set the status to Not Started or In Progress when you send someone off to be screened. That way the person is already on the list and you can see who you are waiting on, rather than only recording the ones that came back.
What Studio does not do
Studio does not order the check, does not receive the report, and does not decide the outcome. There is no provider account to connect and nothing to pay Studio for. Your screening provider handles the screening and bills you directly; Studio holds the resulting status and dates.
Fixing a record
Recorded the wrong person or the wrong date? Open the record and correct it. Use Void on the row when a record should no longer count but you want to keep the history rather than erase it.