Safer Recruitment for Schools & Education
Safer recruitment without the administrative burden.
Recruiting people to work with children and young people requires more than finding the right candidate.
Applications need reviewing. Employment history needs scrutinising. Gaps need explaining. References need obtaining and verifying. Right to Work needs completing. Appropriate DBS processes need managing. Offers and contracts need issuing. Evidence needs recording.
YourClouds brings the entire recruitment and onboarding journey together.
We combine specialist recruitment software, AI automation and a human safer-recruitment team to help schools and education providers manage recruitment from initial application through to onboarding.
£199 + VAT per candidate entering onboarding
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional.
01The problem
Safer Recruitment Matters in Education
Schools and education providers have a responsibility to create safer environments for children and young people.
Recruitment is an important part of that responsibility.
But robust recruitment processes can also create a substantial administrative workload for:
- Headteachers
- School business managers
- HR teams
- Trust recruitment teams
- Designated safeguarding leads
- Department leaders
- Governors and trustees
- Recruitment administrators
YourClouds helps reduce that workload.
Our technology, AI and human team work together to help manage the administrative process while your organisation retains control of recruitment decisions.
Software + AI + Human Verification
More than an applicant tracking system.
Most recruitment software gives your HR team somewhere to record what needs doing.
YourClouds is designed to help get it done.
Recruitment Software
One connected system manages vacancies, applications, interviews, candidate communications, documents, onboarding workflows and the recruitment audit trail.
AI & Automation
Technology helps identify missing information, chase outstanding actions, progress workflows and reduce repetitive recruitment administration.
Human Support
Where the process requires a person, our team can intervene — including chasing information and telephone verification of references.
Technology provides the infrastructure.
AI reduces the administration.
People provide human support and verification.
Built for Schools & Education
YourClouds can support recruitment across:
- Primary schools
- Secondary schools
- Academy trusts
- Multi-Academy Trusts
- Independent schools
- Special schools
- SEN and SEND provision
- Alternative provision
- Pupil referral units
- Further education colleges
- Sixth forms
- Residential schools
- Children’s education services
- Training providers
- Education charities
- Other organisations working with children and young people
Whether you’re an individual school or a large multi-academy trust, recruitment processes can be configured around your organisation.
Recruit Different Education Roles
Manage recruitment and onboarding for roles including:
- Teachers
- Teaching Assistants
- Headteachers
- Deputy and Assistant Headteachers
- SENCOs
- Pastoral Staff
- Learning Support Assistants
- Cover Supervisors
- Tutors
- Early Years Staff
- Administrative Staff
- Finance Staff
- Site and Facilities Staff
- Catering Staff
- Drivers
- IT Staff
- Governors where applicable
- Other school and education roles
Different positions can follow different recruitment processes.
A Headteacher does not necessarily need the same recruitment workflow as a Teaching Assistant or member of the premises team.
One Recruitment Journey
From vacancy to employee.
- Advertise
- Apply
- Assess
- Interview
- Select
- Offer
- Verify
- Onboard
- HR – Coming Soon
Keep recruitment information connected rather than spread across:
- Email inboxes.
- Application documents.
- Spreadsheets.
- Shared drives.
- Video platforms.
- Electronic signature systems.
- DBS portals.
- HR systems.
- Paper recruitment files.
One candidate. One recruitment journey. One connected record.
02How it works
1
Advertise Vacancies Through Your School Website
Keep candidates within your recruitment journey.
YourClouds can provide vacancy links or integration/API options that allow vacancies managed within YourClouds to be displayed through your existing school, trust or education website.
Teacher
Teaching Assistant
Candidates select the position and begin their application.
Individual vacancy links can also be shared through:
- Social media
- Education recruitment campaigns
- Job advertising
- QR codes
- Referral campaigns
- Other recruitment channels
Your vacancies. Your organisation. Powered by YourClouds.
2
Give Candidates the YourRole App
Put their entire recruitment journey in one place.
Candidates can interact with their application through the YourRole app or desktop candidate portal.
They can:
- Complete applications
- Receive notifications
- Send and receive messages
- Book interviews
- Upload information
- Complete outstanding forms
- Provide onboarding information
- Review outstanding actions
- Sign documents
- Progress through their recruitment journey
Instead of relying on candidates finding emails from different people, YourClouds gives them one place to see what they need to do next.
3
Customisable Education Application Forms
Start with a YourClouds application template or create your own.
Configure application forms around:
- Different schools
- Different trusts
- Different job roles
- Different departments
- Different candidate types
- Different recruitment processes
Collect the information required for the position while maintaining a structured recruitment process.
