To ensure data accuracy and security, Smile Checks automatically deactivates submission links once a background check or an individual reference reaches a finalized status. This prevents users from submitting information on requests that are already finished, cancelled, or expired.
Links expire automatically based on the Status of the check request or the individual reference.
The main submission link (smilechecks-ID) will stop working if the check is:
Completed: The report is finished.
Closed: The window for submission has expired (usually after 10 days of inactivity).
Cancelled: The employer or system manually stopped the check.
An individual reference link (refcheck-ID) will stop working if:
Reference Completed: They already submitted their feedback.
Reference Declined: The contact chose not to participate.
Reference Failed/Invalid: The system or a user marked that specific contact as unreachable or invalid.
Overall Check Finished: If the entire background check is Completed, Closed, or Cancelled, all related reference links expire instantly.
When a user clicks an expired link, they are redirected to a specific "Closure Page" instead of the form. Use this table to troubleshoot what the user is reporting:
If the status is... | The user will see a message saying... |
|---|---|
Completed | "Submission Completed" (Thank you page) |
Closed / Expired | "Submission Window Expired" |
Cancelled | "Submission Window Expired" |
Declined / Invalid | "Submission Window Expired" |
If an employer adds a Reference Check Upsell to a check that was previously Closed or Completed, the following happens:
Old links stay dead: Any references submitted before the check was closed remain "Inactive." Their old links will not work again. This is for audit history.
New links are created: The candidate will receive a fresh link to submit new references.
Fresh Start: New references will generate brand new refcheck links.
Q: A candidate says their link is "expired" but they haven't finished.
Check the Status: Look up the Check Request ID. If it is "Closed," it likely hit the 10-day timeout.
Action: If the employer wants to continue, they may need to reopen the check or the system may need a manual status reset (consult Tier 2).
Q: A reference says they can't open the link to give a review.
Check Reference Status: If the status is "Completed," they have already submitted it.
Check Overall Status: If the candidate's check is already "Completed," the reference can no longer provide input.
Q: Can we "reactivate" an expired link?
No. Once a link is deactivated via our provider (Switchy), it is permanent for that specific ID. To get a working link, a new reference record must be created or the check must be progressed to a state that generates a new link.
If a link is redirecting to the wrong page or a "404 Not Found" error appears:
Verify the Link ID in the URL (e.g., refcheck-12345).
Escalate to Technical Support at support@getsmilechecks.com.