Background checks are recorded as their own records in Argenta, one per check, tied to the constituent it was run on. That covers volunteers, staff, board members, or anyone else in your system.

Go to Constituents (CRM) > Background Checks for the full list across your organization. You can also open a staff member and go to their Background Checks page to see only theirs.

Adding a Background Check

1. On the Background Checks list, click Add New. Argenta creates the record and opens the Background Check Workspace.
2. Fill in Background Check Details. Two fields are required: Background Check Date and Constituent.
3. Click Save All Changes & Continue, or Save All Changes & Exit.

The Fields

• Background Check Date (required) - when the check was run
• Constituent (required) - who it was run on
• Source of Background Check (Constituent) - who ran it. This is a constituent lookup, so add your screening provider as an organization constituent and you can pick them here
• Assigned To (Team Member) - who on your team is handling it
• Status - where the check is in your process
• Background Check Type and Background Check Category - how you classify checks
• Outcome of Background Check - the result

Status, Type, and Category are all your own lists rather than a fixed set Argenta ships with. Set them up to match your own policy, using the orange plus icon beside each field to add an option you do not see.

Keeping Results Private

Background check results are sensitive. On the details page, Set As View Only stops others changing the record and Lock This Record stops them opening it at all. Grant access person by person on the Record Permissions page. Do this when you create the record, before the outcome goes in.

The Workspace

• Background Check Details - the record itself
• Related Files - the report from your provider, consent forms
• Notes - internal notes
• Record Permissions - who can view or edit

Tracking Renewals

A background check record holds the date the check was run, not a separate expiration date. If your policy renews checks on a cycle, work from the Background Check Date: search the list by ID or constituent name, sort by date, and export to CSV to see who is coming due.