A fintech's background checks used to crawl through inboxes for twelve days per hire. We built an orchestration layer that collects consent, orders every check through vendor APIs and chases statuses automatically — closing checks in three days flat.
Typical results
100%
Checks with consent on record
6 hrs/wk
Vendor chasing eliminated
Figures reflect typical results for this kind of automation.
The challenge
Compliance rules meant every hire needed a role-specific package of checks — criminal, credit, employment history. HR coordinated it all by email: consent forms, vendor logins, weekly status chases. Checks took 12 days on average, candidates accepted competing offers mid-wait, and nobody could prove consent had been captured before a check was ordered.
Before and after
Check turnaround
−75%Weekly vendor chasing
−86%The automation
We mapped each role to its required check package and built a Make orchestration around it. When a candidate reaches offer stage, the system sends the consent form for e-signature, then orders every check through the vendors' APIs the moment it's signed. A scheduler polls vendor statuses daily and chases stalled items. Clean results advance the candidate in the ATS automatically; any discrepancy routes to HR with the full file attached.
How it works
- 01
Trigger at offer stage
A stage change in the ATS activates the exact check package defined for that role — nothing more, nothing less.
- 02
Consent first
The candidate receives the consent form for e-signature; no check can be ordered until the signed form is stored.
- 03
Orders via API
The moment consent lands, every check in the package is ordered through the vendors' APIs automatically.
- 04
Statuses chased
A scheduler polls vendor statuses daily and nudges stalled items so nothing sits in a queue unnoticed.
- 05
Route the outcome
Clean results advance the candidate in the ATS; any discrepancy routes to HR with the full file attached.
Starts from
- Offer-stage candidates from the ATS
- Signed consent forms
Delivers
- Checks ordered via vendor APIs
- Discrepancy alerts to HR
- Clean results advance the candidate
The impact
Average turnaround dropped from 12 days to 3, and HR's weekly vendor-chasing shrank from 7 hours to one. Every check now has a signed consent on record before it's ordered, and clean candidates move to contract without anyone touching the file — HR only sees the exceptions.
Questions about this automation
How does the automation make sure consent comes first?
When a candidate reaches offer stage in the ATS, they receive a consent form for e-signature. No check can be ordered until the signed form is stored on the candidate's record. That gives HR a timestamped consent for every check, which can be shown in an audit without searching email threads.
How are different roles given different checks?
Each role is mapped once to its required check package, for example criminal, credit and employment history for finance roles. The offer-stage trigger reads the role and orders exactly that package through each vendor's API, so no required check is skipped and no extra check is ordered.
What happens when a check comes back with a problem?
A scheduler polls vendor statuses daily and nudges any item that has stalled. Clean results move the candidate forward in the ATS automatically. Any discrepancy is routed to HR with the full file attached for a human decision. This is a multi-step build, usually rolled out in stages, one vendor at a time.