Background Checks
Updated 2 months ago
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Background Checks
Overview
The Background Checks feature integrates with Checkr to run background checks on trip participants directly from Gratona. This is essential for trips involving work with vulnerable populations, international travel, or organizational compliance requirements.
Prerequisites
Before using background checks, your organization must:
Have an active Checkr account.
Configure your Checkr API credentials in your Gratona account settings.
Initiating a Background Check
Navigate to Participants
Go to the Trip Details page and open the Participants tab.
Open action menu
Click the background check action button next to a participant's name.
Choose check package
Select the check package (the level/type of background check to run, as configured in your Checkr account).
Choose work location
Select the work location (geographic jurisdiction for the check).
Initiate
Click Initiate Check.
How It Works
Create candidate & invitation
Gratona sends a request to Checkr to create a candidate and invitation.
Participant receives email
The participant receives an email directly from Checkr with a link to complete the background check form.
Participant enters PII with Checkr
The participant enters their personal information (SSN, date of birth, etc.) directly with Checkr — this sensitive data is never stored in Gratona.
Checkr processes the check
Checkr processes the check (typically 1-7 business days).
Status updates via webhook
When the check is complete, Checkr sends a webhook notification and the status updates automatically in Gratona.
Background Check Status
Status is displayed in the Participants table:
Status | Description |
|---|
Privacy and Data Security
No PII stored in Gratona: Social Security numbers, dates of birth, and other sensitive information are entered directly with Checkr and never stored in your Gratona database.
Only the check ID, status, expiration date, and report URL are stored.
Report URLs are accessible only to organization administrators.
Check Validity
Background checks have a configurable validity period (default: 12 months). If a participant has a valid check from a previous trip, the system can recognize and reuse it, avoiding duplicate checks and costs.