The Background Checks feature integrates with Checkr to run background checks on trip participants directly from HelpYouSponsor. 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 HelpYouSponsor account settings.
Initiating a Background Check
1
Navigate to Participants
Go to the Trip Details page and open the Participants tab.
2
Open action menu
Click the background check action button next to a participant's name.
3
Choose check package
Select the check package (the level/type of background check to run, as configured in your Checkr account).
4
Choose work location
Select the work location (geographic jurisdiction for the check).
5
Initiate
Click Initiate Check.
How It Works
1
Create candidate & invitation
HelpYouSponsor sends a request to Checkr to create a candidate and invitation.
2
Participant receives email
The participant receives an email directly from Checkr with a link to complete the background check form.
3
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 HelpYouSponsor.
4
Checkr processes the check
Checkr processes the check (typically 1-7 business days).
5
Status updates via webhook
When the check is complete, Checkr sends a webhook notification and the status updates automatically in HelpYouSponsor.
Background Check Status
Status is displayed in the Participants table:
Status
Description
Pending
Check initiated, awaiting participant action
Invited
Participant has been invited to complete the form
In Progress
Participant has submitted info, Checkr is processing
Clear
Check completed with no findings
Consider
Check completed with findings that require review
Failed
Check could not be completed
Expired
Check validity period has lapsed
Privacy and Data Security
No PII stored in HelpYouSponsor: Social Security numbers, dates of birth, and other sensitive information are entered directly with Checkr and never stored in your HelpYouSponsor 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.