4
Build Your Own Safer Recruitment Workflow
Different roles can follow different journeys.
Create one or multiple application, assessment and interview stages.
For example:
- Initial Application
- Full Application
- Application Scrutiny
- Shortlisting
- Assessment / Teaching Exercise
- Interview
- Second Interview
- Conditional Offer
- Pre-Employment Checks
- Contract
- Onboarding
YourClouds can support simpler or more complex recruitment journeys depending on the position.
5
Application Scrutiny
Give recruiters a clearer view of the information that matters.
YourClouds can help structure application information so that recruitment teams can identify areas requiring further consideration.
Rather than important information being buried inside lengthy forms, the recruitment workflow can help highlight incomplete information or areas requiring follow-up.
Technology can support the process.
Your recruitment team remains responsible for recruitment decisions and professional judgement.
6
Automated Interview Scheduling
Stop spending hours coordinating diaries.
Interviewers provide their availability.
Suitable interview appointments can then be presented to candidates.
Candidates choose an available appointment and the interview is scheduled.
The process can support:
- Face-to-face interviews
- Online interviews
- Panel interviews
- Multiple interviewers
- Multiple interview stages
- Assessments
- Different locations
Particularly useful for trusts and larger education providers recruiting across multiple sites.
7
Built-In Video Interviews
Run online interviews within the recruitment journey.
YourClouds can support integrated video interviewing, helping keep the interview connected to the candidate’s wider recruitment record.
No separate candidate journey. No unnecessary switching between multiple platforms.
8
You Decide Who to Appoint
Technology can support safer recruitment.
It shouldn’t make the recruitment decision for you.
Your school or organisation remains responsible for assessing candidates and determining who should progress.
Once you decide to move a candidate forward:
YourClouds can help manage the onboarding.
Managed Safer Recruitment & Onboarding
£199 + VAT
Per Candidate
The fee applies when you progress a candidate into onboarding.
You don’t pay £199 + VAT simply because someone views your vacancy.
You don’t pay £199 + VAT simply because someone submits an application.
You don’t pay £199 + VAT simply because you interview them.
The £199 + VAT managed onboarding fee becomes payable when you choose to progress the candidate into onboarding.
From that point, YourClouds combines software, AI automation and human support to help manage the onboarding process.
9
Digital Offers & Contracts
Move successful candidates into onboarding digitally.
YourClouds can manage documents including:
- Conditional offer letters
- Offer letters
- Employment contracts
- Candidate declarations
- Policies
- Agreements
- Other onboarding documents
Documents can be issued and digitally signed through the platform.
Where appropriate, witnessed signing workflows can also be incorporated.
Documents remain connected to the candidate’s recruitment record.
10
Digital Right to Work
Right to Work can be incorporated directly into the candidate’s onboarding journey.
Candidates can be guided through the appropriate process and relevant evidence retained within their recruitment record.
For multi-school organisations, this can help create a more consistent process across different locations.
Applicable third-party Right to Work verification charges are additional to the £199 + VAT managed onboarding fee.
11
DBS Checks for Schools & Education
Where the position is eligible for a DBS check, the appropriate DBS process can form part of onboarding.
Where appropriate, YourClouds can support status checking through the DBS Update Service.
Where a new DBS application is required, YourClouds can facilitate the application process.
Relevant DBS information can then be retained as part of the candidate’s onboarding record.
DBS application fees and applicable third-party charges are additional to the £199 + VAT service fee.
The appropriate level and type of DBS check depends on the position and activities being undertaken.
12
Employment History Checks
Build a clear picture of the candidate’s history.
YourClouds helps capture and review the candidate’s declared employment and education history.
The system can help identify periods requiring additional information and present that information as part of the recruitment process.
This helps your recruitment team scrutinise the candidate’s history rather than relying on somebody manually noticing an issue buried within an application form.
13
Employment Gap Checks
Identify gaps and make sure they’re addressed.
Where gaps are identified within a candidate’s declared employment or education history, further information can be requested.
Candidates can provide explanations and appropriate supporting information.
The resulting information can remain connected to their recruitment record for consideration by your recruitment team.
14
We Obtain the References
Stop spending hours chasing referees.
Reference chasing can consume significant amounts of school and HR administration time.
YourClouds can help manage the process.
Our combination of software, automation, AI and human support can:
- Issue reference requests
- Track responses
- Send reminders
- Chase outstanding references
- Identify incomplete information
- Follow up missing information
- Escalate issues requiring attention
- Maintain an audit trail
Your recruitment team retains visibility without having to manually chase every referee.
15
References Are Telephone Verified
Don’t just collect the reference. Help verify it.
References can be telephone verified by our human team.
