TABLE OF CONTENTS

What is a Subject?

A Subject is an individual going through a compliance process with Personnel Checks. This could be started by the Subject, or the company requesting the information.


What is a Subject Portal?

A Subject Portal is a personal account for this individual, every Case falls under a Subject.

Subject Portals cannot be shared; each Subject needs to create their own Portal to apply for any check with Personnel Checks.


What information is viewable when a Subject accesses their Portal?

The Subject Portal is where the Subject will complete all of their Cases from this portal they are able to:

  • Complete Cases from multiple employers using the same account.
  • View all incomplete and completed Cases associated with their Subject Account.
  • View their basic details
  • Edit their name and phone number. If the Subject hasn’t submitted a Case Portal, and the account is less than 30 days old, they can also edit their date of birth. If this is not the case, or they want to change their email address, they need to contact our Subject Support team on applicants@personnelchecks.co.uk.

The Subject can also view their consents, they can also revoke their consents from this Portal. [Read more here - link to consents]

A Subject can create their own Subject Portal via Personnel Checks, they can also do this view a Portal registration link. Customers can also create Subject Portals via the Add Case function [read more here - link to cases]


Detached Subject Accounts

Detached Subject accounts are an account that has been created to migrate information onto Personnel Checks. This account cannot be accessed by the Subject, as there is no log in information. This account exists only to hold information that has been moved from one system to another.

It is possible for a Detached Account to be "claimed" when starting a case on a Subject with the same email, this prevents account duplication.

Note - please check the details of the detached account to ensure it is the correct information.

Customers can view a Detached Subject account and all included information the same way they view a typical Subject View.


How to create a Subject Portal

Creating a Subject Portal as a SubjectCreating a Subject Portal as a Customer
Access Personnel Checks and clicking sign in or use the Portal Registration link provided.Log in
Click sign upClick the Cases tab on the side bar
Enter forename, middle names and surnameClick Add Case
Enter email addressEnter Subjects email address
Enter phone number (This only applies to Portal Registrations)Enter Subject Forename and Surname
Enter date of birthClick Create Subject
Select create accountSubject will recieve email to activate their account and create a password
Email will be sent to activate the account, click the link in the emailOnce password is created Subject will be asked to enter their date of birth and phone number to complete the sign up process
Set password and activate accountAccount is then created

What is the Subject View?

The Subject view is the Customer views a Subject’s information.

You can see this view by accessing the customer and selecting the Subject you want to view from the Subjects list view [link to Subject list view]


What is included in the Subject View?

Details
The Subject’s key information• The Subject’s name
• Date of Birth
• Email address
• The date the first Case was added to the Subject
CasesView all Cases associated with this Subject
Click into each Case to view more information
Subscriptions• All Subscriptions this Subject has
• Subscriptions' state (active, disabled or pending)
• Number of executions left
• When the cycle was last run and when it will run next
• How often the cycle runs
• The process associated with this subscription
• Subscriptions can be activated and disabled from this view
Registrations• View all registrations associated with this Subject
• This includes an itemised list of all activities the Subject has purchased
• View when the payment was made, and the total amount paid
• View what process was used for this registration
• View which activities have been consumed
• View registration state (Pending/completed)
• View Case states
Consents• When consent was given
• The consent expiry
if this is a single use consent or a indefinite consent this will also show
• Whether the consent is revoked or active
Update Service• Update service information is visible in the Update Service Details section next to Subject Details.
This information can be added or edited by clicking the 3 dots in the Update Service Details section
Current Address• View the current address of the Subject. This is taken from their most recent case portal.
Driving Licence• View driving licence number and details. This is taken from their most recent case portal.

A Subject name, or date of birth* can be edited in the Subject View by clicking the 3 dots in the Subject Details section.


To edit the email address the Subject will need to contact a member of the Personnel Checks team.


*(until 30 days after the Portal was created or a Case has been submitted)