Tracking Background Checks

Maintaining up-to-date background checks for your volunteers and staff is crucial for ensuring the safety of your children and meeting legal requirements. Elvanto's flexible features can help you track and manage these checks efficiently. This article explains how to use Elvanto's custom fields and reporting to comply with varying local regulations.

Tithely Tip

Sign up for Tithely Background Checks to keep all your beckground checks maintained, upto date and easy for your volunteers to complete. Learn more here

Set Up Standard Reports:

  • Navigate to "Reports" and create reports to track background check statuses:
    • People with missing or invalid information
    • People with expiring background checks
    • People with expired background checks
    • (Optional) Reports for specific scenarios based on your local requirements
  • Assign Responsibility and Access:

    • Determine who in your church is responsible for managing background checks.
    • Grant these individuals appropriate permissions to view and edit custom fields.
    • Set up automated email notifications for the responsible individuals to alert them about upcoming or expired checks.

Additional Information:

  • Customization: Adapt the custom fields and reports to align with your specific local regulations.
  • Communication: Clearly communicate the background check policy and process to your staff and volunteers.
  • Data Security: Ensure that sensitive information is stored securely and accessed only by authorized personnel.

Example: Woodbush United Gospel Assembly

Woodbush requires background checks every 3 years, with exemptions for certain professions. They use custom fields for card numbers, expiration dates, and exemption reasons. Reports are generated to track missing information, upcoming renewals, and expired checks.


  • Regulations: Always stay informed about your local legal requirements regarding background checks.
  • Training: Provide training to staff on how to enter and update background check information in Elvanto.

Leveraging Elvanto's features for background check management helps ensure compliance, simplifies tracking, and ultimately enhances the safety of your children's ministry. By tailoring the system to your specific needs, you create a streamlined process that safeguards both your congregation and your organization.