Your organisation can configure the questions required within its reference-verification process.
Depending on the position and your requirements, verification might include confirmation of information such as:
- Employment dates
- Position held
- Reason for leaving
- Re-employment information
- Relevant safeguarding information
- Other role-specific questions
The verification outcome can be recorded within the candidate’s recruitment record.
16
References Before Interview?
YourClouds can support different reference workflows according to your organisation’s recruitment policy and applicable requirements.
If your process requires references to be requested at a particular stage, the workflow can be configured accordingly.
That means the system supports your recruitment process, rather than forcing every school into the same sequence.
03In YourClouds
AI Helps Chase. People Help Verify.
This is an important difference between YourClouds and conventional recruitment software.
A traditional ATS might display:
- Reference Outstanding
Your HR team still needs to do something about it.
YourClouds is designed around a different approach.
The system identifies what’s missing. Automation helps chase it. AI helps manage repetitive administration. Our human team can intervene where human action is required.
We don’t just want to tell you what’s outstanding. We want to help get it completed.
See Exactly What’s Holding Candidates Up
Recruitment teams can see where candidates are within their onboarding journey.
For example:
Your recruitment team can focus on the exceptions rather than manually reviewing every file to determine what’s missing.
Consistency Across Multi-Academy Trusts
One recruitment standard across multiple schools.
Managing safer recruitment across a Multi-Academy Trust can be challenging.
Different schools. Different managers. Different vacancies. Different recruitment volumes.
YourClouds can help centralise the process while retaining appropriate school-level involvement.
Create standard recruitment workflows across the trust while allowing variations for particular roles or circumstances.
Central HR teams can maintain visibility across recruitment activity while local leaders retain appropriate involvement in selection decisions.
Recruiting Across Multiple Schools?
Manage recruitment by:
- Trust
- School
- Location
- Department
- Role
- Recruitment campaign
Create central standards while maintaining appropriate permissions and responsibilities.
This can help reduce differences in process between schools and provide leadership teams with greater oversight.
High-Volume Education Recruitment
Schools and trusts may need to recruit significant numbers of people around particular points in the academic year.
Instead of increasing recruitment administration at the same rate as candidate volume, YourClouds can automate routine parts of the process.
Technology handles repetitive actions.
Your team concentrates on the candidates requiring their attention.
A Structured Safer Recruitment Record
Once the required recruitment and onboarding process has been completed, information can be brought together into a structured recruitment record.
Depending on the position and your configured process, this can include records relating to:
Instead of evidence being scattered between email inboxes, shared drives, spreadsheets and paper files, authorised users can access a connected recruitment record.
Support Your Recruitment Record Keeping
When recruitment evidence needs to be reviewed, authorised users can access the candidate’s recruitment information and associated evidence through the system.
Reduce the time spent searching:
- Email inboxes.
- Shared drives.
- Paper files.
- Spreadsheets.
- Separate recruitment platforms.
- Individual manager folders.
And make it easier to understand the recruitment journey followed for each candidate.
From Candidate to Employee
Don’t manually create the employee again.
Once a successful candidate completes onboarding, their recruitment information can form part of a connected employee journey as YourClouds HR becomes available.
That creates one connected journey:
- Applicant
- Candidate
- Onboarding
- Employee
Reduce duplicate data entry and maintain continuity between recruitment and employment.
One School or an Entire Trust
YourClouds can support:
Individual Schools
Create a structured recruitment and onboarding process without needing a large internal recruitment department.
Multi-Academy Trusts
Standardise processes and maintain central oversight across multiple schools.
Independent School Groups
Manage recruitment across different locations and services.
Specialist Education Providers
Configure recruitment workflows around SEN, SEND, residential education and other specialist environments.
Colleges & Further Education
Manage recruitment across teaching, leadership, support and operational roles.
04Pricing
What Does It Cost?
Simple, predictable pricing.
You can advertise roles, receive applications, shortlist, assess and interview candidates before deciding who you want to progress.
The £199 + VAT fee becomes payable when you move the candidate into managed onboarding.
£199 + VAT
Per candidate entering managed onboarding.
The managed onboarding service can include:
- Candidate onboarding workflow
- Employment-history checking
- Employment-gap identification and follow-up
- Reference requests
- Automated reference chasing
- Human reference follow-up
- Telephone reference verification
- Right to Work workflow management
- DBS workflow management
- Offer and contract management
- Digital signatures
- Candidate communications
- Candidate notifications
- AI-assisted administration
- Human safer-recruitment support
- Structured safer recruitment records
Additional charges
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional.
What Is Recruitment Administration Costing Your School?
