RepCard Background Check Function: A Step-by-Step Guide
RepCard’s background check functionality is a powerful tool for owners and admins to screen applicants or users. This tutorial will walk you through how to enable, select, manage, and review background checks on RepCard.
Updates to Criminal Reporting Guidelines
Beginning March 1, 2026, RepCard is updating its reporting policy to improve efficiency and reduce candidate friction.
The New Standard: We will move to a standard sever year reporting window for all criminal records.
This includes:
Misdemeanors: Reported for 7 years
Felonies: Reported for 7 years (unless otherwise required by law)
Why we are making this change:
Faster Turnaround: Older records often delay reports by 1 - 4 weeks; this change keeps our target turnaround at 1 - 2 days.
Better Applicant Experience: This aligns with FRCA industry standards and reduces candidate frustration regarding outdated information.
Step 1: Enabling Background Checks
To begin using the background check feature, owners and/or admins must first enable it in the settings. Here’s how to do that:
- Go to the Settings Tab: On the left-hand side menu, click on the Settings tab.
- Click on the Background Checks tab in the top menu
- Enable Background Checks
Once enabled, you can start selecting the type of background check you want to run.
Step 2: Selecting a Type of Background Check
RepCard gives you three options to choose from:
- Basic Background Check
- Comprehensive Background Check
- Both
Important Note: Selecting “Both” does not automatically run both a Basic and Comprehensive check. Instead, it allows you the flexibility to choose which one to run. If you select “Basic” or “Comprehensive,” only that specific background check will be executed.
What is a Basic Background Check?
A Basic Background Check provides essential details needed for a general assessment of a person and has an estimated turn around time of 48 business hours. It typically includes:
- Identity verification
- Criminal database scan
- National sex offender search
- Basic personal information (name, date of birth, social security number)
- Address history
- Traffic records
- Criminal and court records (in the county the person currently lives in)
- Superior Court records (felonies and misdemeanors)
This check is ideal for getting a quick overview of a person’s background, but it is not as exhaustive as a comprehensive check. This search is only in the current county they live.
What is a Comprehensive Background Check?
A Comprehensive Background Check is much more detailed and is typically used for professional purposes, such as employment, licensing, permits, or security clearances. This may take several days to complete. It includes:
- All public and civil records
- Education verification
- Credit reports
- Prior employment history
- Social security number trace
- Federal, state, and county criminal records
- Driver’s history
- Sex offender registry
This thorough check helps minimize risk when making decisions related to hiring, licensing, or permits.
Step 3: Sending the Report to the Applicant
By checking the box and providing the applicant's phone number, I certify that the Applicant has consented to receive text messages for invites and disclosures.
- By checking the box, the link to complete the background check form will be sent via text. It is already sent via email by default.
- The applicant will receive a copy of their background check results automatically.
- A copy of the report will be available to you by download only.
Step 4: Managing Background Checks
Once you’ve selected the type of background check, you can manage the process directly through the Background Checks tab in the left-hand menu.
Here’s how to track the status of a background check:
- Applicant Pending: The applicant is still filling out their information or has not started yet.
- Pending: The background check is in progress.
- Ready: This status means the background check is ready for review.
- Verified: The background check has been completed and (manually) verified.
Action Buttons:
- Green “Start” Button: Click this to initiate the background check for the first time.
- Green “Restart” Button: You can click this anytime to re-run the background check.
- Verified: This status will only appear if you manually mark the background check as "Verified" in the user's profile.
Syncing Status: The system syncs automatically a couple of times per day, but you can manually refresh the status by clicking the blue arrow circle to check if the background check is ready.
Step 5: Reviewing and Downloading Reports
Once the background check has been completed, you’ll be able to download the full report:
- Under the Report column, you will see a Download button once the check is complete. Click it to access the detailed report.
Step 6: Handling User Transfers
If a “move user” request has been submitted, the background check will only begin once the user has been transferred to the company under the admin's profile.
Step 7: Billing Information
Background checks are charged on a monthly basis, on your regular billing date. Each background check is billed individually.
- $25 per Basic ordered
- $45 per Comprehensive ordered
RepCard uses a third-party provider to run background checks. Occasionally, you may be contacted for additional approval if a more detailed background check is required.
With these steps, you can easily manage background checks in RepCard. Whether you’re screening for hiring, licensing, or security clearance, the process is streamlined and ensures you have the necessary information to make informed decisions.