Liberty Screening Setup and Use

Liberty Screening provides expert, professional applicant screening services that create efficiencies, improve processes, and reduce liability by identifying ideal candidates for your company.

With seamless access and an interactive workflow for managing background screening requirements, the solution offers a fast, simple, and intuitive user and applicant experience — allowing you to increase workforce productivity, reduce time-to-hire, and get more high-quality hires. Shared clients can order background checks, track status, and view completed reports without leaving AviontéBOLD.

On This Page

Integration Features

Integration Setup

Marketplace Integration Enablement

Liberty Screening Account Configuration & Validation

Marketplace Integration Configuration

Marketplace Audit

User Level Permissions

Job Requirements

How to Order a Background Check

Order Request Validation Errors

Mass Ordering Background Checks

Mass Ordering – With Provider Consent

Mass Ordering – With Staffing Company Consent

Background Check Management

Talent Audit

Talent Search Terms

Background Check Widget

Expiring Background Checks

Integration Features

• Self-serve integration setup
• Restricted user permissions
• System level background check placement requirements
• Company level background check placement requirements
• Mass ordering from talent search

• Expiring background check monitoring
• Background check talent search terms
• Supporting analyze reports
• Background check data uplifted to BI
• Supporting widgets
• Background check auditing

Integration Setup

This is a self-serve integration — you can enable and configure it as long as you have your account and user credentials from Liberty Screening. Users need the Marketplace Admin user permission enabled to enable and configure the integration.

Users who open Liberty Screening from the Marketplace without the Marketplace Admin permission will see the following message:

Marketplace Integration Enablement

You will find the Liberty Screening integration in the Marketplace and will have options to:

• Receive more information regarding Liberty Screening and the integration offering
• Enable the integration yourself if you are an existing Liberty Screening customer and have your Liberty Screening credentials

Liberty Screening Account Configuration & Validation

To utilize the Liberty Screening integration in BOLD, you will need to enter the following credentials:

• Account ID – Provided by Liberty Screening
• Username – Provided by Liberty Screening
• Password – Provided by Liberty Screening

Click the Verify Account button to validate the configured credentials.

Validation Errors

Validation errors will be displayed in the following situations:

• If the user doesn't have Marketplace Admin user permissions
• If required credentials are missing

Marketplace Integration Configuration

Once your Liberty Screening account is validated, complete your integration configuration.

Property	Value	Description
Consent Type [Provider / Staffing Company]	Provider	The background check provider will be sending the consent form to the talent.
		Requires the following talent data to place an order: First Name, Last Name, Email Address, Phone Number
	Staffing Company	The staffing company will be sending the consent form to the talent.
		Requires the talent to complete a consent form before the system will allow an order. Logged on Talent > Screening page: Consent Toggle = Yes, Consent Date logged.
		Requires the following talent data to place an order: First Name, Last Name, Email Address, Phone Number, Address, SSN, Date of Birth
Default Package Expiration (days)	Number	Allows clients to set a default value (in days) that will pre-populate in the New Background Check aside when ordering a background check for a talent.
Location ID	Autofilled	If a new office is added to BOLD after the Liberty Screening integration has been configured, the Location ID will need to be manually populated with "UserEmail" or the group email address that should be passed to Liberty Screening.

Marketplace Audit

Changes to the integration configuration are tracked in the Marketplace Audit.

You can filter the Marketplace Audit based on:

• Integration
• User
• Date Range

A search field is also available to perform keyword searches within the Marketplace Audit.

User Level Permissions

User level permissions help ensure that users have the proper access to background check data and features. By combining these permissions in BOLD, there is more flexibility in the level of access given to a user. For example:

• A user could have the ability to order and view results
• A user could have only the ability to order
• A user could have only the ability to view results

Property	Value	Description
Recruiter Review Access	True	User will be able to edit the background check Recruiter Review Status.
	False	The background check Recruiter Review Status is visible but not editable to the user.
Request Background Check	True	User will be able to order background checks.
	False	User will be unable to order background checks.
View Background Check Results Report	True	User will be able to view results of background checks. The View Report option will be visible in the Talent > Screening page, background check widget, and expiring background checks widget.
	False	User will be unable to view results of background checks. The View Report option will not be visible in the Talent > Screening page, background check widget, and expiring background checks widget.

Job Requirements

System Level Job Requirements

You can configure system-level background check requirements that apply to every placement made in BOLD.

Navigate to Utilities > Table Editor > New Filled Job Requirements – Integrations

Configuration Steps:

1. Select a package from the dropdown.
2. Click +.
3. Specify if the package is required to be passed or completed:
   • Passed – Validation will require the talent to have the package completed and designated a "Passed" recruiter review status.
   • Completed – Validation will require the talent to have the package completed.
4. Specify the "Within Days" value — the lookback period for a valid background check.

