Speed vs. thoroughness: Accelerating background checks without sacrificing quality

In today’s talent market, speed is everything. Candidates have more options than ever, and if your hiring process drags, you risk losing great people to a faster competitor. But moving quickly can’t come at the expense of quality or compliance.

This tension is most obvious in background checks. Employers need thorough screening to protect their workplace, brand and clients. At the same time, long turnaround times can frustrate candidates and lead to drop-offs. So, how do you strike the balance?

Let’s look at why fast background checks matter, where the bottlenecks usually happen, and how technology can help you reduce time-to-hire while still maintaining a complete and compliant process.

Why speed matters in background checks

Research shows that prolonged hiring processes are costly. According to Carelever, 31% of employers have lost candidates at the background screening stage because checks took too long. And data from GoodTime suggests that 62% of candidates lose interest altogether if the hiring journey drags on.

For HR teams, this is a clear warning: delays in background checks directly affect candidate experience and your ability to secure top talent. In a competitive market, every day counts.

Common causes of hiring delays

Background checks can take time for many reasons. For example:

• Manual processes: Chasing referees by phone or email, requesting paperwork, or following up with agencies can drag out timelines.
  
  
• Multiple vendors: If you’re using one provider for references, another for police checks and another for ID, it’s easy for delays to creep in.
  
  
• Human error: Missing information, mismatched documents or incomplete forms mean going back to the candidate and losing precious days.
  
  
• Manual verification: While many checks are now automated, some still require human oversight. For example, about 30% of Australian police checks flagged by the Australian Criminal Intelligence Commission (ACIC) need manual review, though 70% are processed within minutes.
  
  
• Candidate delays: Sometimes the candidate is the bottleneck; if they don’t complete and submit the required forms or checks promptly, the whole process stalls.

The key takeaway? Not all delays are avoidable, but many can be minimised with the right process and technology in place.

Fast doesn’t mean cutting corners

A fast background check is not about skipping steps. It’s about making the process more efficient while ensuring accuracy and compliance. Employers still need to:

• Verify qualifications and credentials (academic and professional).
• Confirm identity and address details.
• Check for criminal history.
• Screen for adverse financial history or bankruptcy where relevant.
• Ensure no conflicts of interest in directorships.
• Run global sanctions or adverse media checks for higher-risk roles.
• Consider a candidate’s social media and digital footprint to identify potential reputational or behavioural risks.

These checks protect against fraud, reputational risk and compliance breaches. Skipping them may speed things up, but it leaves your organisation vulnerable.

The role of automation and AI in screening

Technology is transforming how background checks are delivered. AI and automation can help at almost every stage:

• Identity verification: Automated document scanning and facial recognition confirm a candidate’s identity in minutes, reducing manual paperwork.
• Reference checks: Online platforms collect and verify feedback quickly, replacing endless phone tag.
• Batch processing: Multiple checks can run simultaneously rather than sequentially.
• Fraud detection: AI can flag inconsistencies or potential risks across documents and data sources.

These advances don’t just reduce time-to-hire. They also improve accuracy by removing human error and providing a consistent, auditable process.

Candidate experience: the hidden factor

It’s not just about speed. The way checks are handled has a big impact on candidate experience. A clunky, repetitive process with multiple logins and document requests can leave candidates frustrated, even if the checks are technically fast.

Instead, aim for a process that is:

• Simple: One request for information, completed once.
• Transparent: Clear communication about what checks are being done and why.
• Respectful: Candidates want to feel their personal data is handled securely and professionally.

A positive screening experience builds trust and sets the tone for your employer brand.

How Referoo Hub helps you go faster without risk

At Referoo, we built the Referoo Hub to tackle this exact challenge. Instead of juggling multiple systems and vendors, the Hub brings everything into one streamlined workflow:

• One email to the candidate: They provide their details and ID once, which is used across all checks.
• All checks in one place: References, police, ID, sanctions, financial and more — managed through Referoo Hub.
• Integration with your HR or ATS platform: No double handling, all results flow into the candidate record.
• Fraud detection and compliance safeguards: Protects your business without slowing down the process.

This means you can run fast background checks and reduce time-to-hire while knowing every step is accurate and compliant.

Practical steps to balance speed and thoroughness

If you’re looking to improve your process, here are a few quick wins:

1. Map your current process – Identify where delays happen most often (manual follow-ups, multiple vendors, missing documents).
2. Consolidate vendors – Use a single platform where possible to avoid fragmentation.
3. Automate where you can – Reference checking, ID verification and batch processing are low-hanging fruit.
4. Communicate with candidates – Let them know what’s being checked and why. Transparency reduces frustration.
5. Review turnaround times regularly – Track average time-to-complete for each check to identify improvement opportunities.

Fast background checks don’t have to mean rushed or incomplete screening. With the right tools and processes, HR teams can reduce time-to-hire, keep candidates engaged and still protect their organisation from risk.

The goal isn’t just speed, it’s balance. When you streamline checks without cutting corners, you create a win-win: candidates move smoothly through the process, and employers get the confidence of thorough, compliant results.

Ready to see how Referoo Hub can help you achieve both? Explore Referoo Hub today.