Best Background Check Software
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PRODUCTS
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BUYER'S GUIDE
Buyer's Guide
By Saniya Farokhi, Technical Content Writer at SelectHub
Hiring can be a high-stakes game. Without the right tools to evaluate your candidates, you’re in the dark. In today's competitive talent management landscape, that just won’t do. If you’re ready to bring clarity and precision to your talent acquisition process, it’s time to add background check software to your tech stack.
This guide covers all the essential details you’ll need to know before integrating background check tools into your process and provides free resources to help you start your software selection process.
Executive Summary
- Background check software helps conduct compliant verification searches to determine the integrity of candidates.
- Hiring teams can screen applicants, verify documents and check national watchlists as a preemptive measure during the pre-onboarding stage.
- Background check software integrates with existing ATS to streamline the talent acquisition cycle.
- Managers can request specific searches, track progress and share candidate reports with the team to determine the viability of applicants.
- Asking the right questions internally and of software vendors is key to finding the best-fit system.
What Is Background Check Software?
Background check software is a talent management and candidate evaluation tool that automates background searches to accurately and ethically verify candidate information, typically before onboarding new employees. This system lets HR order various screening tests compliantly and streamlines reference checking, educational qualifications verifications and past employment records to look for red flags.
Primary Benefits
A recent report by SHRM revealed that the average cost per hire can be as high as $4,700. While the stated estimate is enough to raise eyebrows, the situation can be considerably worse when the hired employee is a poor fit, resulting in numerous implicit costs beyond dollars and cents.
An ideal background check system helps you get your money's worth with a proactive approach to talent acquisition. With background verification solutions, businesses can benefit in the following ways:
Streamline Searches and Verifications
Say goodbye to the labyrinth of paperwork and hours spent on cross-referencing information. Background check tools are your shortcut to swift, accurate and hassle-free verifications, allowing you to focus on making informed hiring decisions. Select relevant searches and request verification tests within defined jurisdictions.
Check Credibility
Rely on background check software to help filter through exaggerated resumes and untruthful recommendations. Analyze the integrity of credentials, references and claims with precision and ease. Tap into government records to uncover aspects of your candidates that you ought to know of before onboarding. With this tool, you'll be confident that everyone you bring on board is a reliable new addition to your organization.
Safeguard Your Workplace
At best, a bad hire means placing an ill-suited individual in a role, resulting in lost productivity. At worst, it can lead to a lawsuit. Background check tools offer much-needed transparency by validating submitted documents and examining records to uncover traces of any past misconduct. This context about your potential employees helps you estimate how well they fit into your organization.
Expedite Background Check Turnaround
Recent findings show that the average time-to-fill is 47 days. While you can’t rush the hiring process, background check software helps you make the best of it. Rely on the system to initiate screening tests, sparring you from tedious paperwork and searches. Receive updates and auto-generated results upon completion, saving you precious time.
Key Features & Functionality
Background Check Ordering | Request background checks for candidates or employees, select the verification type, enter candidate details and check and initiate the process. Options for customization include setting the investigation scope to align with specific job requirements and locations. |
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Status or Order Tracking | Monitor completion status and receive real-time updates throughout the process. Streamline the hiring process and keep everyone in the loop by ensuring timely communication with applicants and relevant stakeholders. |
Verification Checks | Initiate various background verifications to check employment, education, criminal and credit history as per role requirements. Verify submitted documents like certificates and government licenses before onboarding. Conduct specialized searches such as professional license verifications, drug tests and terrorist watch lists. |
Online Applications | Let candidates upload documents, consent forms and IDs to the platform. Offer quick sign-in, drag-and-drop and auto-populate features to enhance user experience and make it easy to collect the necessary documents. |
Databases | Safeguard documents and personally identifiable information from violations, cyberattacks and data leaks. Save past candidate profiles, relevant documents, submitted onboarding forms and employee contracts in a secure digital vault. |
Built-In Compliance | Ensure legal and regulatory compliance with built-in compliance frameworks. Adhere to various laws and standards like the Fair Credit Reporting Act (FCRA), the California Consumer Privacy Act (CCPA), the U.S. Equal Employment Opportunity Commission (EEOC) and industry-specific regulations. Enable automated compliance checks to prevent legal issues and maintain the integrity of the screening process. |
Digital Signature | Allow applicants to sign documents remotely with eSignature options that replace paper forms and capture signatures from applicants and specific managers digitally on a secure device-compatible platform. |
ATS Integration | Optimize workflows and data transfers by connecting the system with existing ATS. Let hiring teams monitor candidate pipelines, pending background checks, real-time screening progress and submission status on a consolidated dashboard. |
Results and Reports | Generate comprehensive reports summarizing background check findings. Present results in a shareable report with drill-down capabilities. These reports typically highlight criminal history, employment verification, credit history and other relevant information vital for decision-making. |
Software Comparison Strategy
Finding the top solution can seem like a daunting task. However, a detailed software comparison plan makes the process manageable. Follow these steps to create a tailored strategy:
1. Determine Your Requirements
Begin by conducting an internal analysis and start conversations about the following considerations:
- Required Background Checks: Identify the verification types you’ll need in an ideal system. For example, a government agency might prefer to verify credit scores, but a hiring coffeehouse looking for a barista may not.