Consider how much time your HR and leadership teams spend:
- Reviewing incomplete applications.
- Arranging interviews.
- Chasing candidates.
- Reviewing employment histories.
- Following up gaps.
- Requesting references.
- Chasing referees.
- Telephone verifying references.
- Managing DBS processes.
- Managing Right to Work.
- Issuing contracts.
- Chasing signatures.
- Monitoring onboarding.
- Building recruitment files.
- Moving information into HR.
Then multiply that across every appointment your organisation makes.
YourClouds combines software, AI automation and human support for:
£199 + VAT per candidate entering onboarding.
Let Your School Leaders Concentrate on Choosing Great People
Headteachers, school leaders and managers should be involved in the decisions that matter.
- Is this the right person for our school?
- Do they demonstrate the right values?
- Are they suitable for this position?
- Are we confident progressing them?
They shouldn’t have to spend unnecessary hours chasing recruitment paperwork.
Your people make the recruitment decisions. YourClouds helps manage the process around them.
Why Education Providers Choose YourClouds
Built Around Safer Recruitment
Designed for organisations where safeguarding and recruitment processes matter.
Less Recruitment Administration
Automation, AI and human support help reduce repetitive recruitment work.
Human Reference Verification
References can be telephone verified by our team.
Better Candidate Experience
Candidates can manage their journey through the YourRole app or desktop portal.
Configurable Recruitment
Create different processes for different roles, schools and organisations.
Multi-School Management
Support individual schools through to large Multi-Academy Trusts.
Connected Audit Trail
Maintain recruitment activity, evidence and documentation within the candidate record.
Predictable Pricing
£199 + VAT per candidate entering managed onboarding, with applicable third-party charges additional.
05Questions
Frequently Asked Questions
What is safer recruitment in education?
Safer recruitment is an approach to recruiting that helps schools and education organisations assess whether candidates are suitable for positions, particularly where they will work with children or young people.
The appropriate process depends on the position and applicable requirements and may include application scrutiny, employment-history checks, references, interviews, identity and Right to Work checks, appropriate DBS checks and other pre-employment checks.
How much does YourClouds managed onboarding cost?
The service costs £199 + VAT per candidate entering onboarding.
The fee becomes payable when your organisation chooses to progress the candidate into the managed onboarding process.
Do we pay £199 + VAT for every applicant?
No.
You are not charged the £199 + VAT managed onboarding fee simply because someone applies, is shortlisted or attends an interview.
The fee applies when you choose to progress the candidate into managed onboarding.
What happens if a candidate subsequently withdraws?
The £199 + VAT service fee becomes payable when the candidate enters the managed onboarding process and is not dependent upon them subsequently commencing employment.
Are DBS fees included?
No.
DBS application fees and other applicable third-party charges are additional.
Are Right to Work verification fees included?
Management of the Right to Work workflow can form part of the managed service, but applicable third-party verification charges are additional.
Do you obtain references?
Yes.
YourClouds can help manage reference requests, reminders and chasing as part of the onboarding process.
Are references telephone verified?
References can be telephone verified by our human team, with the verification outcome retained against the candidate’s recruitment record.
Can the system identify employment gaps?
Yes.
YourClouds can identify gaps within the candidate’s declared employment and education history so that further information and appropriate explanations can be requested.
Can we customise application forms?
Yes.
Schools and education providers can use YourClouds templates or configure their own application forms.
Can different roles follow different recruitment processes?
Yes.
Different application, assessment, interview and onboarding workflows can be created for different roles.
Can YourClouds support a Multi-Academy Trust?
Yes.
YourClouds can support recruitment across multiple schools while providing central oversight and configurable workflows, permissions and responsibilities.
Can candidates use their phones?
Yes.
Candidates can interact with their recruitment journey through the YourRole app or use the desktop candidate portal.
Can we conduct video interviews?
Yes.
Online video interviews can form part of the recruitment workflow alongside face-to-face interviews.
Can candidates sign contracts digitally?
Yes.
Offers, contracts and other onboarding documentation can be issued and digitally signed through the system.
What happens when onboarding is complete?
Once a successful candidate completes onboarding, their recruitment information can form part of a connected employee journey as YourClouds HR becomes available.
Recruit Safely. Reduce Administration.
Your school chooses the right people.
YourClouds helps manage the process around them.
Managed Safer Recruitment & Onboarding for Schools & Education
£199 + VAT per candidate entering onboarding
Recruitment Software + AI Automation + Human Verification
DBS application fees, Right to Work verification fees and other applicable third-party charges are additional. Recruitment and pre-employment checking requirements vary according to the role, activities undertaken and applicable legislation, statutory guidance and organisational requirements.