Automatic quarterly re-screening

Hands-off background checks every 3 months by default — volunteers stay current automatically.

Background checks are a snapshot — they reflect records as of the day they run. Someone clear today could have a new record next month. Most volunteer programs re-screen on a schedule; VolunteerBadge defaults to every 3 months (quarterly) and can handle it automatically.

Why quarterly?

Quarterly re-screening keeps rosters current for youth programs, eldercare, and other high-trust roles — without anyone remembering to click. Each re-screen is still just $5 (1 credit), and you control the cadence in Settings.

What you get

Set it once. Every volunteer is automatically re-checked on schedule, you're emailed a summary each cycle, and nobody slips through the cracks.

Defaults for new organizations

New accounts ship with Re-screen interval: 3 months and Auto re-run checks when due: On. Existing organizations keep whatever they already configured. The first time you sign in, we show a one-time note explaining this so nothing runs by surprise — and you can change the cadence or switch it off anytime in Settings → Screening, or just ask Victor to do it for you.

Adjust settings · ~1 minute

Go to Settings → Screening.
Set your Re-screen interval (months) — 3 is the default (quarterly).
Auto re-run checks when due is on by default; switch it off if you prefer manual reminders.
Save. Enabling auto re-run confirms you hold ongoing-screening authorization.

How it works

Once a month, VolunteerBadge looks for volunteers whose re-screen date has passed. For each due volunteer who was previously onboarded:

We email them a short FCRA authorization link — not a full application. They review the disclosure, confirm their address, sign electronically, and the $5 check runs automatically.
If SSN was cleared after their last check (normal for security), the same link also collects their SSN before ordering the check.

Results flow into your dashboard and Compliance log exactly like a manual check, and the next re-screen date is set forward when they authorize.

Guardrail	What happens
Fresh authorization	Federal law requires written consent before each check. Every re-screen uses a dedicated authorization form — volunteers never re-fill the full application.
Prior onboarding required	Only volunteers who already completed initial onboarding (or were imported with attestation) receive auto links.
SSN re-collection	When SSN isn't on file, the authorization form collects it. The check runs when they submit.
Out of credits	Auto re-screening pauses instead of skipping anyone, and emails you to buy credits. Send links manually from the dashboard if needed.
No duplicates	A volunteer with a check already in progress, or an open authorization link, is never contacted twice.
You stay informed	Each auto cycle emails you a summary of consent links sent (and any paused for low credits). When a volunteer signs authorization, org admins get an immediate in-app + email alert. When the check finishes, admins are notified again if Settings → Notifications → background check completes is on (default).

Your FCRA responsibility

Each background check requires the volunteer's written authorization at the time of screening. VolunteerBadge collects fresh electronic consent on every re-screen. Keep your own program records current.

Prefer to stay in control? Turn auto re-run off and we'll simply email your admins a monthly reminder of who's due, so you can run them with one click.