The Ultimate Guide to Background Check Software for Employers

You've found the perfect candidate for your business. They aced the interview, have great experience, and can start right away. But before you make the offer official, there's one crucial step left: the background check. 

A background check is the final safeguard that helps ensure you're making a smart hiring decision. With so many background check software options available, choosing the right one for your business matters, especially when you need to maintain the safety and comfort of your team. 

Our guide walks you through everything you need to know about background check software, helping you make informed hiring decisions while staying compliant.

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Key features to look for in background check software

Hiring is complex enough without wrestling with confusing background check software. Here's what to look for when choosing the right hiring solution for your business. 

Comprehensive checks

Your software for background checks needs to do more than run a basic database search. Think of it as your hiring safety net—the more comprehensive it is, the better protected your business will be.

Criminal record checks are the foundation of any good background check system. Three key searches matter:

• County records: your most reliable source for detailed, current information
• State records: perfect for spotting issues across different countries
• Federal records: catches serious crimes that might not show up in local searches 

For hourly workers, employment verification is crucial. Your software should easily verify past jobs, including seasonal work, actual dates of employment, and reasons for leaving. The same goes for education and certifications—from high school diplomas to specialized licenses for healthcare or food service workers.

Fast turnaround times

Speed matters when you're hiring hourly workers to fill roles and keep your business running smoothly. But here's the catch—faster isn't always better when it comes to background checks. Those providers promising "instant" results? They're usually just skimming the surface with basic database searches.

A truly effective background check system balances speed with thoroughness. Here's what realistic timelines look like:

• Criminal checks: 1-2 business days for a proper search that includes both databases and courthouse records
• Employment verification: 2-3 days to connect with past employers and verify details
• Education verification: 2-3 days for domestic credentials, longer for international checks

Smart background check software makes these processes more efficient by maintaining updated employer databases, automating verification requests, and flagging potential delays early. For example, if a candidate worked abroad or a previous employer has gone out of business, the system should notify you immediately so you can adjust your timeline. 

User-friendly dashboards

When you’re juggling multiple hires and tight deadlines, the last thing you need is complicated software slowing you down. A user-friendly interface isn’t just about looking nice,it’s about helping you get background checks done efficiently.

The top background check software solution should: 

• Show active checks, urgent items, and completed reports at a glance.
• Flag potential issues early, like incomplete addresses or international employment.
• Adapt to your needs, whether you're running individual checks and need quick, single-candidate workflows, or processing seasonal hires and need to initiate multiple checks at once.

Integration capabilities

Your background check software doesn’t exist in a vacuum—it needs to work smoothly with your other hiring tools. Smart integration isn’t just a nice-to-have feature, it’s essential to keeping your hiring process flowing.

Modern background check systems should connect naturally with your applicant tracking system (ATS) and other HR tools. This allows:

• Candidate information to flow automatically between systems.
• Background checks to be initiated directly from your ATS.
• Results to appear in your candidate profiles without manual entry.
• Hiring status updates to sync across platforms.

But at the end of the day, here’s what really matters: these integrations should actually save you time. For example, when a candidate accepts your offer through your hiring system, the background check process should start automatically, pulling all the necessary information. Good integration means no more copying and pasting candidate details or toggling between multiple screens.

Customizable reports

Every business has different hiring needs, and your background check reports should reflect that. A one-size-fits-all approach just doesn't cut it when you're screening candidates for different roles.

Quality background check software lets you tailor your screening process by:

• Creating different screening packages based on various positions.
• Adjusting search depths based on role requirements.
• Customizing how results are displayed.
• Setting up automated workflows for common hiring scenarios.

Plus, the reports themselves should be clear and actionable. This means:

• Important findings highlighted at the top.
• Detailed results organized logically.
• Clear explanations of any alerts or flags.
• Easy sharing with relevant decision-makers.

Compliance tools and legal guidelines

Good background check software helps you follow the rules without becoming a legal expert. Your system should handle the essential compliance requirements automatically:

• Get proper candidate consent before starting checks.
• Follow adverse action procedures when needed.
• Meet state-specific screening regulations.
• Maintain required hiring documentation.

The Fair Credit Reporting Act (FCRA) sets strict rules for background checks, and your software should guide you through them. For example, before denying employment based on check results, you need to:

• Send a pre-adverse action notice.
• Give candidates time to respond.
• Provide a copy of their background check .
• Follow up with a final adverse action notice if needed.

Smart systems make this process foolproof by automating the workflow and providing necessary templates. They also keep you updated on changing regulations that might affect your hiring process.