- Accreditations: Determine whether your required background check packages need specific accreditations. Vendors offering screening tests compliant with the Fair Credit Reporting Act (FCRA) and the Professional Background Screening Association (PBSA) must automatically make it to your shortlist.
- Passing Criteria: The acceptable terms for hiring vary across industries, so identify the terms that matter to your company and role requirements. Develop impartial hiring practices and avoid unnecessary hiring obstacles for people with past criminal records.
Refer to the Fair Chance Business Pledge for more insights about equitable hiring and candidate screening.
2. Research Your Options
Tap into the market to find out your alternatives. Ask for recommendations from colleagues, analyze what tools your competition uses and check review websites. Remember to use your requirements list as your guiding star throughout your software search process.
3. Compare Vendors
Next, narrow your options by comparing how well they align with your software requirements. Consider the following factors while comparing your options:
- Turnover Time: Add vendors that don’t compromise quality over speed to your shortlist. Prolonged screening periods can also be an issue, so avoid solutions that take too long to complete checks.
- Integrations: An ideal software connects with your existing tools without additional costs or infrastructure adjustments. Look for providers that offer API or native integration options.
- Compliance: Ensure that your chosen system adheres to the State and Federal laws your business operates.
- Coverage and Jurisdictions: If you have a workforce dispersed across different locations, you’ll need a system that aligns with the required global compliance practices.
4. Create a Shortlist
Contact prospective vendors and pricing quotes, including installation, licensing and other additional fees. Scrutinize platform capabilities and analyze whether they align with your defined requirements. Take advantage of product demos and free trials to test factors like user-friendliness, reporting capabilities, data security and turnaround time.
5. Select the Winner
Collect your findings in a shareable spreadsheet or report highlighting each vendor’s key features, data security levels, background check packages, unique capabilities and costs. Get all stakeholders involved to determine the pros and cons of using each platform and select the top solution.
Need more help? Use our free and customizable comparison report to gain tailored recommendations.
If you prefer to start your software search from scratch, our lean methodology article covers the nine critical steps of software evaluation.
Cost & Pricing Considerations
Most software vendors offer subscription plans based on the number of average verification searches.
- Number of Searches - These pricing plans limit the number of screening tests you conduct and require upgrading to a higher plan for additional verification checks.
- Search Packages - Costs also depend on the types of searches you opt for. For example, verifying criminal records, contact information, educational qualifications and past employment records.
- Depth of Results - Lastly, pricing depends on how detailed you need the searches. Costs escalate when the scope increases, like conducting tests in multiple states or in-depth screening.
To sum up, pricing depends on the following factors:
- The number of admins who use the platform.
- The types of background checks offered as standard or customized plans.
- The level of detail or depth of the verification searches.
- Access fee for certain background tests based on local and international jurisdictions.
- The contract terms and set-up fees associated with background check software vendors.
The Most Popular Background Check Software
The best system for you is one that can cater to your specific business needs. With that in mind, consider the following top-rated vendors in your market to put things in perspective:
Oracle HCM Cloud
Oracle HCM Cloud is a talent management suite that helps companies build and execute modern talent management strategies. It offers an on-demand background screening solution that streamlines and tracks various pre-employment checks. Push notifications and access to online applications let you stay on top of the screening process.
