Before you get started, you'll need to know the applicants:
First and last name
Email Address
You will need to enter their Date of Birth - if you don't know it, you can enter a placeholder (01/01/1990 for example) - the applicant will be prompted to enter their actual date of birth when they complete their DBS application form.
You'll also need to know:
The applicant's Role title (reach out to Talent Clouds support via the messenger in the platform for a new role title or read the help guide here on role titles)
The level of DBS check required (Basic, Standard or Enhanced and any barred list)
Whether the applicant is a volunteer
Whether the applicant will have contact with vulnerable groups at their home address (Section X66 of the application form)
To begin, please visit client.talentclouds.co.uk and log in - If you have any issues, check the help guide on logging in here.
Once you're in, click 'Request a Check' in the left hand menu.
Please select your team's name and location from the dropdown.
If you're creating a check for an existing candidate, type in the candidate name within the 'Search from existing candidate' tool. If this is a new candidate, please click 'Create a New Candidate' and enter the applicant's first and last name, email address and date of birth.
Note: You can't request a DBS application form for yourself - in this scenario, reach out to us.
Please double check this is accurate - this is where the application form will be sent. Click 'Next Step' when ready to move forward.
Next, select the role title for the applicant. If you are requesting a Basic DBS check, please use the role 'Basic DBS - No Job Role Required'. When requesting a Standard or Enhanced DBS, It is important that the role title clearly explains to the DBS why an Enhanced check is required, in line with DBS guidance.
If the role title is unclear, it can result in processing delays and will impact the wider recruitment process for you - which we want to avoid. To read more about how we can help you select the right role title, read our guide here.
For example, 'Medical Receptionist' rather than just 'Receptionist' demonstrates why the applicant needs a Standard level of DBS check, adding the setting makes it easy for the DBS to interpret.
Once you've selected your role title, please click 'Next Step'.
In the 'Checks' stage, you can select either DBS, or Right to Work check - If you'd like a Right to Work check in addition to a DBS check, simply select both options.
Finally, you'll be asked select the level of the DBS check, the workforce type, barred listing, volunteer status and Section X66 (work from home question).
When selecting the barred list options, or volunteer checks, you'll see the government guidance on eligibility for the selected level of check. Please ensure you read this carefully, requesting the incorrect level of check will result in processing delays. If you are ever unsure at this stage, please reach out to us via live-chat.
Once you've reviewed your application request, hit 'Complete' at the bottom right of the screen.
Now, we'll send an email invite to your applicant asking them to set up an account with Talent Clouds and fill out their application form. Please be aware, the link is only valid for 72 hours - if this has lapsed, send this guide to the applicant - How to log in to the worker portal.
We'll automatically remind the user to complete their application every two days until completed, or until two weeks has passed. If you need to send another email reminder, you can do so in the Admin portal - click on 'Actions' next to the applicant's check, then select 'Resend email'.
If an applicant asks you for help with their form, please ask them to visit the Talent Clouds Help Centre or contact support via live-chat when they're logged in - it's the quickest way we can support you and your team.
Soon, you'll be notified via email that your applicant has completed their form - you need to review the application and submit it to the counter-signer. Read below for next steps:
Disclaimer: Talent Clouds provides guidance based on DBS requirements and best practices. However, we are not legal experts and cannot offer legal advice.
For the most accurate and up-to-date information on DBS eligibility and role requirements, please refer to the official Government guidance or seek independent legal advice if needed.