Overview
Background check tracking gives you one place to record and monitor the background check status of every office user and crew member in SmartMoving. You can capture the provider, status, completion dates, and recheck intervals so compliance information lives with the rest of each user's record.
Before You Start
Admins with User Management Access can view and edit background check fields. Without this permission, the background check section is hidden on the user's record.
How To Do It
The background check fields appear on the user's profile for both office users and crew members. The path is slightly different for each.
Update background check info for an office user
Go to Settings > Company Settings > User Management.
Select the user you want to update. The user's profile opens.
Locate the Background Check section.
Fill in the fields described below.
Select Save.
Update background check info for a crew member
Go to Settings > Dispatch > Crew Members.
Select the crew member's name. The crew member's profile opens.
Open the Employee Info tab.
Locate the Background Check section.
Fill in the fields described below.
Select Save.
Background Check Fields
Status: Select one of Pending, Cleared, Flagged, Rejected, or Expired.
Provider: Enter the name of the service that ran the check.
Last Check Date: The date the most recent check was completed.
Notes: Free-text notes about the check.
Setting the Next Check Date
You can have SmartMoving calculate the next check date automatically, or set it yourself.
Option 1: Remind me automatically
Turn on the Remind me automatically toggle. SmartMoving calculates the next check date based on the Last Check Date and the recheck interval you set.
Option 2: Set the next check date yourself
Leave the Remind me automatically toggle off. Enter a date in the Next Check Date field under Or set the next check date yourself.
💡 SmartTip: Use the automatic reminder for recurring checks on a regular cadence. Use the manual date when a one-off recheck is scheduled outside the normal cycle.
On-Page Warnings
SmartMoving displays warning banners on the user's profile when a background check needs attention.
Expired (red): Appears when the Next Check Date has passed. The message reads: "Background check expired on {date}."
Expiring Soon (yellow): Appears when the Next Check Date is within 30 days and the status is still Cleared. The message reads: "Background check expiring on {date}."
Rejected: Appears when the status is set to Rejected. The message reads: "Background check is rejected."
Note: "Expiring Soon" is a display-only calculation. It does not change the stored status.
How Statuses Change Over Time
A Cleared status changes to Expired automatically once the Next Check Date has passed.
To restart the cycle after an expiration, set a new Last Check Date and update the status.
Every status change is recorded in the user's audit history, including who made the change and whether it was a manual update or the automatic expiration.
Best Practices
Use a consistent recheck interval across all users so compliance reviews stay predictable.
Capture the provider name on every record so audit trails are complete.
Use Notes to log case numbers or follow-up actions rather than relying on memory.
Review expired records on a regular cadence so renewals do not lag behind.
Troubleshooting
The Background Check section is missing.
Confirm the person editing the record has User Management Access. Without that permission, the section is hidden.
The Next Check Date does not update after changing the Last Check Date.
The next date only auto-calculates when Remind me automatically is turned on. If the toggle is off, update the Next Check Date manually.