The initiate background check feature in Oracle HCM Cloud. Source
PeopleFluent
PeopleFluent is a cloud-based recruiting, learning management and employee development platform. This system lets you tap into a background check marketplace and order required screening tests. Built-in compliance systems automatically adhere to regulatory requirements and data security practices. Access on-the-go order tracking and results on a device-optimized platform.
PeopleFluent lets you save and access screening results, background check findings and references in candidate profiles. Source
ADP Workforce Now
ADP Workforce Now is a cloud-based talent management platform. The system offers HR management capabilities like payroll management, time and attendance and benefits administration. The ADP® Screening and Selection Services is a background screening suite, including global, drug testing and medical screening checks.
Monitor the end-to-end screening process on ADP Workforce Npw’s order tracking dashboard. Source
Questions To Ask
Asking key questions helps you uncover specific requirements that can benefit your business tremendously. Use the following questions as a starting point to drive internal conversations during your software search:
- How detailed do you require the searches to be?
- How many verification checks is your company likely to conduct per month on average?
- Do you often conduct verification searches across different US states?
- What types of background checks are suitable for your hiring needs?
- What is the level of in-house IT infrastructure?
Asking the right questions to your prospective vendors will help you uncover the benefits and shortcomings associated with the software product:
- Does the verification duration associated with this system match your hiring speed?
- Will the system seamlessly connect with your existing ATS or HRIS?
- Can the system tap into relevant databases with accuracy and legality?
- What support resources does this vendor provide?
- Does this vendor have experience dealing with your industry and workforce type?
Next Steps
Verification checks add transparency to the talent acquisition process. A background check software will help you onboard quality hires, assist managers in making informed talent decisions and build a reputable company.
If you’re ready to take things to the next level, use our free comparison report to find your top software prospects. All you need to do is add your essential requirements and let the frameworks recommend your top options.
Product Comparisons
- PeopleFluent vs Oracle HCM Cloud
- ADP Workforce Now vs Oracle HCM Cloud
- ADP Workforce Now vs PeopleFluent
Additional Resources
Products found for Background Check Software
talentReef
Talentreef provides SaaS-based social recruiting and talent management solutions, catering to the needs of the hourly workforce in the service industry. It helps organizations streamline their employee hiring, training and talent management operations. Its mobile-first focus helps streamline recruitment processes. It covers numerous processes, including recruitment marketing, ATS and assessments, onboarding and compliance, performance and engagement, training and development, employee self-service, reports and analytics, and integrations. With it, users can improve applicant flow, simplify employee onboarding, ensure compliance and boost employee performance.
Workday Talent Management
Workday is an HCM and talent management solution. It has a wide range of capabilities including accounting, auditing, finance, HR and workforce management and serves mainly medium and large enterprise clients. Users have access to tools that help with analyzing data, creating equitable hiring practices, hiring, skill-building, performance reviews, recruiting, succession planning and more. It also supports an e-learning element to build competency development right into the preexisting workflow. Overall, it serves around 7,700 customers globally, including acquisitions.
Infor Talent Management
Infor Talent Management is an HCM solution that also handles payroll, time and attendance and other HR functions. It’s designed to improve productivity, employee learning, staff diversity and inclusion, team collaboration and more. Users can conduct performance reviews, analyze data, onboard new hires and coordinate across recruiting teams. Through behavioral science and predictive analytics, it breaks down various elements of performance and team dynamics to optimize the workforce. It serves over 14,000 customers and 67,000 organizations in 178 different countries.
SuccessFactors
SuccessFactors combines a set of integrated products to form a complete suite for HCM. The HRIS system enables companies to execute basic human resource functions as well as expand to strategic initiatives and planning to remain competitive. Based in the cloud, uses technology such as AI and machine learning to solve pressing human resources demands. In addition, SAP offers consulting and professional services to help companies implement integrations, deploy HRMS software and more.
IBM Watson Talent
IBM Watson Talent is a talent management solution that drives hiring, staff development and other HR functions. It strives to identify the best candidates and remove bias when figuring out who will excel within a company. Not only does it help users sway qualified individuals, but it also uses a mixture of personalized recommendations, certifications and AI to create an environment where the staff is challenged and has an open line of communication.
