Stop manually chasing DBS checks.
01The problem
For many organisations, obtaining a DBS check isn’t the difficult part.
DBS eligibility and the appropriate level and type of check depend on the role, activities undertaken and applicable requirements. DBS application fees and other applicable third-party charges are additional to the YourClouds managed onboarding fee.
A candidate gets through interview.
You decide to progress them.
Then the recruitment journey suddenly fragments.
And your recruitment team is trying to remember what’s outstanding.
A configured DBS workflow could look like:
The DBS process becomes part of the candidate’s wider recruitment record rather than an isolated administrative task.
YourClouds connects DBS workflows with the rest of recruitment.
Instead of asking your recruitment team to manage each process separately, YourClouds provides a connected workflow.
02How it works
1
Once your organisation decides to progress a candidate into onboarding, the appropriate pre-employment workflows can begin.
Candidate information already collected during recruitment can remain connected to their onboarding journey.
There’s no need to treat the DBS process as the beginning of an entirely new candidate record.
2
Different roles may require different recruitment processes.
YourClouds can configure DBS workflows around:
This is important because DBS eligibility isn’t simply determined by an employer deciding that it would like a particular level of check.
Eligibility and the appropriate level and type of check depend on the position and the activities undertaken.
YourClouds supports the workflow.
Your organisation remains responsible for ensuring the appropriate checks are requested for the role.
3
Where appropriate to your process, candidates can provide information about an existing DBS certificate.
This can include relevant certificate details and whether the candidate indicates that they are subscribed to the DBS Update Service.
The workflow can then determine the appropriate next action.
4
Where the candidate has an existing certificate and use of the DBS Update Service is appropriate, the recruitment workflow can follow that route.
For example:
This can prevent candidates unnecessarily being pushed through the same workflow regardless of their circumstances.
5
Where a new DBS application is required, YourClouds can facilitate the application process through the configured workflow.
Candidates can be guided through the actions required from them.
The recruitment team can see the DBS status alongside the rest of the candidate’s onboarding progress.
DBS application fees and applicable third-party charges are additional.
6
Candidates can use the YourRole app or desktop candidate portal to manage their recruitment and onboarding actions.
Instead of relying entirely on email, candidates can see what they need to do.
For example:
The DBS process becomes part of the same candidate experience.
7
Your recruitment team shouldn’t have to open every candidate record every morning to find out what hasn’t been completed.
YourClouds can monitor workflow status.
For example:
Your recruitment team can concentrate on the exceptions.
8
A candidate hasn’t completed their required DBS action.
A traditional system may simply display:
| Name | Ref No. | Status | Updated |
|---|---|---|---|
| Jordan Hughes | 00418 | DBS — Outstanding | 12/03 |
Your recruitment team then has to do something.
YourClouds is designed around a different principle.
Instead of simply recording the problem, the workflow helps progress it.
Candidates can receive notifications through their recruitment journey.
For example:
ACTION REQUIRED
or:
REMINDER
or:
UPDATE
Candidates can access their onboarding journey through the YourRole app or desktop portal.
AI can help manage repetitive administration around the onboarding process.
Depending on the configured workflow, this can include helping to:
The objective isn’t to allow AI to make suitability decisions.
Think about the administrative process.
Repeat for every candidate.
03In YourClouds
Your recruitment team can see DBS alongside the other onboarding stages.
For example:
The question becomes:
rather than:
DBS workflows can form an important part of recruitment into children’s residential services where the role is eligible for the relevant check.
YourClouds can connect DBS management with:
This helps children’s home providers maintain a clearer recruitment journey.
Explore Safer Recruitment for Children’s Homes
Care organisations often recruit continuously and across large workforces.
YourClouds can help manage DBS workflows across services including:
Central recruitment teams can monitor progress across multiple candidates and locations.
Explore Safer Recruitment for Adult Social Care
Schools, academy trusts and education providers can incorporate DBS workflows into their wider safer-recruitment processes.
YourClouds can help create consistent recruitment workflows across:
Healthcare organisations can configure DBS workflows around different roles and services where those roles are eligible for the relevant checks.
YourClouds can help central recruitment teams manage candidate progress across multiple departments and locations.
Explore Safer Recruitment for HealthcareNot every employee in an organisation necessarily follows the same DBS process.
YourClouds allows different onboarding workflows to be configured for different positions.