Mobile access for on-the-go checks

Hiring doesn't just happen at your desk. Whether you're managing multiple locations or conducting interviews off-site, you need the ability to keep background checks moving from anywhere. Providing real-time updates and tracking capabilities for candidates to monitor their background check status is great for maintaining transparency throughout the hiring journey.

The best mobile experiences don't feel like scaled-down versions of the desktop software. Instead, they're thoughtfully designed for on-the-go use, with streamlined workflows and touch-friendly interfaces that make sense on smaller screens.

Look for modern background check software offering a robust mobile experience that includes:

• Initiating new background checks from your phone.
• Reviewing and approving results on the go.
• Monitoring check status from anywhere.
• Responding quickly to candidate questions.
• Status updates via text or mobile notifications.

Data security and encryption standards

Your background check software handles sensitive personal information. Strong security isn't just a feature, it's a necessity for protecting both your business and your candidates.

Look for systems that provide:

• Bank-level encryption for all data transmission.
• Secure, role-based access controls.
• Regular security audits and updates.
• Clear data retention and disposal policies.

The best software also helps you maintain candidate privacy. This means limiting access to background check results to only those who need to see them, and ensuring information is stored and disposed of according to legal requirements.

Customer support

Background check issues tend to surface at the worst possible times—like when you need to fill a position quickly. Responsive, knowledgeable customer support can keep your hiring on track. Look for providers that offer:

• Quick response times during business hours.
• Multiple contact options (phone, email, chat).
• Access to compliance experts when needed.
• Clear documentation and training resources.

More importantly, support should be proactive. Your software provider should alert you and the prospective employee to potential issues before they become problems. They should also keep you informed about system updates and regulatory changes that might affect your screening process.

The best background check software solutions for 2024

Every business needs background checks, but not every business needs the same solution. Let's look at your best options, focusing on what really matters for different types of businesses.

The best background check software for small and medium businesses.

Checkr

Checkr has revolutionized background checks by bringing AI and automation to the process. Their modern platform handles everything from basic screens to complex verifications, making it especially valuable during high-volume hiring periods.

Key features:

• AI-powered screening that speeds up the verification process
• Built-in compliance tools that guide you through legal requirements
• Mobile-friendly interface for both employers and candidates
• Quick turnaround times, especially for basic checks
• Integrates with most popular hiring platforms

Best for: Fast-growing companies that need to scale their hiring quickly, especially those in tech-forward industries or with seasonal hiring needs. 

Pricing: If you run under 300 checks per year, you can opt for Checkr’s tiered pricing starting at $29.99/check, or customize your package depending on what kind of check you want done. Contact Checkr’s sales team if you run more than 300 checks per year.

GoodHire

GoodHire has built their reputation on making background checks accessible for businesses without dedicated HR departments. Their platform emphasizes simplicity without sacrificing thoroughness. Note: GoodHire is part of Inflection, whose parent company is Checkr. 

Key features:

• User-friendly interface designed for non-HR professionals
• Built-in FCRA compliance workflows
• Clear, easy-to-understand results reports
• Industry-specific screening packages
• Reliable results delivered with a 0.1% dispute rate 

Best for: Small to medium businesses that prioritize ease of use and need strong compliance guidance, particularly in retail, restaurants, and healthcare.

Pricing: If you run under 10 checks per year, you can opt for Checkr’s tiered pricing starting at $29.99/check. Contact their sales team for a custom quote if you run more than 10 checks per year.

Verified First

Verified First focuses on making background checks seamless through extensive software integrations. They've positioned themselves as the solution that works with whatever hiring tools you're already using.

Key features:

• Quick implementation with existing HR software
• Customizable screening packages
• Pre-adverse action process automation
• 100+ fast, plug-and-play partner integrations
• Browser extension allows you to run background checks without leaving your people management platform

Best for: Small businesses already using HR software who want background checks to integrate smoothly with their existing workflow.

Pricing: Contact them for a custom quote.

ShareAble for Hires

ShareAble for Hires is a TransUnion service focusing on quick, one-off background checks.

Key features:

• No waiting periods or set-up fees
• Straight-forward, transparent pricing
• Instant access to screening tools
• Direct-to-consumer credit reports
• Self-service platforms

Best for: Small businesses hiring occasionally or those needing immediate results.

Pricing: Choose between three pricing bundles: $25 (background report), $40 (background & identity report), or $60 (background, identity & credit report). 

AccurateNow

AccurateNow focuses on making professional-grade background checks accessible to smaller organizations.