UKG Pro
UKG Pro provides a unified, cloud-deployed suite that allows companies to manage human capital at a global scale. It offers an array of core features including payroll, benefits, recruiting, onboarding and learning. Users can also leverage it to manage employee data and files, compensation, time and attendance, performance, and succession plans.In addition to HR-specific capabilities, it incorporates advanced technology such as machine learning and AI, predictive analytics and business intelligence. This helps optimize performance, streamline tasks, improve understanding of the workforce and drive retention.
Oracle Talent Management
The Oracle Talent Management Cloud is a recruiting and human capital management solution. It’s part of the Oracle HCM Cloud and covers the entire employee lifecycle such as sourcing, recruiting, onboarding, management, professional development and succession planning. Through the strategic development of a workforce, it aims to help managers close skills gaps and have a healthier, happier company culture.
Namely
Namely is a cloud-based platform for mid-sized businesses. A suite of connected modules allows organizations to manage payroll, time and attendance, benefits, and talent. It comes equipped with additional features for general HR activities, such as document storage and management, customizable dashboards, and audit trails that help save time, configure employee profiles, track events and activities, and control access.
Paycom
Paycom automates a variety of the core tasks necessary for managing and retaining talent. It helps businesses streamline their processes and relieve the burden of unnecessary paperwork, allowing managers to focus on tasks that cannot be automated. Cloud-based deployment provides access to features from any internet-connected device, enabling users to complete tasks even when they’re out of the office. It facilitates tasks such as benefits administration, reporting and more.
Paylocity
Paylocity is an all-in-one cloud payroll solution that enables organizations of every size to execute administrative tasks such as talent acquisition, time and labor management, and other core processes. Its functionality includes multiple configuration options that allow companies to customize according to their needs.It contains robust security measures such as encryption, real-time backups and secure data centers. It also has a user-friendly mobile app that is compatible with both iOS and Android devices.
Dayforce
Dayforce combines all major HR components into a cloud-based, unified HRMS. Suitable for smaller companies that need to manage over 100 employees to enterprises with thousands of employees, this program helps businesses tackle every aspect of the employee lifecycle. Companies can take advantage of professional services, payroll tax filing and standardized implementation processes via Dayforce Activate.
Lumesse
Originally called Lumesse, the recruiting system was acquired by Saba in 2018 and is now Saba Talent Acquisition. Designed for businesses of all sizes, it helps organizations find and retain the best candidates for open job positions. From onboarding to future planning, it helps to streamline the hiring process from beginning to end. By finding the most qualified candidates, integrating them into the team and ensuring future employee goals align with company employee life cycles, organizations can find and retain top employees.
Criterion HCM
Criterion is a talent management and HCM solution that provides administration for medium-size businesses. It helps the entire executive team, managers and employees alike manage the entire employee lifecycle. With a digital infrastructure that includes HTML 5 and a REST API, it’s scalable and offers multiple automation options. It manages recruiting, acquisition, online learning, performance reviews, time and attendance, payroll and other HR matters across the company.
Talentsoft
Talentsoft is a European HR solution that provides a wide range of services for managing talent, human resources and other administrative tasks. Built on open technology known as People@Work, its offerings include recruiting, professional development, HR and administrative management, online learning and training and more. Users can author content or buy premade course materials, run training, find and secure the necessary staff, and handle workflow and day-to-day issues to make for a successful and streamlined workplace. It serves over 130 countries, 2,220 customers and 11 million users in over 130 countries.
BambooHR
BambooHR is an HRMS designed for small and medium-sized businesses, and provides solutions for organizations in all industries. Based in the cloud, it streamlines data collection throughout the employee lifecycle, warehousing relevant information in a centralized database to make it easily accessible for managers and individual employees. It facilitates hiring, onboarding, compensation administration, performance management, provides employee self-service capabilities and everything in-between. It allows organizations to make customizations, set multiple administrators and maintain inactive employees.
