Staff & Human Resource ManagementPurpose
1.2 Automatically remind HR, hiring managers, and candidates regarding outstanding or incomplete checks.
1.3 Ensure compliance in education sector background screening, automating follow-up and escalation steps.
1.4 Minimizes manual tracking errors, automates updates in staff onboarding portals.
1.5 Enhance auditability and documentation by centralizing automated timelines of communication and compliance efforts.
Trigger Conditions
2.2 Passage of predefined time thresholds without status update (e.g., 3, 7, or 14 days).
2.3 Manual staff request for update automation through HR portal entry.
2.4 Receipt of external notification emails into monitored HR inbox drives automation.
2.5 Change in staff profile completeness in HRIS triggers automated reminder workflow.
Platform variants
3.1 Workday
- Feature/Setting: Configure automated outbound webhooks via Workday Studio when background check step updates.
- Example: Automate scheduled reminders and real-time status updates via Workday Reports-as-a-Service API.
3.2 BambooHR
- Feature/Setting: Use BambooHR Webhooks to automate triggers on custom fields for background check status.
- Example: API call to update status and trigger reminder automation via BambooHR Event Listener.
3.3 Greenhouse
- Feature/Setting: Automate candidate background check webhook triggers and status email notifications.
- Example: Automator for Greenhouse Harvest API on status_change webhooks.
3.4 Checkr
- Feature/Setting: Automate status callback webhooks for background check status and automate reminders if pending.
- Example: Configure Checkr Webhook to POST status to workflow engine.
3.5 Twilio
- Feature/Setting: Automate SMS/voice reminders via Twilio Notify and Programmable SMS API.
- Example: Automator triggers personalized SMS reminders for delayed responses.
3.6 SendGrid
- Feature/Setting: Automate tailored email notifications using SendGrid Marketing Campaign API.
- Example: Auto-send background check status emails via trigger condition mapping.
3.7 Microsoft Power Automate
- Feature/Setting: Automate flows connecting Office 365, Teams, and SharePoint HR folders for status updates.
- Example: Automated update to Teams channel and Outlook notification.
3.8 Slack
- Feature/Setting: Automate Slack bot message reminders to HR channel for follow-up.
- Example: Slack Events API posts automated alert based on webhook trigger.
3.9 SAP SuccessFactors
- Feature/Setting: Automate background check data field updates and automated reminder notifications via Integration Center.
- Example: Automator that emails line managers if check overdue.
3.10 DocuSign
- Feature/Setting: Automate sending, signing, and status updates of compliance documents with DocuSign Connect webhooks.
- Example: Automated notification if DocuSign envelope “In process” over 72 hrs.
3.11 Asana
- Feature/Setting: Automate project task for each background check and reminders on uncompleted tasks via API.
- Example: Automatedly create due date tasks for pending staff checks.
3.12 Google Workspace
- Feature/Setting: Automate Gmail/Calendar event reminders, update Sheets logs via App Script.
- Example: Automated follow-up reminders sent from monitored HR Gmail account.
3.13 Monday.com
- Feature/Setting: Automate item change automations and notify through board updates when status changes.
- Example: Automated status column drives automated notification and time-based reminders.
3.14 ServiceNow
- Feature/Setting: Automate incident and request creation with SLA timers for overdue background checks.
- Example: Automator notifies HR and escalates overdue records.
3.15 Zoho People
- Feature/Setting: Automate workflow triggers for document verification status and scheduled reminders.
- Example: Automatedly notify candidates through Zoho People’s Workflow Automation.
3.16 Salesforce
- Feature/Setting: Automate updating candidate object with status and sending task reminders via Process Builder.
- Example: Automatedly create follow-up tasks if “Check Status” isn’t cleared.
3.17 HubSpot
- Feature/Setting: Automate workflows for updating properties, sending emails.
- Example: Automated status change workflow and candidate communications.
3.18 Freshservice
- Feature/Setting: Automate ticket creation and scheduled reminders for incomplete checks.
- Example: Automated reminders sent to assignee at time intervals.
3.19 ADP Workforce Now
- Feature/Setting: Automate onboarding checklist item monitoring and escalate overdue checks via API callback.
- Example: Automator for status field triggers automated escalation emails.
3.20 Trello
- Feature/Setting: Automate checklist completion reminders, card comments for overdue checks via Power-Ups and Webhooks.
- Example: Automate reminders on card inactivity tied to “Background Check” list.
3.21 Oracle HCM
- Feature/Setting: Automate workflow for pending items, update dashboards, and trigger reminders.
- Example: Automated notification when “Background Check” stays “Pending” X days.
Benefits
4.2 Ensures no overdue background checks with clear, automated reminders.
4.3 Improves candidate and staff experience via timely, automated communications.
4.4 Single source of truth for background check automation audit trails.
4.5 Allows staff to focus on core educational duties while automating repetitive checks and updates.