A candidate is an individual who will go through the background check process as part of the recruitment, onboarding, or compliance related events. Paylocity will post the candidate information for screening using the webhook URL registered by the background check provider.
Paylocity is not responsible for candidate compliance nor PII. It is the sole responsibility of the background vendor to ensure that all compliance and PII steps are completed on their side. To ensure this, Paylocity recommends that the background check partners capture the candidate’s consent and the relevant PII data via their web/mobile experience. Paylocity will provide basic candidate information to the background check partner so that you can initiate the next steps in the journey by contacting the candidate via email or text messages.
Callback URL: The URL registered by your company to receive the candidate information for processing the screening request.
The table below explains the order and service statuses with the relevant definitions.
| Order Status | Definition |
|---|---|
| Ordered | Default status when the screening request is submitted. Screening partner doesn’t have to send this back to PCTY since it’s the default status. |
| WaitingOnCandidate | When the screening partner has initiated the screening process by emailing the candidate. |
| InProgress | When the candidate or employee has submitted the information required for screening. At this point the screen is in progress, and we are waiting for the background vendor to complete the orders. |
| Hold | When more information is requested from the candidate or employee to run the screening. |
| Complete | When the screen is complete. At this point all the underlying service orders are completed (e.g., SSN trace, MVR, education verification, etc.) and a final report is available to the client. |
| PreAdverseActionSent | When the pre-adverse action is initiated by the recruiter via the partner application. |
| AdverseActionCancelled | When the adverse action is cancelled after the review. |
| Dispute | When candidate disputes the adverse action. |
| AdverseActionSent | When the adverse action is final, and the notice is sent. |
| CompleteWithCancelled | Report partially completed with canceled screenings, no charges found. |
| Cancelled | All screenings canceled before processing, or automatic completion due to specific exceptions. |
| CompleteNeedsReview | Report completed, charges found. Requires review. |
| CompleteNotEligible | Report post-adverse actioned automatically. |
| Suspended | Screening suspended due to unresolved exceptions |
| Resumed | Suspended report resumed. |
| CompleteDisputed | Report disputed by the candidate. |
| InvitationExpired | Screening invite expired. |
| InvitationCancelled | Invite cancelled via Partner Dashboard. |
The table below shows statuses of underlying services (e.g., SSN trace, MVR, education verification, etc.) of screening order.
| Services Status | Definition |
|---|---|
| Pending | Default status when the screening request is submitted. Screening partner doesn’t have to send this back to PCTY since it’s the default status. |
| InProgress | When the candidate or employee has submitted the information required for screening. At this point the screen is in progress, and we are waiting for the background vendor to complete the orders. |
| Completed | When the screening for an underlying service is complete. Note: This does not mean that the order is complete. It only represents that the included screening within the package is complete. |
| Cancelled | Service was cancelled, maps to several package-level canceled statuses. |
| NeedsReview | Charges found during the service, requiring review. |
| NotEligible | Resulting from post-adverse action, matches package level. |
| Suspended | Service suspended, awaiting resolution of issues. |
| Disputed | Service result disputed by the candidate. |
| Expired | Service or invitation expired without completion. |
NEW! Dynamic Services
Partners now have the ability to update existing orders with additional services that were incorporated into the background check package after the original order was placed. This functionality is particularly useful in scenarios such as adding extra county searches. Partners can utilize the existing 'PATCH updates screening services endpoint' to make these updates. By providing the order ID, partners can update the status of existing services and add new services by specifying their status as well. It's important to note that any new services added will apply exclusively to the specific order in updated and will not affect any other orders using the same package.