TalentHR is a modern, lightweight HR platform designed for small and mid-sized businesses that want to manage their people without the complexity of enterprise software. If your team uses TalentHR to onboard new employees and your hiring process requires criminal record checks, Fastkey and Zapier can automate that step completely. Every time a new employee is added in TalentHR, a criminal record check is sent automatically.
How It Works
This integration connects TalentHR to Fastkey through Zapier:
- Trigger: A new employee is created in TalentHR
- Action: Fastkey automatically sends the employee a criminal record check request via email
- The employee completes the verification through Fastkey's secure online process
- Results are delivered — the completed RCMP criminal record check report is available in your Fastkey dashboard
No manual data entry, no copying between systems, no delays. The check goes out the moment the employee is added to your HR system.
Built for Growing Teams
Small and mid-sized businesses often don't have a dedicated compliance team or a complex HRIS with built-in background screening. TalentHR keeps HR simple, and this Zapier integration keeps background checks just as simple.
Without automation, someone on your team has to:
- Notice that a new employee has been added to TalentHR
- Log into a separate screening platform
- Manually enter the employee's name, email, and other details
- Submit the request and track it separately
- Follow up when results come back
For a small team, that's a lot of extra work for every hire. With this automation, the criminal record check is sent instantly — and your team can focus on getting the new employee set up and productive.
What Is a Criminal Record Check?
A standard criminal record check is a name-based search of the RCMP National Repository of Criminal Records. It checks whether any criminal records exist matching the person's name and date of birth. Fastkey handles the entire process digitally — the employee verifies their identity online and results are typically delivered within days.
Understanding the Results
When a criminal record check is completed, you'll receive one of three results:
Negative: No criminal records were identified matching the employee's name and date of birth. This is the most common result and means the search came back clear.
Incomplete: The search could not be completed based on the information provided. The employee may need to submit fingerprints to the RCMP for positive identification. This doesn't mean they have a record — it means more information is needed.
Confirmation: A possible match to a criminal record was found. This is based on name and date of birth only — an absolute confirmation requires fingerprint comparison.
Who Benefits from This Integration?
Small Businesses Hiring Regularly
Retail stores, restaurants, service businesses, and trades companies that hire frequently can automate screening without adding overhead. Every new hire gets the same level of due diligence, whether it's your 5th employee or your 50th.
Childcare and Education
Daycare centres, after-school programs, tutoring companies, and private schools need criminal record checks for every employee who works with children. Automating the process ensures no hire is missed — a critical requirement in this industry.
Healthcare Clinics and Home Care
Medical clinics, dental offices, physiotherapy practices, and home care agencies need to screen employees who work with patients. Provincial regulations often require criminal record checks before an employee can start.
Property Management
Property management companies hiring maintenance staff, building managers, or leasing agents who will have access to tenants' homes and personal spaces. Criminal record checks are a standard part of responsible hiring in this industry.
Non-Profits and Community Organizations
Organizations that serve vulnerable populations — shelters, food banks, community centres, youth programs — often require criminal record checks for all staff. Automating the process through TalentHR makes it effortless to stay compliant.
Setting It Up
- Create a Fastkey account at fastkey.com/register (Business account required)
- Search for "Fastkey" and "TalentHR" on Zapier to find the template
- Connect your TalentHR account — Zapier will ask for your TalentHR API credentials
- Connect your Fastkey account — enter your Fastkey email and password
- Map the fields — match the employee's name, email, and phone from TalentHR to Fastkey's verification request fields
- Turn on your Zap — every new employee added in TalentHR will be automatically screened
The entire setup takes about 5 minutes. No coding, no IT support, no complex configuration.
Extending the Workflow
Once the criminal record check results are ready, you can add more Zaps to stay organized:
- Save the PDF report to Google Drive — keep a permanent copy of every screening result
- Log the result in Google Sheets — build a simple compliance tracker
- Send a Slack notification — get alerted when a check is complete so you can clear the employee to start
- Email the report — send the result to the owner, manager, or whoever handles HR
Simple HR Deserves Simple Screening
TalentHR is built to make HR manageable for growing businesses. Adding Fastkey through Zapier extends that simplicity to background checks. No enterprise contracts, no complex integrations, no manual processes. Just add a new employee to TalentHR and the screening happens on its own.
Get Started
Automate criminal record checks for your TalentHR workforce. Connect TalentHR to Fastkey through Zapier and let every new employee be screened automatically. Visit our Zapier integration page for setup instructions and more workflow ideas.