Key features:

• No monthly fees or minimums
• Pre-built or custom screening packages
• Built-in compliance tools
• Quick set-up process

Best for: Small businesses new to background screening who need guidance through the process.

Pricing: Contact them for a custom quote.

Zinc

Zinc modernizes reference checking and background screening with a mobile-friendly tool that includes automated workflows.

Key features:

• Mobile-friendly and intuitive interface
• Flexible, customizable check packages
• Multi-country screening coverage
• Right to work check available
• Can create a free account and try an interactive demo 

Best for: Small to medium businesses or companies hiring globally.

Pricing: Contact their sales team for a custom quote.

KarmaCheck

KarmaCheck takes a modern approach to background screening with an emphasis on speed and mobile accessibility.

Key features:

• Mobile-first candidate experience
• Rapid verification process
• Integrations with popular ATS
• Clear, real-time status updates

Best for: Companies hiring tech-savvy candidates who expect a modern hiring experience.

Pricing: Contact their sales team for a custom quote.

BackgroundChecks.com

BackgroundChecks.com offers straightforward screening services with a focus on criminal record searches.

Key features:

• National criminal database access
• County court record searches
• State repository checks
• Transparent pricing; pay-as-you-go options

Best for: Organizations needing basic criminal background screening without a subscription.

Pricing: Pay as you go, starting at $36.47/check. Volume discounts available if ordering more than 50 checks/year.

Atlantic Screening

Atlantic Screening offers a mobile-friendly background check system with real humans verifying check results.

Key features:

• In-house staff verification for checks that are not clean
• International background screening
• Fingerprint screening solution
• D.O.T. screening solution and fleet monitoring
• Drug testing coordination

Best for: Organizations needing tailored screening programs and a dedicated team verifying checks.

Pricing: Pricing offered in four packages (Basic, Expanded, Comprehensive, Executive); rates differ depending on business size.

The best background check software for enterprises and global organizations.

Certn

Certn modernizes background checks with fast turnaround times and strong security measures. They focus on making enterprise-grade screening accessible and efficient.

Key features:

• Global support to 200+ countries and territories
• Built-in consent forms
• Mobile-friendly interface for both employers and candidates
• Strong data security and privacy measures
• Dedicated customer success managers, business performance reviews, and hands-on training as required

Best for: Enterprise organizations who need fast results while maintaining high security standards.

Pricing: Price varies per check type for the Self-serve option (for companies under 500 employees). Contact their sales team for a custom quote if your company employs over 500 people.

HireRight

HireRight has established itself as a global leader in background screening, particularly for large organizations operating across multiple countries.

Key features:

• Global screening capabilities in 200+ countries and territories
• Extensive integration options with enterprise HR systems
• Native fingerprinting capabilities
• Robust compliance tools for international hiring
• Supports more than 22 languages

Best for: Multinational companies and large organizations with complex hiring needs across different regions.

Pricing: Contact their sales team for specifics.

Sterling

Sterling specializes in high-volume, enterprise-level background screening with a particular strength in criminal record checks. They've built their reputation on accuracy and consistent results across large organizations.

Key features:

• Supports 240+ countries and territories
• Fingerprinting background checks available
• Extensive criminal record database
• Content filters based on state and federal laws 
• Advanced identity verification technology

Best for: Large corporations needing comprehensive criminal background checks and organizations with industry-specific compliance requirements.

Pricing: Contact their sales team for specifics.

First Advantage

First Advantage combines global screening capabilities with analytics tools. Their platform focuses on helping large employers make data-driven hiring decisions.

Key features:

• Localized compliance services
• Fingerprinting background checks available
• Integration with major ATS platforms
• Focused, proactive account management
• Advanced identity verification technology

Best for: Large organizations looking for extensive analytics and industry-specific screening solutions.

Pricing: Contact their sales team for a custom quote.

AccuSourceHR

AccuSourceHR specializes in providing clear, detailed background check reports that make decision-making straightforward. They also have a dedicated Account Management team to resolve any compliance inquiries.

Key features:

• Accredited by the Professional Background Screening Association (PBSA)
• Industry-specific screening packages
• Dedicated account management with a privacy-certified, in-house counsel-led compliance team
• Partner with most major ATS and HRIS 
• Step-by-step compliance guidance

Best for: Mid-sized businesses to enterprises that need detailed reporting and personalized support.

Pricing: Contact their team for a quote.

Foley

Foley (used to be Good Egg) approaches background screening with a focus on company culture fit and modern hiring needs.

