September 1st 2025: How Smart Employers Shrink Background Screening Time - The Batch Order Playbook
Why Batches Matter
Batch orders aren’t a nice-to-have — they’re the practical tool you reach for when you need to run checks at scale: annual MVR audits, hiring fairs, post-merger onboarding, seasonal ramp-ups, or any other mass-ordering event. Instead of placing dozens or hundreds of single orders, you submit one spreadsheet and get back a consolidated, auditable package. It’s not flashy, but it’s the reliable way to meet compliance, satisfy insurers, and get large groups processed consistently and predictably.
What batch ordering does:
Instead of ordering checks for each person individually, you upload a single spreadsheet with everyone’s info. We run the checks and return an organized package of reports. For MVRs, that often means same-day or next-day results instead of logging into the portal for every single employee. It’s not flashy; it’s practical—and that’s why people use it.
What type of batches we run:
QuickApp / authorization-based: You trigger an electronic release to the candidate. The candidate signs, and the order runs. This works well for new hires who need to complete a Disclosure and Authorization Form, or when certain details are unknown and need to be collected (i.e SSN’s, Addresses, Driver License Numbers, etc.)
Non Quick App or Injected batches (MVRs and direct runs): You upload a CSV with driver license numbers, states, DOBs, etc., and we run the orders directly. This is the go-to when you already have authorization on file or for annual fleet checks.
Most providers have a low minimum (often around 10), so batches work whether you’ve got a handful of people or a couple hundred. Be aware of a few state quirks (for example, PA, AK, WA), and confirm cutoff times for same-day processing with your account manager. Results typically come back as password-protected PDFs—make sure you follow your redaction and storage policies.
Why it saves time (for real)
One upload vs. many clicks: For a small HR team, that’s the difference between a few hours of work and an entire day.
Fewer errors: Templates force consistent formats for SSNs and DLs (treat DL and SSN columns as text to preserve leading zeros). That reduces rejected orders and back-and-forth with support.
Better visibility: MVRs usually come back quickly. Criminal and county searches take longer, but getting everything in one organized package is a big efficiency gain.
Cleaner compliance: One well-labeled package is easier to store, audit, and share with auditors or insurers than dozens of single-order PDFs.
FAQ
Minimum batch size? Usually around 10—check with your AM.
Cutoff for adding to a batch order? Often early afternoon (some providers use a 2:00 PM cutoff). Confirm with your AM.
What if someone doesn’t click the QuickApp? Clients often run reminders and many teams personally follow up. Some clients will continue reminders for a period (e.g., up to 60 days).
Turnaround times? MVRs are fastest; criminal/county searches take longer.
State exceptions? Yes—PA, AK, WA and others may have special rules. Ask your AM.
How are results delivered? Password-protected PDFs organized by employee and batch.
Closing thought
Batch ordering isn’t a magic fix, but it’s an obvious operational improvement for teams that regularly run checks. If your HR team spends real time entering orders or chasing results, a 25–100 record pilot will show you the difference. Prep the file, pre-notify your people, and let the process do the heavy lifting.
Want to Learn More?
Your dedicated account manager can walk you through how batch orders can integrate into your current screening workflow—and help you
Disclaimer
The information and opinions expressed are for educational purposes only and are based on current practice, industry-related knowledge and business expertise. The information provided shall not be construed as legal advice, express or implied.