Custom Filled Job Requirements

You can configure company-level background check requirements that apply to placements made for jobs with the company requirement set.

Navigate to Company > Requirements

Configuration Steps:

1. Select a package from the dropdown.
2. Click +.
3. Specify if the package is required to be passed or completed:
   • Passed – Validation will require the talent to have the package completed and designated a "Passed" recruiter review status.
   • Completed – Validation will require the talent to have the package completed.
4. Specify the "Within Days" value — the lookback period for a valid background check.

Placement Validation

Upon placing a talent who doesn't meet either the system or company-level job requirements, an error will be displayed in the placement flyout.

How to Order a Background Check

The Create Background Check flyout and talent data requirements change based on the Marketplace Consent setting — Staffing Company or Provider.

Send a Single Background Check Request – With Provider Consent

1. Navigate to the Talent profile.
2. Select the Screenings tab.
3. Click Create a Background Check. The Create New Screenings flyout opens.
4. If multiple providers are being used, a Provider dropdown list appears — select Liberty Screening.
5. Enter required talent information — fields will pre-populate with talent data if it exists:
   • First Name
   • Last Name
   • Email
   • Mobile Phone Number
6. Select Location — only displays offices configured with a Location ID in the Marketplace that the current user has access to.
7. Select Package — multiple packages can be ordered at one time.
8. Verify and/or enter a value for Expires (days):
   • The number of days before a user can order the same package again
   • Prevents duplicate orders
   • Determines when the order shows on the Expiring Background Checks widget
9. Click Submit & Save Talent. If talent data was entered or updated in the flyout, it will be saved back to the talent record.

Send a Single Background Check Request – With Staffing Company Consent

1. Navigate to the Talent profile and select the Screenings tab.
2. Click Create a Background Check. The Create New Screenings flyout opens. If multiple providers are being used, a Provider dropdown list appears — select Liberty Screening.
3. Enter required talent information — fields will pre-populate with talent data if it exists:
   • First Name
   • Last Name
   • Email Address
   • Mobile Phone
   • Street Address
   • City
   • State
   • Zip
   • SSN
   • Birth Date
4. Select Location — only displays offices configured with a Location ID in the Marketplace that the current user has access to.
5. Select Package — multiple packages can be ordered at one time.
6. Verify and/or enter a value for Expires (days):
   • The number of days before a user can order the same package again
   • Prevents duplicate orders
7. Click Submit & Save Talent. If talent data was entered or updated in the flyout, it will be saved back to the talent record.

Order Request Validation Errors

When there is an issue with the talent's data that would cause failure in creating an order with Liberty Screening, an error will be displayed in the flyout.

Example: Incorrect education "To" value — Incorrect Value: 2020

Mass Ordering Background Checks

Mass background checks can be ordered from three places in BOLD:

Talent Search

1. Navigate to the Talent search page.
2. Select up to 15 talent. If more than 15 are selected, you will receive an error when ordering.

Job > Nominated

1. Navigate to a job candidate screen.
2. Under the Nominated section, select up to 15 talent. If more than 15 are selected, you will receive an error when ordering.

Job > Pipelined

1. Navigate to a job candidate screen.
2. Under the Pipelined section, select up to 15 talent. If more than 15 are selected, you will receive an error when ordering.

Mass Ordering – With Provider Consent

1. Click the Mass Background Check mass action.
2. If multiple providers are being used, a Provider dropdown list appears — select Liberty Screening.
3. Select Location and Package; enter a value for Expires (days).
4. Click Continue.

5. A data validation check runs to confirm if the selected talent records have all required data elements to place the order.
   • If required data is missing, those talent records will be displayed in the flyout
   • The flyout will display the number of records that need to be updated
   • Links to talent records are provided for quick navigation
   • Missing required information will be highlighted
   • Click Continue to page through the talent records that require updates

6. Once all required talent data has been entered, you'll receive a message in the flyout instructing you to submit the order.

7. A confirmation message will display the number of successful and failed orders:
   • Successful orders displayed in green
   • Failed orders displayed in red
   • Errored talent listed in the flyout
   • Expand the screen to see detailed error information
   • Depending on the error, you can fix the issues and click Reprocess Failed Requests to order again

Mass Ordering – With Staffing Company Consent

1. Click the Mass Background Check mass action.
2. If multiple providers are being used, a Provider dropdown list appears — select Liberty Screening.
3. Select Location and Package; enter a value for Expires (days).
4. Click Continue.

5. A consent validation check runs to confirm if the selected talent records have completed a consent form. This checks against the Consent field on the Talent > Screening page.

6. A data validation check runs to confirm if the selected talent records have all required data elements to place the order.
   • If required data is missing, those talent records will be displayed in the flyout
   • The flyout will display the number of records that need to be updated
   • Links to talent records are provided for quick navigation
   • Missing required information will be highlighted
   • Click Continue to page through the talent records that require updates

7. Once all required talent data has been entered, you'll receive a message in the flyout instructing you to submit the order.

