Data Facts Background Check Integration for ATS: API Setup, Compliance, and ROI

Data Facts’ integration with Greenhouse embeds background screening into the candidate workflow so teams can request, receive, and record screening results without switching systems. The integration leverages Greenhouse APIs and partner hooks to push candidate details to Data Facts, track status updates in real time, and attach final reports directly to the candidate profile. This setup reduces manual steps, centralizes hiring documentation, and preserves an audit trail for compliance. Its design aims at organizations that need fast, auditable screening — from high-volume hourly hiring to regulated professional roles — while maintaining security controls such as SOC 2 compliance and data residency (no offshoring).

What the Data Facts integration does — at a glance

• Automates screening requests Triggers background checks from Greenhouse when a candidate reaches a defined workflow stage (e.g., after offer or after interview).
• Streams status updates Displays screening progress in Greenhouse (ordered, in-progress, cleared, adverse) so recruiters and hiring managers see live status.
• Attaches final reports Final background check reports and verifications are stored on the candidate record for audit and hiring decisions.
• Supports specialty services Includes education verification, medCheck (OIG exclusion searches), and other specialty screens accessible through the same flow.
• Preserves data controls Operates with SOC 2 controls and PBSA accreditation while keeping data processing in North America (no offshoring).

Typical technical flow: Greenhouse sends a screening request via API or partner integration when a configured candidate stage is reached. Data Facts ingests candidate PII, normalizes fields (name, DOB, SSN when required), and queues standardized searches. Results and document attachments are posted back to Greenhouse using candidate identifiers so the two systems remain synchronized and auditable.

Feature comparison: Data Facts integration vs generic background checks

Who should evaluate this integration

• Enterprise and scaling mid-market teams Organizations (100–10,000+ employees) that need integrated screening across many roles and locations in North America.
• Healthcare and regulated industries Employers that require OIG exclusion checks, provider screening, and auditable verification for compliance.
• High-volume hiring operations Retail, hospitality, logistics, and staffing firms that need fast turnaround to fill many hourly roles.
• Teams prioritizing security and data locality Companies that need SOC 2 controls and no offshoring for sensitive candidate information.

Compliance considerations: Data Facts holds PBSA accreditation and SOC 2 certification which assist organizations in meeting industry standards and audit expectations. The integration keeps PII handling within defined data residency boundaries and integrates with Greenhouse’s consent and disclosure workflows so employers can capture candidate authorization and maintain a clear chain-of-custody for screening decisions.

Key benefits for hiring teams

• Faster time-to-hire Automated order placement and electronic verifications reduce manual follow-up and speed clearance for offer acceptance.
• Reduced recruiter workload Status updates and attached reports eliminate manual uploads and follow-ups with screening vendors.
• Better recordkeeping Reports stored on candidate profiles provide a single source for audit and compliance reviews.
• More consistent screening Standardized packages (criminal, education, OIG checks) ensure consistent criteria across roles and locations.
• No hidden implementation fees Integration details list no partner implementation fee, reducing initial project cost for many customers.

Common implementation questions

Implementation checklist for IT and HR: confirm Greenhouse admin access and API credentials, define screening packages and workflow triggers, document consent steps for disclosure, test ordering and result posting in a sandbox environment, and align SLAs and escalation paths with Data Facts’ support team. Plan a short pilot with a controlled set of roles to validate status mapping, report attachments, and candidate communications.

Sample timeline and SLA expectations

Measuring ROI: metrics to track

• Time-to-clearance Average hours/days from order to final report — compare before vs after integration to quantify speed improvements.
• Recruiter time saved Hours per week previously spent on manual follow-ups and uploads; automation converts that into capacity for higher-value work.
• Offer acceptance rate Track whether faster screening correlates with fewer declined offers due to delays.
• Compliance incident rate Monitor audit findings or remediations related to screening documentation and consent capture.

Troubleshooting & support

Best practices: start with role-based screening packages to limit unnecessary searches, include consent steps early in the Greenhouse workflow, monitor initial pilot metrics, and maintain a single source of truth by keeping all reports attached to the candidate profile. Regularly review package configurations and SLAs with Data Facts to align with changing compliance needs or hiring volume shifts.