For example:
The workflow can reflect the organisation’s requirements for each role rather than forcing every candidate through an identical process.
The real value isn’t simply recording:
DBS
It’s knowing how that stage relates to the rest of onboarding.
A candidate record can bring together:
YourClouds can maintain an audit trail of relevant DBS workflow activity.
Depending on the configured process, this can include:
This creates a clearer history of how the candidate moved through the process.
Recruitment and DBS-related information should only be available to appropriate users.
YourClouds can use role-based permissions to control access to recruitment and onboarding information according to the organisation’s configuration.
Different users can be given different levels of visibility and responsibility.
For example:
This helps avoid giving every manager access to every piece of candidate information.
A DBS check is only one element of pre-employment onboarding.
A candidate may still have outstanding:
That’s why YourClouds treats DBS as one part of the complete onboarding journey.
04Pricing
Instead of purchasing separate tools for each stage, YourClouds can help manage the complete onboarding journey.
£199 + VAT
per candidate entering onboarding
The managed service can include:
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional to the £199 + VAT managed onboarding fee.
Consider how much staff time is spent:
Then add:
The principle behind YourClouds is simple.
Your recruitment team shouldn’t spend most of its time checking whether routine tasks have been completed.
Technology should help manage those tasks.
Software manages the workflow.
Automation progresses routine actions.
AI assists with administration.
Exceptions are surfaced.
People make the decisions that require judgement.
DBS becomes part of the candidate’s wider recruitment and onboarding journey.
Different roles can follow different DBS processes.
Support appropriate workflows where candidates have an existing DBS and use of the Update Service is applicable.
Facilitate new applications where required.
Candidates can manage actions through YourRole.
Help progress outstanding candidate actions.
Reduce repetitive recruitment work.
Direct your recruitment team towards cases requiring attention.
Monitor onboarding across multiple locations and services.
Maintain a clearer record of workflow activity.
Connect DBS with references, employment histories, gap checking, Right to Work, contracts and HR.
05Questions
A Disclosure and Barring Service check can provide criminal-record and, depending on the eligible level and type of check, other relevant information to help organisations make appropriate recruitment decisions.
Eligibility and the information available depend on the role and applicable legal requirements.
No.
Whether a DBS check is appropriate, and the level and type of check an organisation can request, depend on the role and activities undertaken.
Organisations should ensure that the check requested is appropriate and legally permitted for the position.
Yes.
DBS workflows can be incorporated into the YourClouds recruitment and onboarding process.
Where a new DBS application is required, YourClouds can facilitate the application process through the configured onboarding workflow.
Applicable DBS and third-party fees are additional.
Where appropriate, the recruitment workflow can incorporate the relevant DBS Update Service process for candidates who have an existing certificate and subscription.
Not necessarily.
The organisation needs to ensure that use of an existing certificate and the Update Service is appropriate for the role and circumstances.
YourClouds can configure workflows around roles and organisational requirements, but the recruiting organisation remains responsible for ensuring that any DBS check requested is appropriate and legally permitted for the role.
Yes.
Candidates can use YourRole or the desktop candidate portal to manage recruitment and onboarding actions.
Yes.
Configured workflows can identify outstanding candidate actions and send reminders or escalate them where appropriate.
Authorised users can be given appropriate visibility of candidate onboarding status according to their permissions.
The precise information retained should follow your configured process and applicable data-protection and DBS handling requirements.
YourClouds can maintain the appropriate recruitment record and workflow evidence without assuming that all certificate information should be retained indefinitely.
Yes.
Different roles can follow different onboarding and DBS workflows.
Yes.
DBS can form part of the same onboarding journey as reference requests, chasing and telephone verification.
Yes.
Employment-history and gap checking can be completed alongside other onboarding stages.
Management of the DBS workflow can form part of the £199 + VAT managed onboarding service.
The actual DBS application fee and applicable third-party charges are additional.
The £199 + VAT managed onboarding fee becomes payable when your organisation chooses to progress the candidate into managed onboarding.
It isn’t dependent on the candidate subsequently starting employment.
£199 + VAT per candidate entering managed onboarding
DBS eligibility, level and type of check depend on the role, activities undertaken and applicable legislation and guidance. YourClouds supports the workflow but does not replace the recruiting organisation’s responsibility for determining appropriate recruitment checks or making recruitment decisions. DBS application fees and other applicable third-party charges are additional.
