Background checks

Campfront runs background checks on your staff through our integration with Yardstik, a fully accredited background screening provider. You order checks directly from Campfront, the candidate completes intake from a Yardstik email, and the results come back into your camp's admin without anyone leaving Campfront.

This article covers where background checks live, how to set up your camp to use them, how to order a check, how to track status, and what to do when a result needs a decision.

Where background checks live

There are two places you'll work with background checks in Campfront.

The first is a dedicated Background checks page, found in the left navigation under the Staff section. This is the camp-wide view of every check you've ordered. You can sort and filter by status, package, staff member, and who ordered the check, and you can order new checks straight from this page.

The second is the Background checks card on each individual staff member's personal info page. This shows the checks that have been ordered for that staff member specifically, with the same actions available against each one.

Both views read from the same data, so a check ordered from a staff profile shows up immediately on the main Background checks page, and vice versa.

If you don't see Background checks in your navigation, the feature hasn't been switched on for your camp yet. Contact support to enable it.

Setting up Yardstik for your camp

Before you can order any background checks, you need to register a sub-account with Yardstik. This is a one-time setup.

To get started, head to Staff > Background checks and click Set up Yardstik account. Campfront will pre-fill what it can from your camp profile, and ask you for a few extra details:

• Legal business name, legal entity type, and state of incorporation. These have to match the entity registered with the IRS.

• Owner title. The job title of your authorized signer, such as Owner or Director.

• Signer. The person who will sign Yardstik's credentialing documents. They must already have the Manage background checks capability on their permission role. After you submit the form, they'll get an email from Yardstik with a link to sign.

• Billing contact. The finance contact Yardstik will use for billing communications.

Campfront also checks that your camp profile has an EIN, a complete camp address, and a support email before letting you submit. If any of those are missing, you'll be prompted to update your camp profile first.

Once submitted, the sub-account goes into an Awaiting credentialing state. As soon as your signer completes the Yardstik documents, your sub-account flips to Active and you can start ordering checks.

Permissions

Two things control who can do what with background checks.

The Staff permission on a user's role determines whether they can view or edit staff records at all. View access lets someone see background check results on staff profiles. Edit access is needed to order new checks or take action on results.

On top of that, there's a separate capability called Manage background checks. Owners and Admins have this by default. Without it, a user can't set up the Yardstik sub-account, order new checks, view full reports, or make adjudication decisions. You can grant the capability to other roles from Settings > Permissions.

Ordering a background check

You can start a check from either of the two places mentioned above.

From the Background checks page, click Order background check in the top right. Search for the staff member by name, select one or more packages, and click Order background check to submit. Campfront sends the order to Yardstik, which emails the candidate an intake invitation.

From a staff member's personal info page, scroll to the Background checks card and click Order. The flow is the same, but the staff member is already selected.

A few things to note when ordering:

• You can order multiple packages at once. Each package becomes its own background check record with its own status.

• You can't order the same package twice for the same staff member while a check is in flight or has come back clear, pass, or proceed. To screen someone again on a package they've already passed, use Re-run check from the staff profile.

• The price shown next to each package is what your camp will be billed once the candidate begins their intake. Pricing is set by your account manager and may differ from the Yardstik catalog price.

Checking the status of a check

Every check moves through a sequence of statuses as it progresses. The main statuses you'll see are:

• Pending or Submitted. The invitation has been sent, but the candidate hasn't finished their intake yet.

• Processing, Pending approval, or Yardstik QA review. Yardstik is working on the report.

• Clear, Pass, or Proceed. The candidate cleared the check. No action needed.

• Consider. Yardstik found results that may disqualify the candidate. You'll need to review the report and decide whether to mark it Proceed or start an adverse action.

• Pre-adverse action or Final adverse action. An adverse action is in progress, or the candidate has been disqualified.

• Info requested or Dispute. Yardstik is working directly with the candidate. No action needed from you.

• Expired. The candidate didn't complete intake before the invitation expired. You can send them a new one.

• Canceled. Yardstik cancelled the report and no decision was made. Order a new check if you still need one.

Hover the small question mark next to any ambiguous status to see a longer explanation of what's happening and whether you need to do anything.

To pull the latest status from Yardstik on demand, use the Refresh button at the top of the Background checks card on a staff profile. This updates every in-progress check for that staff member in one go. You can also refresh a single check from its row actions.

Viewing the full report

Once a check is complete and reviewable, View report appears in the row's actions menu. This opens the full Yardstik report inside Campfront in an embedded view, so you can read the details without needing a separate Yardstik login.

Acting on a Consider result

When a check comes back as Consider, you have two paths.

Mark as proceed tells Yardstik you've reviewed the report and want to clear the candidate. The check moves to Proceed and the candidate stays eligible.

Start adverse action begins the formal adverse action process. You'll be asked to list the reasons. Yardstik then notifies the candidate, giving them the regulated window to dispute or correct anything. You can cancel an adverse action at any point before it becomes final.

Both actions are recorded on the staff member's activity feed for audit.

Re-running a check

If a staff member returns in a future season and you need to re-screen them on a package they've already cleared, open the Background checks card on their profile, find the original check, and choose Re-run check from its actions menu. This creates a fresh check linked to the original, gets a new invitation sent, and bills your camp again for the new screening.

Refreshing an expired invitation

If a candidate didn't complete their intake in time, the check moves to Expired. From the actions menu, choose Refresh invitation to send them a new email.