8. A confirmation message will display the number of successful and failed orders:
   • Successful orders displayed in green
   • Failed orders displayed in red
   • Errored talent listed in the flyout
   • Expand the screen to see detailed error information
   • Depending on the error, you can fix the issues and click Reprocess Failed Requests to order again

Background Check Management

Several tools are available to help you manage your background checks and results efficiently so you can place talent on jobs quickly.

Talent Screening Page

Once a background check is ordered, it will be added to the Talent > Screening page.

Features & Field Definitions

Field	Description
Consent Fields	Used to indicate if the talent completed a background check consent form.
	If the Marketplace consent setting is set to Staffing Company and the Talent Given Consent field is set to No, the Create a Background Check button will be greyed out.
Table Filters	Allows you to filter orders by provider, package, status, and score.
Provider	Displays the provider the background check was ordered through.
Order Date	Date the background check was ordered.
Completed Date	Date results are received from Liberty Screening.
Package Sent	Name of the package ordered.
Status	Current state of the order.
	Status Values: Sent, Pending Signed Consent, Pending Talent Action, Pending Recruiter Action, Results Pending, Completed
Score	Not provided to Avionté by Liberty Screening.
Adverse Action	Dropdown field that allows for manual tracking of the pre-adverse action status of an order.
	Status Values: Initiated, Contested, Cleared, Adverse Action
View Report	Gives the user access to the detailed results on Liberty Screening's site.
	The report button will be displayed upon submitting the order to the partner.
	Users will only be able to view the report if they have the proper access through their account with Liberty Screening.
Details Button	Displays additional order information.
Expires On	Displays the date the order will expire on.
	Once the expiration date has passed, the package can be ordered again for that talent.
	The date can be edited if needed.
Recruiter Review	Status Values: Not Reviewed, Meets Requirements, Doesn't Meet Requirements

Talent Audit

Changes made to the background check order — from either the user or Liberty Screening — are tracked in the talent audit.

Talent Search Terms

Background Check Consent

Background Check Consent search terms in BOLD allow you to search for and find talent based on their background check consent status.

Search Term Options

Option	Search Returns
Yes	Talent who have a Background Check Consent status of Yes in their Talent > Screenings tab. When Yes is selected, a Consent Date section becomes available, allowing you to narrow results by the date the talent gave consent.
No	Talent who have a Background Check Consent status of No in their Talent > Screenings tab.
Pending	Talent who have no background check consent record on file.

Note: The Background Check Consent search term can also be pinned to your Talent Search for quick access. No selection is pre-filled by default (unless using a saved search).

Background Checks

Background Checks search terms have been added to BOLD. The search terms allow you to perform searches to find the right results.

Search Term Options

Search Term	Value Options	Use Case	Type
Background Checked	Applicants Who Have Had	Used to find talent who have had a background check	Single-select list
	Applicants Who Haven't Had	Used to find talent who haven't had a background check
Provider	Background check provider(s) that are enabled	Used to find talent who have or haven't had background checks for a specific provider	Single-select list
Branch	Offices with Liberty Screening location IDs configured in the Marketplace	Used to find talent who have or haven't had background checks for a specific office	Multi-select list
Package	Available packages	Used to find talent who have or haven't had background checks for a specific package	Multi-select list
Recruiter Status	Not Reviewed	Used to find talent who have or don't have background checks in a specific recruiter review status	Multi-select list
	Meets Requirements
	Does Not Meet Requirements
Background Check Status	Sent	Used to find talent who have or don't have background checks in a specific order status	Multi-select list
	Pending Signed Consent
	Pending Talent Action
	Pending Recruiter Action
	Results Pending
	Completed
Date Range	From Date	Used to find talent who have or don't have background checks ordered within a certain date range	Date
	To Date

Background Check Widget

The background check widget can be used to manage open background check orders, orders with results that need to be reviewed, and completed orders.

Ordered

Background checks that have been ordered and are pending results back from Liberty Screening.

Needs Review

Background checks that have been ordered where results have been received from Liberty Screening and need to be reviewed.

Completed

Background checks that have results back and have been reviewed.

Expiring Background Checks

The Expiring Background Checks widget can be used to manage background checks that have expired or will be expiring within a maximum of 90 days.

Adding a Background Check Order to the Widget

Background check orders are shown in the widget if the Expiration Date on the order falls within the widget's parameters.

• Where to set and edit the order expiration date

Removing a Background Check Order from the Widget

Background check orders are removed from the widget in three ways:

• When a new background check with the same package is ordered
• If the Expiration Date on the order is edited to fall outside of the widget parameters
• If the Expiration Date on the order is removed

Re-Ordering Background Checks from the Widget

Background checks can be re-ordered directly from the widget by clicking the Create New button.