Key features:

• Works well with Dash by Foley hiring & onboarding services
• Social media screening
• MVR background checks
• Drug screening management

Best for: Companies prioritizing culture fit and social media presence in their hiring decisions.

Pricing: Included in their Professional and Enterprise DASH plans. Contact their sales team for more details.

The best background check software for public records.

BeenVerified

BeenVerified offers basic background screening services with a focus on public record searches.

Key features:

• Comprehensive public record search
• Reverse phone and reverse address look-up
• Easy-to-read reports
• Property owner search
• Criminal record monitoring

Best for: Basic background research and preliminary screening needs.

Pricing: After the 7-day free trial, customers can choose between a 1-month membership package at $29.99/month, or a 3-month membership at $19.49/month.

Intelius

Intelius specializes in public records searches and basic background information compilation.

Key features:

• Comprehensive public record access
• People search capabilities
• Reverse address & reverse phone lookup
• Criminal & traffic record databases

Best for: Basic background research and personal verification needs.

Pricing: Pricing starts from $34.95/month and varies depending on what service you want.

TruthFinder

TruthFinder provides comprehensive public record searches with a consumer-friendly interface.

Key features:

• Dark web monitoring
• Extensive public records search
• Reverse email, phone, or address lookup
• Online background check

Best for: Personal background searches and public record research.

Pricing: Pricing starts from $4.99/month and varies depending on what service you want.

How to choose the best background check software for your business

Selecting the right background check software isn't just about comparing feature lists or finding the lowest price. It's about finding a solution that truly fits how your business hires and grows.

Understand your business needs 

Start by looking at your hiring patterns and challenges. Answer these questions:

• How many background checks do you run monthly?
• What types of positions are you typically filling?
• Do you hire seasonal workers or scale up quickly during busy periods?
• What industry-specific requirements must you meet?

If you run a restaurant, you might need quick turnaround times for high-volume seasonal hiring. A retail business, on the other hand, might need more flexible screening packages for different position levels, from stockroom workers to store managers.

Prioritize compliance

Background check compliance isn't optional, and it's not one-size-fits-all. Federal regulations like the FCRA or the Equal Employment Opportunity Commission (EEOC) set the baseline, but state and local laws add additional layers of requirements. 

According to the official FTC/EEOC guidance, you must:

• Apply background check procedures consistently for all applicants of the same job category.
• Get written permission from the applicant before getting background reports.
• Give the applicant notice if you might take adverse action based on the background check, along with a copy of the report and their rights under FCRA.

Quality background check software should help you follow these requirements by building compliant workflows into their system. When regulations require specific disclosures or waiting periods, your system should guide you through each step without requiring legal expertise.

State and local regulations add requirements beyond federal law. The New York City's Fair Chance Act, for example, prohibits employers from asking about criminal history before making a job offer.

Employers cannot ask about applicants’ criminal history during the interview process, and can only inquire or act on conviction information after making a conditional offer. Good background check software keeps track of these rules for you, automatically adjusting searches based on your location and industry.

The software should also handle compliance documentation automatically. When regulations require specific disclosures or waiting periods, your system should guide you through the process without requiring legal expertise.

Evaluate integrations with existing HR tools.

Your background check software needs to work seamlessly with your existing hiring tools. Manual data entry isn't just tedious—it's a recipe for errors and wasted time. Think about your current hiring workflow: from the moment a candidate applies to their first day on the job, information should flow smoothly between systems.

When evaluating integration capabilities, consider:

• How your ATS will share candidate data with the background check system.
• Whether background checks can be initiated automatically when offers are accepted.
• How results will feed into your onboarding process.
• What manual steps might still be required.

Good integrations do more than just pass information between systems. They create a single, coherent workflow that saves you time and reduces mistakes. For example, when a background check raises a flag, your ATS should automatically update the candidate's status and notify the hiring manager.

Compare pricing and packages.

Background check pricing isn't always straightforward. While base prices might look attractive, the real cost often depends on how you use the service. Most providers charge per check, but that's just the starting point.

Key pricing factors to consider:

• Per-check costs for different screening packages
• Monthly or annual subscription fees
• Hidden fees for certain searches or verifications
• Volume discounts if available
• Additional costs for international searches

Make sure you understand exactly what's included in each package and what might cost extra.

Look for reviews and customer support quality.

Even the best background check software occasionally hits snags. That's when quality customer support becomes crucial. Look beyond the standard promises of "24/7 availability" and dig into what real support looks like. What makes support truly valuable:

• Expert guidance on compliance issues
• Quick response times for urgent problems
• Training resources for new team members
• Regular updates about system changes
• Experience with businesses like yours 

Remember: Support goes beyond just answering questions. Look for providers that offer expertise in compliance and hiring regulations. When you're unsure about properly handling a complex background check situation, you need more than a help desk ticket—you need guidance from someone who understands both the technology and the legal requirements.

