Request and manage organisation checks

Before requesting a check #

Confirm the applicant, job title, workforce and appropriate check route in the dedicated check flow. Basic is the initial supported AI request type. Standard and Enhanced examples do not establish live availability or eligibility. Follow the product’s current route restrictions.

A real request using existing credits needs an available, unexpired credit for the selected check type and an authorised organisation role. Buying credits is a separate billing task. The AI approval flow does not take payment.

Create the request #

1. Open Checks and choose the available request control, or prepare Request a Basic check in AI chat.
2. Enter the intended applicant’s name and email accurately. In the demo use a supplied synthetic applicant.
3. Review the role title, workforce and check type.
4. Read the credit and invitation effects before confirming or approving.
5. Find the new reference in Checks and inspect its current status.

A created request and queued invitation do not mean the applicant has completed their details or that a live DBS submission occurred.

Track the applicant’s progress #

Open a check to see details, identity documents, face verification, review and declaration stages where applicable. The applicant provides their own information. Your organisation follows progress and supplies requested corrections or context; do not enter a declaration on the applicant’s behalf.

Review messages and the current stage together. A document may require another capture while other details remain complete. Use the named correction reason instead of asking the applicant to repeat every step.

Assign responsibility and add a note #

Assign a check to an active eligible colleague when the control is available. Assignment helps organise work; it does not change applicant ownership or grant broader access. Notes should be factual, relevant and free of unnecessary identity data.

The AI editor can prepare an assignment or note. Review the exact reference and note text before approval. In a real account these use the same authorised workflow services as the dedicated controls.

Troubleshoot missing or duplicate requests #

Clear table filters and search by reference or applicant before requesting again. If credits are unavailable, check Billing for pool status and expiry. If the invitation email is wrong, use the supported correction process; do not create repeated requests to work around an access or eligibility block.

Detailed walkthrough #

1. Check the applicant identity

Compare the displayed name and date of birth with the intended applicant before reviewing anything else. Organisations read the information supplied by the applicant here; do not treat a similar name as proof that you opened the correct check.

2. Read the document outcome

Read each document outcome and its next action together. A supplied document may still need review or replacement. Your organisation sees the shared evidence position here, rather than permission to inspect private document numbers or raw identity files.

3. Decide the next action

Read the application status and declaration together before contacting the applicant. A completed applicant stage does not mean a DBS result is available. If a check is waiting on ClearDBS, avoid asking the applicant to repeat an already completed step.

Practise this section #

Open Help & tutorials, select this guide and choose Start practice walkthrough. Read each highlighted component before continuing. Use Back to revisit an explanation and Retry if a sample has not loaded. The walkthrough uses fictional records; do not enter real applicant information.

Use Exit tutorial to leave and keep your place, then Resume walkthrough in this guide to continue. When returning from practice to a real workspace, review the actual record and your permissions before making a change. Tutorial completion does not perform the underlying task.

Before using this guide #

Open Checks in the Organisation workspace and identify the sample applicant/reference. The organisation view shares workflow information without granting access to private raw evidence.

Worked example #

Two checks may have the same status but different next actions. Read each record before contacting its applicant; do not assume all checks at one stage need the same correction.

Guided component walkthrough #

Each component has one short guided step. Read the explanation, then choose Next; Back revisits the previous component. The cursor only demonstrates useful navigation or an explicit action. Replay action repeats that demonstration, and Skip animation keeps the explanation. Use this written guide for feature details.

The checks table

• Read the check columns: Read across one row: applicant and check identify the request, Next step describes the outstanding work, and Status and Updated give its current position. Confirm the reference before opening a record.
• Open Filters: Filters contains the search and available table filters. Watch the pointer open this tab. Actions remains a separate tab so you can focus on finding records first.
• Search by reference: The pointer enters CDBS-1001 in the table search. Search matches the reference, applicant, email or role. A specific reference helps distinguish similar applicant names; check the resulting row before opening it.
• Clear the search: The pointer clears the practice search so the other records return. A search narrows the list; it does not delete records. Other active filters can still restrict what you see.
• Filter by status: Watch the pointer choose one status. The table now shows only records matching that choice and any other active filters. A status filter helps you focus a review queue without changing the checks themselves.
• Show all statuses again: The pointer selects the all-status option to remove the practice status filter. Read the remaining filter indicators before assuming every record is visible; search and other filters work together.
• Select a check: Watch the checkbox select the sample check. Selection keeps you in the table and changes the available Actions. Clicking the row itself opens the check instead.
• Read Actions for the selection: For one selected check, Actions offers its existing permitted operations, such as opening the check or applicant, copying the reference and filtering by its status. Review the selected name and reference first.
• The checks table: Applicant, Check, Next step, Workforce, Status and Updated, one row per check. Watch the pointer open Amelia Ashworth's sample check.

Name and date of birth

• Name and date of birth: The details the applicant supplied, read-only for your organisation. Corrections are requested through the check rather than typed over.
• Check the applicant identity: Compare the displayed name and date of birth with the intended applicant before reviewing anything else. Organisations read the information supplied by the applicant here; do not treat a similar name as proof that you opened the correct check.

Open Identity documents

• Open Identity documents: The stage rail moves between the stages of this check. The pointer opens Identity documents.

Applicant documents

• Applicant documents: Document outcomes shared with your organisation. Raw files and document numbers stay with ClearDBS's reviewers.
• Read the document outcome: Read each document outcome and its next action together. A supplied document may still need review or replacement. Your organisation sees the shared evidence position here, rather than permission to inspect private document numbers or raw identity files.

Application summary

• Application summary: The applicant's declaration beside the current workflow status. A demo status is not an official DBS result.
• Decide the next action: Read the application status and declaration together before contacting the applicant. A completed applicant stage does not mean a DBS result is available. If a check is waiting on ClearDBS, avoid asking the applicant to repeat an already completed step.

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