> For the complete documentation index, see [llms.txt](https://docs.helpyousponsor.com/guides/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helpyousponsor.com/guides/core-features/program-management/trips/background-checks.md).

# 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:

1. Have an active **Checkr** account.
2. Configure your Checkr API credentials in your Gratona account settings.

## Initiating a Background Check

{% stepper %}
{% step %}

### Navigate to Participants

Go to the **Trip Details** page and open the **Participants** tab.
{% endstep %}

{% step %}

### Open action menu

Click the background check action button next to a participant's name.
{% endstep %}

{% step %}

### Choose check package

Select the **check package** (the level/type of background check to run, as configured in your Checkr account).
{% endstep %}

{% step %}

### Choose work location

Select the **work location** (geographic jurisdiction for the check).
{% endstep %}

{% step %}

### Initiate

Click **Initiate Check**.
{% endstep %}
{% endstepper %}

## How It Works

{% stepper %}
{% step %}

### Create candidate & invitation

Gratona sends a request to Checkr to create a candidate and invitation.
{% endstep %}

{% step %}

### Participant receives email

The participant receives an email directly from Checkr with a link to complete the background check form.
{% endstep %}

{% step %}

### 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.
{% endstep %}

{% step %}

### Checkr processes the check

Checkr processes the check (typically 1-7 business days).
{% endstep %}

{% step %}

### Status updates via webhook

When the check is complete, Checkr sends a webhook notification and the status updates automatically in Gratona.
{% endstep %}
{% endstepper %}

## 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 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.