Background Checks

Background checks help protect your congregation, especially children and vulnerable adults. The platform lets you track which members require a background check, record whether it has been completed, and store supporting documents — all within the member profile.

Note

The platform does not run background checks directly. It provides a tracking system so you can record the status of checks performed through your preferred external provider.

When to Require a Background Check

Common scenarios where churches require background checks:

Volunteers working with children or youth
Staff members and paid employees
Worship team or small group leaders
Anyone transporting minors to church events

Marking a Member as Requiring a Check

Open the member form

Edit the member from the member directory (kebab menu → Edit) or open the member form when adding someone new.

Go to the Background Check step

Navigate to the Background Check step in the multi-step form. It appears after the Teams & Roles step.

Toggle Background Check Required

Turn on the Background Check Required switch. Once enabled, additional fields appear for tracking the check's status.

Recording Completion

Once a background check has been completed through your external provider:

Mark as completed

Toggle the Background Check Completed switch to Yes.

Set the completion date

Enter the date the background check was completed. This helps you track when renewals are due.

Uploading Documents

You can attach supporting documents to a member's background check record. Accepted file types include PDF, DOC, DOCX, and common image formats. Each file can be up to 10 MB.

Click Upload Document

In the Background Check step of the member form, click the upload area to select a file from your device.

Review uploaded files

Uploaded documents appear as a list below the upload area. You can remove a document by clicking its delete button.

Warning

Background check documents may contain sensitive personal information. Only admins with the members.edit permission can view or modify these files.

Staff Notes

The Internal Notes field lets you add private notes about the background check — for example, the provider used, any flags or conditions, or renewal reminders. These notes are only visible to admins who can edit member profiles.

The Background Check Badge

Members who have a background check on file display a small badge icon in the member directory next to their name. The badge provides quick visual confirmation that a check has been recorded:

Green shield — background check is completed
Yellow/amber shield — background check is required but not yet completed

Permissions

Background check data is part of the member profile and is controlled by the members.edit permission. Only users with this permission can view or modify background check status, documents, and notes.