Background check compliance: What you need to know.

Think compliance is boring? Tell that to the business owner who just got hit with a lawsuit over improper background checks. Let's break down what you really need to know about running background checks legally.

FCRA compliance 

The FCRA isn’t just another regulation—it’s your roadmap for legal background checks.

Before you even think about running a check, you need written consent from your candidate. This isn’t a checkbox buried in the job application. You need a clear, separate disclosure that explains exactly what you’re checking and why.

If your background check uncovers information that might cost someone a job opportunity, the FCRA requires specific steps. You’ll need to:

• Send the candidate a pre-adverse action notice.
• Include a copy of their background check report.
• Provide a summary of their rights under the FCRA.

Give candidates a fair chance (typically 5-7 business days) to explain any issues or dispute inaccurate information. Only after this waiting period can you make your final decision and send an adverse action notice.

GDPR compliance for international hires

Hiring talent from overseas? Welcome to the world of international privacy laws! The General Data Protection Regulation (GDPR) adds extra steps when screening European candidates, but don't let that scare you off.

GDPR compliance means being crystal clear about how you’ll use candidate information and getting explicit consent. Different countries have different rules about what you can check and how long you can keep the results. Your background check software should help navigate these requirements automatically.

State-specific regulations

Many states have their own background check laws. Remember the NYC Fair Chance Act we mentioned earlier? It’s just one example of local laws affecting your hiring process.

Ban-the-Box laws deserve special attention. These laws prohibit employers from asking about an applicant’s criminal history until after an initial interview or a conditional offer of employment. The waiting period varies depending on where you’re hiring. Make sure you check your state’s background check laws to ensure compliance. 

Recordkeeping requirements for audits

Documentation might not be exciting, but it's your best defense if questions arise. Smart record-keeping means:

• Store authorization forms securely
• Keep copies of provided disclosures
• Document adverse action procedures
• Maintain records for the required retention period (usually 5-7 years)
• Securely dispose of records when no longer needed

How Homebase supports your background check software

While Homebase doesn't offer background checks directly, we're here to help with everything else in your hiring journey. From creating job posts and managing applications to handling onboarding paperwork once background checks are complete, Homebase helps small businesses build great teams.

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FAQs

What is the best background check tool?

The best tool depends on your business needs. Small businesses often find GoodHire or Checkr ideal for their straightforward approach, while larger organizations might benefit from comprehensive solutions like HireRight or Sterling.

What programs do companies use to do background checks?

Most companies use professional screening services like Checkr, GoodHire, or Sterling. These providers ensure FCRA compliance and provide more reliable results than basic public record searches.

Which background check is the most accurate?

Background checks that combine multiple search methods—database searches, county court records, and direct employment verification—typically provide the most accurate results. Companies like Sterling and HireRight are known for their thorough verification processes.

What background check do most companies use?

Most companies use a combination of criminal background checks, employment verification, and education verification. The specific screening packages vary based on the employer's industry, size, and hiring needs. Many businesses also customize their background checks for different job levels.

What does background check software do?

Background check software automates candidate screening by searching criminal records, verifying employment and education history, and compiling results into easy-to-read reports. It handles compliance requirements and integrates with other hiring tools.

How long does it take to get results?

Basic criminal checks usually take 1-2 business days. Employment verification adds 2-3 days, and education checks can take 2-4 days. "Instant" results typically only include basic database searches and may miss important information.

Is background check software FCRA-compliant?

Professional background check providers build FCRA compliance into their workflows. However, employers are still responsible for following proper procedures, like getting candidate consent and properly handling adverse actions.

Can background check software integrate with my ATS?

Yes, most modern background check solutions offer integrations with popular applicant tracking systems. The level of integration varies by provider and ATS.

What industries benefit most from background check software?

While all industries benefit from proper screening, it's especially crucial for healthcare, financial services, transportation, and childcare where regulatory compliance and safety are paramount. Retail and hospitality also benefit due to high employee turnover and customer interaction.

What’s the cost of background check software?

Costs typically range from $30 to $100+ per check, depending on search depth. Many providers offer volume discounts, but watch for additional fees for certain searches or verifications.

Do free background check tools exist?

While some websites offer "free" background checks, these typically provide incomplete or outdated information and aren't FCRA-compliant for employment purposes. Stick with professional services for hiring decisions.