Argenta keeps a background check history on every volunteer record, so you can see who has been cleared, when, and by whom before you put someone in front of the people you serve.

Where Background Checks Live

1. Open the volunteer's record
2. Click Background Checks in the workspace navigation

The list shows every check on file for that volunteer, with the date it was created, its status, the date it was completed, the team member who completed it, the source organization, and the details.

Recording a Background Check

1. Click Add New. Argenta creates the check and opens it.
2. Set the Status: Open/Unchecked, Passed, or Failed. A new check starts as Open/Unchecked, so you can create it when you send the request and come back once results arrive.
3. Enter the Date Completed when the results come back.
4. Enter the Source of Background Check, which is the organization or service that ran it.
5. Use the Details field for everything else worth recording, including the type of check performed.
6. Save.

Argenta records which team member completed the check automatically, so you always know who handled it.

Attaching Documentation

Each background check has its own Files and Notes pages. Upload the clearance letter or the provider's report to Files, and use Notes for your internal commentary. Record Permissions lets you restrict who can open the check, which is worth using given how sensitive these records are.

Recording the Type of Check

There is no separate field for check type, so note it in Details. The kinds most organizations track:

• Criminal background: national, state, or county level
• Sex offender registry: expected for youth-serving organizations
• Driving record: for volunteers who will drive
• Reference checks: verification from references
• Child abuse clearances: for child-serving roles

Handling Rechecks

Argenta does not store an expiration date on a background check, so rechecks run off your own policy rather than an automatic prompt. The practical approach is to set a recheck interval (many organizations use two or three years), then use Date Completed on each volunteer's most recent check to see who is due. When you run a recheck, add it as a new check so the full history stays intact.

Exporting

The Export To CSV button above the list downloads that volunteer's background check history as a CSV file you can open in Excel.

Good Practice

• Check volunteers before they begin serving, not after
• Always record what kind of check was run in Details
• Keep the clearance document attached to the check itself
• Write down your rechecking policy so it survives staff turnover