Migrate from Back Track Screening to BambooHR

Back Track Screening Candidate records (name, date of birth, contact info) map to BambooHR Employee records created via ATS hire or direct employee import. BambooHR does not have a dedicated candidate object separate from the ATS pipeline; candidates who become employees transition through BambooHR's onboarding workflow. We extract candidate records from Back Track Screening file exports, match by name and date of birth to the BambooHR employee created during onboarding, and attach screening results as custom fields or documents to that employee record.

Each screening order carries a status (pending, in-progress, complete), package type, timestamps, and employer reference. In BambooHR, there is no native screening order object. We represent order status as a custom employee field (e.g., backgroundCheckStatus as a picklist: Not Started, Consent Pending, In Progress, Complete, Consider) and attach the full screening report PDF as a BambooHR document categorized under a Background Checks file category. Turn's native integration will handle future orders as a separate workflow initiated from the employee or applicant record.

SSN trace output produces a structured address history that determines county criminal search scope. This is a first-class compliance object in the migration because an employer defending an adverse action must demonstrate that county searches covered all jurisdictions where the candidate lived. We parse the SSN trace output and populate a set of custom address history fields on the employee record (e.g., priorAddress1 through priorAddress5 with effective dates). If the SSN trace is delivered as a bundled PDF without structured data, we flag it as a high-severity extraction task during scoping and adjust the timeline accordingly.

Criminal records returned per jurisdiction (county, state, federal) include charge details, disposition, and court references. Each record maps to a set of custom fields on the BambooHR employee: criminalCheckStatus (Clear, Record Found, Review Required), criminalCheckDate, criminalJurisdiction, criminalChargeDescription, criminalDisposition, and criminalCourtReference. The full returned report attaches as a document. We preserve the jurisdiction-to-record linkage so that if a record is challenged, the employer can show which jurisdiction was searched and what was returned.

Education verification results include school name, degree, dates of attendance, and verification status. We map these to BambooHR custom fields: educationInstitution, educationDegree, educationFieldOfStudy, educationStartDate, educationEndDate, educationVerificationStatus (Verified, Unable to Verify, In Progress). The source institution record and verification call notes attach as a document on the employee. BambooHR's native Employee Education table (if used) can supplement these custom fields; we coordinate the mapping during scoping.

Employment verification results include employer name, title, dates of employment, and verification status. We map to BambooHR custom fields: employmentVerificationEmployer, employmentVerificationTitle, employmentVerificationStartDate, employmentVerificationEndDate, employmentVerificationStatus (Verified, Unable to Verify, In Progress), and reasonForLeaving if disclosed. The raw employer response attaches as a document. If the employee already has a work history entry in BambooHR, we compare and flag discrepancies rather than overwriting, allowing the HR team to review before accepting.

Drug test records include test type (urine, hair, DOT vs non-DOT), collection date, lab result (negative, positive, dilute), and MRO review status. We map to custom fields: drugTestType, drugTestCollectionDate, drugTestResult, drugTestMROStatus, drugTestDOTFlag. DOT-regulated tests receive a separate custom flag (drugTestDOTCompliant) to preserve regulatory context. The lab report attaches as a document. DOT compliance status is particularly important for employers in transportation, aviation, and safety-sensitive roles.

Credit reports returned for employment purposes include only permissible inquiry elements under FCRA (typically bankruptcy and sometimes public records). We strip any non-permissible credit history and map only the compliant elements to custom fields: creditCheckStatus (Clear, Bankruptcy Found, Review Required), creditCheckDate, bankruptcyChapter, bankruptcyFilingDate. The full permissible report attaches as a document with a retention tag. We do not migrate credit score or full credit history because these are not permissible for employment purposes under FCRA.

Adverse action documentation under FCRA includes the pre-adverse action notice, the candidate's response window record, and the final adverse action letter. These are compliance-critical records that must be preserved with their signed dates intact. We migrate adverse action records as BambooHR documents in a dedicated Background Checks > Adverse Action folder, with document metadata capturing the original signed date, the associated screening order, the candidate name, and the action type (Pre-Adverse, Final Adverse). These documents are not attached to the employee record in the same way as screening reports; they are stored separately to reflect their distinct compliance purpose and retention schedule.

Signed FCRA disclosure and authorization records are mandatory compliance objects that must migrate before any screening results. Without these records, the employer cannot demonstrate that the candidate consented to the background check before it was initiated, which defeats the entire FCRA defense. We extract consent records from Back Track Screening file exports, store them as BambooHR documents in a Background Checks > Consents folder with signed date and candidate name metadata, and sequence their import before criminal records, drug test results, and credit reports. This sequencing is enforced in the migration runbook.