ADP Workforce Now
ADP Workforce Now is a comprehensive human resources and payroll management system designed to streamline HR processes. It is typically employed by HR professionals and businesses of various sizes seeking an integrated solution for payroll, benefits administration, time and attendance tracking, and talent management. ADP Workforce Now's key features include automated payroll processing, employee self-service, and compliance management. Users appreciate its user-friendly interface and the ability to simplify complex HR tasks. In comparison to similar products, ADP Workforce Now is favored for its scalability and robust reporting capabilities, making it a reliable choice for organizations aiming to enhance HR efficiency. Pros User-friendly interface Efficient payroll processing Robust reporting Cons Pricing can be high Complex for small businesses Customer support variations
Ellucian
Ellucian Talent Management Suite is a SaaS product designed to facilitate recruiting and hiring processes for organizations in the higher education field. It is especially adept at combining both the hiring and development processes to find and retain highly qualified staff and faculty members, ensuring they become top performers and that the business operates at its highest level. Because it is easy to access, users can benefit by completing various tasks without added stress.
Kudos
Kudos is a cloud-based employee feedback and recognition platform. Managers and teams can share and receive appreciation with peer-to-peer recognition, custom awards and reward points. Administrative control over privacy and authorizations ensures access to universal information and protection of sensitive data. It enables international remote teams to collaborate with real-time feedback and multiple language offerings across social feeds.
Ascentis
Ascentis offers HCM services to companies of all industries via its cloud-based suite. Its five modules include time and attendance, payroll, HR and benefits, talent, and recruiting. Users can choose to pick individual functionalities or the entire package of services, depending upon their needs.It facilitates process automation for several complex business processes and transactions, reduces the probability of errors, offers real-time analytics, eliminates manual work, and helps talent managers and organizations cater to their human resources and talent management requirements. It also provides ease-of-use through an interface that can be accessed anytime, anywhere on a desktop, tablet or smartphone.
JobDiva
JobDiva is a cloud-based Platform-as-a-service (PaaS) for staffing enterprises, incorporating a patent-protected recruiting engine. Its partner ecosystem offers more than 150 integrations that provide robust recruiting and hiring capabilities that assist throughout every phase of the process. Through its implementation, businesses are able to decrease their time-to-hire, engage easily with candidates and grow their organizations.
ClearCompany
Founded in 2004 as HRM Direct, ClearCompany offers solutions for hiring, retaining and engaging employees. It’s equipped with capabilities to assist with managing employees throughout every stage of their lifecycle. The end-to-end HR suite provides users with branded career sites, hiring, onboarding and more. It’s suitable for businesses of all sizes in all industries.
Arcoro
Arcoro, formerly known as BirdDogHR, is a cloud-based HRIS solution that helps companies of all sizes manage employees throughout every stage of their employment. Users can leverage it to attract and hire top talent, align employee goals with company goals, create succession plans and ensure compliance with government regulations.Capabilities include core HR, payroll, benefits administration, recruiting, onboarding, learning management, performance management and compliance. Availability on mobile devices grants users 24/7 access from anywhere.
Instant Checkmate
Instant Checkmate is a well-known solution that ranks 23 among all Background Check Software according to our research analysts and 25 crowd-sourced reviews from 1 source. Starting from $0, Instant Checkmate is priced at no cost when starting and is most advisable for any sized company. Instant Checkmate can be deployed in the cloud and is accessible from a limited set of platforms including Apple devices.
Deltek HCM
Deltek is a human capital management solution that aids in acquiring, training and developing staff. It helps automate expense reporting, manage HR, engage in performance management and professional development and more. Track, analyze and aid employees during the entire life cycle, starting with acquisition and recruiting, hiring and onboarding, and then ending with performance management and encouraging a culture of continuous learning. It comes with several specialized functions for specific industries. Generally speaking, it’s suitable for a workforce’s staffing and budgeting needs.
Fond
Fond is a SaaS platform that combines employee incentives and recognition into one simplified location. Employees and managers can acknowledge one another, earn incentives, access special organizational deals and track achievements. Its global social feed can be used to communicate with teammates worldwide. Additionally, it integrates with various third-party platforms, such as Workday, Okta, Slack and others.
Citrix Workspace
Citrix Workspace offers a digital workplace solution, a flexible and convenient alternative to traditional working modes that allows employees to work regardless of location, device or network. Users can secure personal devices, share files, deliver apps and desktops over the cloud, and more. Its scalability accommodates sudden changes in workplace needs and provisions hardware as and when required.
