Reviewing Applications in Fountain

Learn how to review candidate background reports in Checkr, approve vehicle documents in Fountain, and verify training completion via Northpass.

August 10, 2026 By Nataly Morel

This guide walks through the process of verifying a candidate's background check, approving their uploaded documents, and checking their training certification status. By following these steps, you can ensure applicants meet all compliance and operational requirements before progressing them in the hiring pipeline.

This workflow is intended for onboarding specialists, recruiters, and compliance officers. It should be used during the applicant screening phase after a candidate has consented to a background check and submitted their initial paperwork.

Review Applicant Background Checks

Click on the applicant's name in the applicant list to open their profile panel.

Step #2: Click Review Files in the background check section. — Click **Review Files** in the background check section.

This opens the candidate's Checkr report dashboard, where you can verify their SSN Trace, county searches, and Motor Vehicle Record.

Step #3: Review the completed SSN Trace and candidate identity details. — Review the completed SSN Trace and candidate identity details.

Step #4: Check the Motor Vehicle Record section to ensure all custom filters and eligibility criteria display green checkmarks. — Check the **Motor Vehicle Record** section to ensure all custom filters and eligibility criteria display green checkmarks.

Step #5: Verify that the candidate's driving privilege indicates a status of VALID. — Verify that the candidate's driving privilege indicates a status of **VALID**.

Step #6: If the background check satisfies your requirements, click Engage in the confirmation dialog to log your approval. — If the background check satisfies your requirements, click **Engage** in the confirmation dialog to log your approval.

Approve Vehicle and License Documents

Step #7: Return to the applicant dashboard and click ✓ Approve next to the submitted driver's license image. — Return to the applicant dashboard and click **✓ Approve** next to the submitted driver's license image.

Step #8: Open the auto insurance document preview and verify that the expiration date is valid. — Open the auto insurance document preview and verify that the expiration date is valid.

Step #9: Confirm the vehicle make and model provided by the applicant match the insurance documentation. — Confirm the vehicle make and model provided by the applicant match the insurance documentation.

Step #10: Click Approve on the insurance document verification panel. — Click **Approve** on the insurance document verification panel.

Step #11: Review any submitted vehicle photos, including the front of the truck and safety equipment, then click Approve. — Review any submitted vehicle photos, including the front of the truck and safety equipment, then click **Approve**.

Manage Missing Files and Advance the Pipeline

Step #12: If an applicant is missing required documents, click More actions. — If an applicant is missing required documents, click **More actions**.

Step #13: Select the option to upload files from the dropdown menu. — Select the option to upload files from the dropdown menu.

Step #14: Choose the appropriate document category from the Data Key dropdown menu. — Choose the appropriate document category from the **Data Key** dropdown menu.

Upload the required file and confirm the action to attach it to the candidate's profile.

Once all background checks and documents are verified and approved, you are ready to advance the candidate.

Step #16: Click Move to next stage to progress the applicant through the hiring workflow. — Click **Move to next stage** to progress the applicant through the hiring workflow.

Verify Course Completion Analytics

Step #17: Navigate to your Northpass (Gainsight CE) application dashboard and click Analytics. — Navigate to your Northpass (Gainsight CE) application dashboard and click **Analytics**.

Step #18: Click View Report under the Course Completion analytics category to confirm the applicant has successfully completed any required training certifications. — Click **View Report** under the Course Completion analytics category to confirm the applicant has successfully completed any required training certifications.

Q: What should I do if a candidate's background check is flagged?

A: Review the specific flagged items in the Checkr dashboard under the Motor Vehicle Record or county search. If the infractions violate company policy, do not engage the candidate and proceed to reject them in the applicant management portal.

Q: How do I know if the insurance card matches the registered vehicle?

A: In the vehicle document panel, compare the Vehicle Make, Model, and VIN provided in the application data against the uploaded photo of the insurance card to ensure they align.

Q: Can I add documents on behalf of an applicant?

A: Yes. Use the "More actions" menu in the candidate's profile, select the upload option, and choose the appropriate "Data Key" (e.g., profile_photo) to attach the file manually.

Term	Definition
Fountain	An applicant tracking system and high-volume hiring platform used to manage candidate pipelines and documentation.
Checkr	A third-party service integrated into the hiring workflow to run and review candidate background checks, including SSN traces and motor vehicle records.
Northpass (Gainsight CE)	A learning management system used to host, deliver, and track applicant certification courses.
Data Key	A specific system tag or category label used when uploading files to ensure they map to the correct requirement in an applicant's profile.