You choose the status when you record a check, and you update it yourself as things change. Nothing moves on its own — these are labels you set, not a pipeline Studio advances for you.
The statuses you can set
- Not Started — you intend to screen this person but haven't begun. Useful for building a to-do list of who still needs one.
- In Progress — they've been sent to your provider and you're waiting on the result.
- Cleared — the check came back clean. Set the Cleared Date and Expires so you can catch the renewal later.
- Needs Review — the provider returned something that isn't a clean pass but isn't automatically disqualifying either. Somebody needs to look at the actual report and decide.
- Failed — you reviewed it and decided this person isn't cleared for the role.
- Expired — a past clearance whose date has run out.
Needs Review is a decision, not a verdict
Providers often return something like "consider" rather than a straight pass or fail — a record exists, and whether it matters depends on the role, its age, and your policy. Studio records that as Needs Review and stops there. It will never mark someone Failed on a provider's behalf. Reading the report and making the call is yours; Studio just remembers what you decided.
Filtering the list
The status dropdown above the list filters to Cleared, Needs Review, Expired, Failed, or Voided. Checking Expired and Needs Review every so often is the habit that keeps a clearance from quietly lapsing.
Expiration windows
There is no default expiry — you type the Expires date on each record, so it can match whatever your provider issued or your policy requires. One to three years is typical depending on your state's guidelines and your insurance. A record with no Expires date will never show up as expiring, so fill it in.
Who can see what
The status and dates are visible to team members with access to this area. The underlying report — the actual records, dates, and jurisdictions — is never in Studio at all. It stays on your screening provider's portal, visible only to whoever you've given access there.