Foley Carrier Services integration for ATS: automated background checks, role-based screening, and compliance

The Foley Carrier Services integration for Greenhouse connects your applicant tracking workflow with Foley’s background check and pre-employment screening services so you can initiate, track, and receive screening results without leaving Greenhouse. By automating candidate handoffs and centralizing screening status in your ATS, teams shorten time-to-hire, reduce manual errors, and get the data needed to make safer, more informed hiring decisions.

What the Foley–Greenhouse integration does

• One-click screening orders Trigger background checks directly from a candidate's Greenhouse profile using preset packages so reviewers don’t need separate logins or manual data entry.
• Status sync and notifications Receive stage updates—order placed, in progress, clear, or findings—within Greenhouse to keep recruiters and hiring managers aligned.
• Candidate data transfer Basic PII and consent fields are passed securely to Foley to populate screening forms and reduce candidate friction.
• Results attached to candidate record Completed screening reports and disposition codes are accessible from the candidate’s Greenhouse profile for auditability and hiring decisions.
• Role-based package selection Configure different screening packages by job family, seniority, or location so checks match role-specific risk profiles.
• Compliance flags and hold reasons Integration supports hold actions or conditional offers based on screening outcomes with documented reasons stored in the ATS.

Data flow is event-driven: when a recruiter requests a screen in Greenhouse, the integration sends candidate PII and the chosen package to Foley via secure API calls; Foley processes the request and posts status updates and the final report back to Greenhouse. This synchronous model minimizes duplicated work, allows real-time status tracking in the ATS, and supports audit trails required for compliance and internal recordkeeping.

Who should consider this integration

Key benefits

• Faster time-to-screen Automation removes manual order creation and duplicate entry so screens start earlier in the funnel.
• Reduced administrative overhead Fewer emails and spreadsheets; status and results are consolidated in the ATS for easy review.
• Improved decision accuracy Complete, consistent screening packages and attached reports support evidence-based hiring decisions.
• Stronger auditability All screening actions and results are logged in Greenhouse, simplifying internal reviews and external audits.
• Lower operational risk Standardized checks and documented results decrease exposure to negligent hiring claims and reputational damage.

Typical implementation steps are straightforward: enable the partner in Greenhouse, configure API credentials, map screening packages to job types, and set consent and data fields. Foley or a technical partner often supplies setup guides and test accounts to validate the flow before going live. Expect a pilot phase of 2–6 weeks for configuration, testing, and policy alignment; larger organizations with multiple packages or global requirements may extend that timeline to ensure legal and HR reviews are complete.

Technical requirements and compatibility

Frequently asked questions about implementation and costs

Best practices when using Foley with Greenhouse

• Standardize screening packages Create role-specific packages to ensure consistent checks and avoid ad-hoc orders that erode compliance.
• Automate consent capture Use Greenhouse workflows to require candidate consent before a screen can be ordered to prevent legal gaps.
• Train hiring teams Document who can order checks, interpret results, and take action—reduce errors by aligning recruiters and hiring managers.
• Monitor turnaround time SLAs Track vendor performance versus expectations and establish escalation paths for delayed results.
• Archive reports per policy Enforce retention schedules for screening documents to meet legal and audit requirements.

Risk management and compliance considerations are central: background checks must align with local laws (FCRA in the U.S. for consumer reports), and you need clear consent, adverse action workflows, and secure storage. Work with legal and HR to define when to disclose findings, how to run rechecks, and retention timelines. Also confirm that the screening scope is appropriate for the role—overbroad checks can lead to unnecessary privacy exposure while insufficient checks can leave the company exposed to liability.

Common pitfalls and how to avoid them

• Misconfigured package mappings Audit package-to-job mappings regularly to ensure the correct checks are ordered for each role.
• Incomplete consent capture Make consent a mandatory workflow step in Greenhouse before sending data to Foley.
• Assuming instant results Plan hiring timelines around realistic screening turnarounds and communicate expectations to candidates and managers.
• Inadequate access controls Limit who can view full reports and establish role-based permissions to protect candidate privacy.

Measuring ROI requires tracking operational and quality metrics: average time from offer to clear, number of manual entries eliminated, reduction in screening-related hiring delays, and incidence of post-hire issues tied to background findings. Use Greenhouse reports plus Foley status logs to quantify time savings and error reduction. Over time, compare incident rates (e.g., theft, safety events) before and after standardized screening to demonstrate the long-term risk-reduction value.

Support, troubleshooting, and vendor coordination

Alternatives exist—some vendors provide narrower or broader services—but Foley’s integration advantage lies in a tight Greenhouse connection and a focus on pre-hire screening workflows. Choose a provider based on required coverage, regional support, reporting needs, and how well the vendor maps to your compliance obligations. If you need rapid screening initiation from the ATS with trackable outcomes and built-in audit trails, Foley plus Greenhouse is a practical option for many North American employers with moderate to high hiring volumes.