Volunteer Background Checks

Volunteer Background Checks

If your organization needs to track if a volunteer has completed their Background Check, you can do this within your Membership Toolkit account. This information will be included on all of your Volunteer reports.

Background Check Expiration Error Message


Before you start updating the background check status for your contacts, update the System Background Expiration Date.  Once this date has expired in your system, you will notice a Background Check Expiration Error Message.  (Only Account Owners will be able to view this.)
Go to Admin / Account Settings / Account Utilities.  (Account Owners Only)



Please Note:
  1. The new date you set in the system will only apply to new contacts or contacts whose background check date has already expired.
  2. Existing contacts with background checks complete will not be affected by updating the system expiration date.
  3. Once the date has been set in the system, you can override it by manually editing each contact's record.

Setting the Background Check Expiration Date


When you choose to say that a parent or member has completed their background check, you can assign an expiration date to the background check so your database is always current.  For example, if your school requires each volunteer to get a new background check each year after July 1, you would want to set your expiration date for your cleared background check on June 30. 

How It Works:
If a parent has a cleared background check in the Membership Toolkit database that expires on June 30, on July 1 it will show that the parent does not have a completed background check.  

There are three ways to edit the background expiration date:
  1. You can set a system-wide background expiration date.
  2. You can override the system-wide background expiration date at the Contact Card.
  3. You can update the background expiration date for multiple users at once.

Setting the System-Wide Expiration Dates for Background Checks (Account Owners Only)
  1. Go to the Admin Menu on the Dashboard. (Only Account Owners have access to the Admin Menu)
  2. Select Account Settings / Dates & Times.
  3. Set the Background Check Expiration date for when the Background Checks should expire.
  4. Note: This date is the default date when background checks will expire when you move a contact to "Yes" - Background Check Approved. This does NOT affect existing contacts that are already approved.


Overriding the system-wide background expiration date at the Contact Card:  This is useful if everyone's background check doesn't expire at the same time.
  1. Open the Contact's Record by going to People / Contacts or using the Search box.
  2. On the Contact Information tab, select edit.
  3. Scroll to the bottom of the pop up window to "Background Check Expires."

To Update the Background Check Expiration Date for Multiple Users:
  1. Go to Volunteers / All Contacts / select users / update checked...

Updating Background Check Status

There are 3 ways you can update Background Check Status:

Option 1 - Update the Background Check Status for an Individual Contact
  1. Open the Contact's Record by going to People / Contacts or using the Search box.
  2. On the Contact Information tab, select edit.


Scroll to the bottom of the pop up window to update:

1. Background Information Submitted
  1. Submitted
  2. Processed
  3. Refused

2. Background Check Approved
  1. Yes
  2. No

3. Background Check Expires
  1. Enter a new date if you do not wish to use the date you have set in the system.






Option 2 - Update the Background Check Status for All Volunteers
If you have a list of Volunteers (those that have already signed up on a volunteer form) and you want to update them all at once:
  1. Go to Volunteers / All Volunteers / turn edit mode "on."




Option 3 - Update the Background Check Status for Any Contact
If you want to update the background check status for a group of users who are not signed up as volunteers:
  1. Go to Volunteers / All Contacts / select users / update checked...



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