DBS Check Management
Track DBS certificates, monitor Update Service status, and ensure everyone working with vulnerable people has valid checks.
The risk of DBS gaps
Allowing someone without a valid DBS check to work with vulnerable people isn't just a compliance failure – it's a safeguarding risk. Regulators take DBS gaps extremely seriously.
Key features
Everything you need to manage dbs check management efficiently and confidently.
Certificate tracking
Track DBS certificate numbers, issue dates, and your chosen renewal policy.
Update Service monitoring
Track Update Service registration and schedule regular status checks.
Renewal alerts
Automatic reminders when DBS checks are due for renewal based on your policy.
Risk-based approach
Different requirements for different roles based on contact with vulnerable groups.
Bulk management
Import and manage DBS records for large teams efficiently.
Audit reports
Generate DBS compliance reports for regulators and commissioners.
Benefits
Use cases
A care provider needs to ensure all staff have valid Enhanced DBS checks and track renewals.
Outcome: DBS status visible at a glance. CQC inspectors get instant evidence of safeguarding compliance.
A school needs to track DBS checks for staff, volunteers, and contractors.
Outcome: Different check levels for different roles. Ofsted-ready evidence always available.
A nursery chain needs to manage DBS renewals across multiple settings.
Outcome: Centralised tracking across all settings. No child is ever cared for by someone without valid checks.
Common questions
- What is a DBS check?
- A DBS (Disclosure and Barring Service) check reveals information about a person's criminal record. There are three levels: Basic (unspent convictions), Standard (spent and unspent convictions), and Enhanced (plus relevant police intelligence). Enhanced checks with barred list checks are required for work with children and vulnerable adults.
- What is the DBS Update Service?
- The DBS Update Service allows individuals to keep their DBS certificate up to date, so employers can check it online instantly. Instead of applying for a new certificate each time they change jobs, workers registered with the Update Service can share their existing certificate with new employers.
- How often should DBS checks be renewed?
- DBS certificates don't have an official expiry date, but most organisations renew them every 1-3 years depending on their policy and sector requirements. Those registered with the Update Service can be checked more frequently at no cost, which many organisations do annually.
- What level of DBS check do I need for my staff?
- The level required depends on the role. Enhanced DBS with barred list checks are needed for regulated activity with children or vulnerable adults. Standard checks are typically required for healthcare, legal, and financial roles. Basic checks may be appropriate for other positions of trust.
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