What to Know About Technology Integrations for Background Checks

The basics of background check integrations

What are the benefits of integrating background checks with an ATS or HRIS?

Integrating background checks with an applicant tracking system (ATS) or human resource information system (HRIS) helps employers streamline hiring and improve data accuracy. Information entered by candidates or recruiters can flow directly between systems, minimizing duplicate work and helping maintain consistent documentation.

How do background check integrations work?

Background check integrations connect screening platforms with hiring and HR systems through application programming interfaces (APIs), web services, or standardized data exchanges. These connections allow information to move automatically between systems while maintaining consistency.

APIs

APIs enable software platforms to exchange data directly. When properly implemented, they can securely exchange data using authentication, encryption, and access controls. Connections may be made locally, across networks, or within cloud environments. For background screening, they can automatically transfer candidate information, initiate screening orders, and return status updates and completed results as they become available.

Web Services

Web services allow systems to exchange information over a network using standardized protocols, commonly through HTTP or HTTPS. They may be used to submit orders, retrieve status updates, and return completed results.

Data Exchanges

Standardized data exchanges use common data formats to share information consistently between different platforms. They help to reduce compatibility issues and improve the accuracy of information transferred between systems. 

What systems can background screening platforms integrate with?

Most background screening platforms can integrate with a variety of workforce management technologies. Common platform types include:

• Applicant Tracking Systems (ATS)

• Human Resource Information Systems (HRIS)

• Human Capital Management (HCM) platforms

• Onboarding software

• Identity verification tools

• Electronic I-9 and employment eligibility systems

• Drug testing and occupational health platforms

• Vendor management systems 

How are screening platform integrations set up?

Screening platform integration setups involve different steps depending on the type chosen. Native integrations are generally faster to configure, whereas custom APIs require careful consideration and longer implementation timelines. Below are examples of common steps employers and screening providers follow to establish integrations:

Connecting to Established Integrations

1. An OAuth 2.0 handshake is initiated, and the administrators authorize an encrypted security token exchange.

2. Administrators perform data mapping to ensure the searches, packages, and results are appropriately transferred between systems. Billing designations may also be set to differentiate hiring across locations.

3. Webhooks and triggers are defined to enact specific responses from each system.

4. Testing is performed to ensure functionality on both ends before being opened to orders.

Connecting to APIs

1. System needs are defined and detailed with the screening partner.

2. An account is created and configured in the partner’s platform.

3. The steps required for setup are provided and walked through.

4. Parameters are created to properly map data fields across platforms.

5. Testing and quality control are performed in a test or user acceptance testing (UAT) environment before launch. 

Maintaining security and compliance across integrated HR systems

What security standards should integrated background screening platforms meet?

Integrated background screening platforms should adhere to recognized security frameworks to protect sensitive personally identifiable information (PII). Strong security controls help safeguard data during transmission, processing, and storage.

Key security features include data encryption, multi-factor authentication, role-based access controls, API authentication, continuous security monitoring, and incident response procedures. Employers should also look for vendors that undergo independent audits, such as SOC 2 assessments, and align with recognized FCRA (Fair Credit Reporting Act) technical safeguards.

How do integrations improve compliance?

Integrations help improve compliance by automating required processes for disclosures, authorizations, and adverse action. It’s important to keep these procedures consistent across candidates to minimize the likelihood of unintended discrimination under federal law.

Common background check integration challenges and solutions

Are data mapping issues common in background check integrations?

Data mapping issues are one of the most common challenges encountered during integration projects. They occur when information fields in one system don’t align with those in another, resulting in missing, duplicated, or incorrectly formatted data. Proper planning and testing with the integration partner can help minimize these issues before deployment.

What challenges do employers face with screening integrations?

Some of the most common challenges in screening integrations are system compatibility and workflow configuration. Organizations often need to coordinate between multiple departments to ensure data flows correctly between systems. Successful implementations usually involve collaboration among HR, IT, compliance, and screening partners.

What should employers look for in a background check integration?

Employers should look for integrations that support data security, regulatory compliance, and user experience. An effective integration should allow hiring teams to initiate, monitor, and review background checks within the systems they already use.