⏰ Understanding Check Expiration

Learn how the expiration system works for screening checks and what happens when checks expire.

What Is Check Expiration?

Check expiration is an automatic process that closes incomplete screening checks after a set period of inactivity, ensuring orders don't remain open indefinitely.

How Expiration Works

Automatic Timeline

Checks expire automatically after 30 days of no activity by:

The subject (candidate/employee being screened)
The client (organization that ordered the check)

Which Checks Can Expire

Only checks with these statuses can expire:

Waiting on Subject - Subject hasn't provided required information
Waiting on Organization - Organization hasn't provided requested clarification

Which Checks Don't Expire

Checks being actively processed by Scaut (Processing status) do not expire.

What Happens When a Check Expires

Status Changes

Outcome: Set to EXPIRED
Status: Changes to COMPLETED

Billing Impact

Automated checks that completed before expiry are charged to the client
Incomplete checks requiring subject participation are not charged

Data Retention

The data retention period countdown begins when the check switches to Completed status (including when expired).

Important Limitations

No Reopening

Checks that have expired cannot be reopened. A new order must be placed if screening is still required.

Fixed Expiry Period

Clients cannot influence or extend the 30-day expiry period. This timeline is fixed for all organizations.

Managing Expirations

Preventing Expiration

To avoid checks expiring:

Monitor Dashboard regularly for waiting statuses
Respond promptly to any "Waiting on Organization" requests
Follow up with subjects showing "Waiting on Subject" status
Consider the reminder schedule (sent at 3, 11, and 19 days)

After Expiration

If a check expires and screening is still needed:

Place a new order for the required checks
Inform the subject they'll receive a new invitation
Consider why the previous check expired to improve completion rates

Common Scenarios

Scenario 1: Subject Partially Completes Requirements

If a subject completes some checks but not others within 30 days:

Completed checks show their results
Incomplete checks show as expired
Completed portions are charged

Scenario 2: Organization Delayed Response

If organization doesn't provide requested information within 30 days:

Check expires and cannot be reopened
Any automated checks already completed are charged
New order required to continue screening

Scenario 3: Mixed Status Order

In orders with multiple checks:

Each check has its own status
Some may complete while others expire
Only inactive checks expire after 30 days

Best Practices

Monitor Actively

Check Dashboard weekly for any waiting statuses
Act on "Waiting on Organization" status immediately
Follow up with subjects before day 20

Clear Communication

Inform subjects about the 30-day deadline upfront
Explain that expired checks require starting over
Set expectations about timeline requirements

Proactive Management

Review aging orders weekly (15+ days old)
Contact subjects directly if approaching expiration
Provide any requested information promptly

💡 Pro Tip: The 30-day expiration period cannot be paused or extended. If a subject indicates they need more time, encourage them to complete what they can before expiry, as partial completion is better than full expiration.