NEOGOV
NEOGOV delivers comprehensive human resource capabilities for the public sector and education organizations. The SaaS-based suite includes core HR, applicant tracking, onboarding, performance management, learning management, payroll, time and attendance, and e-forms. It’s suitable for small, medium and large businesses.
isolved HCM
isolved is a cloud-based HCM suite that unites payroll, benefits, learning management, workforce management, talent acquisition and core human resources activities. Fit for companies in any industry, it simplifies management tasks and unifies data to reduce errors and increase productivity. Users can deploy directly or via an HRO partner network, with support provided for all 50 U.S. states. In addition to its primary capabilities, it has add-on modules for ACA compliance and integrations with carriers for 401K and benefits. It also offers a managed benefits service add-on that provides COBRA, FSA, HSA and other expanded benefits options.
Grovo
Grovo is a cloud-based learning application that enables organizations to deliver Microlearning content. Leverages a proprietary framework to offer bite-sized lessons to drive employee training across key business areas. Support for AICC standards and connectors allow companies to connect the solution to LMS applications and HR systems.
Engagedly
Engagedly is a comprehensive cloud platform that provides talent management, performance management, employee engagement, goal setting, social collaboration, employee reward and recognition, learning management and advanced analytics and reporting features. Users can access it through native mobile apps available on Android and iOS.
Trakstar
Founded in 2001, Trakstar launched an enhanced version of the platform in 2012, focusing on customer experience. It assists HR managers with all steps of the performance review process, including goal setting and conducting evaluations. It offers various capabilities to users, including self-appraisals, goal tracking, note-taking, reporting and more. In addition to evaluating performance, it also assists with boosting employee engagement.
PeopleFluent
PeopleFluent is a cloud-based software used for recruiting, learning, succession management, compensation and employee development. It aids managers, HR professionals and other staff with onboarding, organization charting, career path management, reporting and more. Its overall goal is to motivate and educate workforces. Part of Learning Technologies Group plc (LTG), it operates in over 200 countries.
Avature
Avature is a talent management system and part of a more comprehensive HR suite. It helps with the entire hiring process by enabling departments to find, attract, hire, keep and develop the right staff. As an organization that serves over 650 companies, its capabilities include sourcing, recruitment marketing and candidate engagement. In terms of recruiting, it can manage candidates, post to career sites, manage recruiting events, host video interviews and track potential hires through the entire process. It’s useful as an ATS, or users can take advantage of other HR functions and integrate with legacy programs. Other uses include performance management, employee referrals, employee engagement, succession management and more.
PeopleAdmin
PeopleAdmin is a cloud-based platform that serves higher education and government clients with duties that include recruiting, life cycle management, employee learning and development, diversity and inclusion, reporting, position management and more. Operating in corporate, educational and government arenas, it helps recruit, train and manage workers.PowerSchool, its parent company, serves over 750 institutions and uses the same tech in educational settings for multiple other offerings, such as SchoolSprings, SearchSoft, SelectSuite, SelectSuite 5.8., TalentEd and TeacherMatch.
PrismHR
PrismHR offers flexible, customizable and efficient solutions to support the comprehensive payroll, benefits and HR management requirements of small businesses and HR service providers. It provides assistive capabilities through the six key modules: platform, payroll, talent, time, employee portal and benefits. Its marketplace offerings include tools for financial wellness, identity protection, time and attendance, voluntary insurance, compliance, consulting services, taxes and more. These add-on capabilities are pre-integrated and give HR providers validated connections.
Fetcher
Fetcher is a headhunting solution designed to automate the most time-consuming aspects of the recruitment process — candidate discovery and outreach. It offers end-to-end support for recruitment management, contractor management, skills tracking and onboarding in one place. It follows a smart hiring and recruitment approach based on big data, automation and metrics. It uses a combination of AI and human expertise to discover and engage people who fit a company’s hiring criteria. Automation combats biases during recruitment and connects businesses to the most suitable candidates, whether they are actively looking for jobs or not. It combs through various online channels, including LinkedIn, GitHub, Stack Overflow, Twitter and Dribble to search for potential candidates and ways to contact them. Its smart technology enhances candidate quality, shortens time to interview and widens the talent pool. Its built-in CRM functionality helps tap into non-obvious sources, bringing up candidates that are both interested and qualified. By taking away the pain and expense of recruitment processes, it frees up organizations to invest time in the growth and development of their employees.
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