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How to use the Candidate Check Dash

Organise and track your candidate applications using the dashboard

Written by Talent Clouds Support
Updated over a year ago

The Candidate Checks Dashboard is great tool to keep on top of your organisation's applications.

You can access the dash on the top left of the platform under 'View Check Status' (circled in green).

You can use the top search fields to search and filter by application attributes.

If you require more detailed filtering, select 'Checks Report' in the top right corner of the platform. This export will give you access to data fields such as:

  • Date fields: Requested, Candidate submitted, Check finalised, Disclosure Issue Date

  • DBS Level fields: Disclosure type, Barred List, Volunteer Status

  • Applicant info: Name and email

Application Statuses

DBS and Right to Work applications have different statuses.

DBS Status

  1. Pending Application Submission

    • Application has been created

    • Applicant has not yet submitted their DBS application

  2. Waiting for Employer

    1. Application has been submitted to the HR admin for approval

    2. The HR admin needs to review and submit to countersigning: https://intercom.help/talent-clouds/en/articles/9121312-how-to-submit-a-dbs-application-for-countersigning

      1. Only the HR admin who has requested the DBS application can approve the application. Please reach out to Talent Clouds via the messenger in the bottom right of the platform if the requester will be on leave for more than 2 days and we can approve in your absence.

  3. Submitted to DBS - Track DBS application

    1. Application has been submitted to the countersignatory and to the DBS service

    2. Once the application has been received by the DBS service, you can track the application progress here: https://intercom.help/talent-clouds/en/articles/8979665-how-to-check-progress-on-a-dbs-application-as-an-admin

  4. Complete

    1. There is a result from the DBS service

    2. The requesting HR admin will receive an email stating there has been a result.

Below is an example of how the result will show in the Talent Clouds platform and a description of each data point.

  • Application form Reference - ENumber: This number is provided by the DBS service when the application is received and can be used to track the progress of the application. Simply click on the number which will link out to the tracking service.

  • External Reference: This is a reference number used by Talent clouds and our countersignatories, you do not need to track this number

  • Disclosure Number: This number is provided by the DBS service when the result is received

  • Disclosure Result: This is the result of the DBS application, if the application is clear, the status will read 'Certificate contains no information'

  • Disclosure Status: This is the status of the DBS application.

    • This will either read 'Application Received' or 'Complete'

  • DBS Issue Date: This is the date the DBS result was issued.

If the applicant has not yet received their DBS certificate, the applicant can request a reprint from the DBS service: https://www.gov.uk/government/publications/dbs-certificate-reprint-guide/dbs-certificate-reprint-guide .

Right to Work

Please remember that to complete the digital Right to Work check, the applicant must have a valid UK or Irish Passport.

  1. Created

    1. The right to work application has been created and is pending applicant submission

      1. If the applicant needs support completing their application, please send them this link: https://intercom.help/talent-clouds/en/articles/8857200-how-to-complete-your-right-to-work-application

  2. Complete Clear

    1. The applicant has completed their Right to Work application and is valid

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