TABLE OF CONTENTS
What Are Update Service Status Checks?
An Update Service status check can be performed on any Standard or Enhanced DBS that has an active subscription with the DBS Update Service.
Anyone who has a recent Standard or Enhanced DBS can subscribe to the Update Service, either using their E-Reference number or their disclosure number (certificate number) within 30 days of the certificate completing. Once subscribed, the DBS will charge a £16 yearly fee.
As an employer, you can use our Update Service Status Checks to keep track of whether your employees DBSs are still clear or not.
Update Service Status Checks are run on a Cycle (click here to learn more) and will create a new Case each time a check is performed. You can choose to run the status checks indefinitely or just for a certain amount of time.
Please note - Update Service Status Checks are only an option for Pay in Arrears/Monthly Invoicing customers.
How to Add an Update Service Subscription
Once you have Update Service Status Checks set up on your account, it’s really easy to enable them for your Subjects.
Please note, you can only do this once the Subject has received their DBS Certificate and signed up to the Update Service and you must have their permission to perform status checks.
Adding to a Process
To add Update Service to your account, or to add it to any of your preexisting Processes, contact our team on letstalk@personnelchecks.co.uk.
Configuration
| Name | Description |
|---|---|
| Start automatically | Starts the Case Activity as soon as the Case is started |
| Employer name source | Selects whether the Employer Name is taken from the segment name, or is a custom entry |
| Employer name * | The employer name requesting the Update Service checks |
| Employee forename | The forename of the individual at the company requesting the Update Service checks |
| Employee surname | The surname of the individual at the company requesting the Update Service checks |
* shows if name source is Custom or the Customer has no segments
Information Collected From Subjects
- Basic details
- DBS Update details
- Consent to complete the Update Service checks
Adding to a Subject
- Locate the Subject that you want to perform the status checks on
- Press ‘Add Details’ under the ‘DBS Update Details’ tab
- Enter the Subject’s DBS certificate number and date of birth, tick the consent box and press save.
- Go to the Subscriptions tab and press ‘Add Another’
- Select the Update Service option (this may be called something like Fortnightly Status Check)
- Select a start date and, if needed, add in the amount of checks you want to run, for example if you want to do fortnightly status checks for one year, set the executions to 26. You can leave the execution box blank if you want it to run indefinitely.
- Press save.
You can disable the subscription from this page too
Uploading Subjects in Bulk
If you have a large quantity of Subjects that you would like to add the Update Service subscription to, or an external import of employees who didn’t use Personnel Checks to get their DBS please inform our Customer Support team, we are able to perform bulk uploads in some cases.
Adding the Subscription to a Registration Portal
If your Subjects pay for their own Cases through a Registration Portal, you can add the Update Service Cycle to the Portal.
You would still incur the fee of the status checks.
If you are interested in this, please let out Customer Support team know.
Flags
An Update Service Case Activity will flag for the following reasons:
- DBS Update Service Not Registered - the certificate number given is not on the Update Service, or the Subject has not registered in time
- DBS Update New Info - There is new information on the Update Service and the Subject should complete a new DBS check
- Revoked Consent - The Subject has revoked consent so the Subscription cannot run
If an Update Service Case Activity is flagged, the Subscription will automatically deactivate.
If you are interested in implementing Update Service Status Checks please reach out to our Customer Support team at: letstalk@personnelchecks.co.uk