HR

Step-by-step guide

This help guide will show you how to record, view and verify Safeguarding & Employee Checks data for an employee.

Contents

• Introduction
• To view safeguarding data for an employee
• To record safeguarding data for an employee
• To bulk insert template records for an employee
• Safeguarding Checking

Introduction

Safeguarding Templates enable you to determine what information you would like to collect as part of an employee check. These templates can be added to an employee record for data collection individually, in bulk, or can automatically be added when the employee is put into a Job which has Safeguarding Categories attached to the job.

Where checks require verification (such as from a manager), they will be listed in the Safeguarding Checking page for the verifier to Accept or Reject.

To view safeguarding data for an employee

• Go to the following area:
  • Latest (left-hand) menu: Employee Checks & Compliance> Safeguarding & Employee Checks
  • Pre 2025 (top) menu: Personal Data > Safeguarding
• The safeguarding information for that employee will be presented
• The information, if it exists, is presented on three tabs which will show; Most Recent, All or Future checks
• The data can be viewed by Category selection and further filtered using column headings

To record safeguarding data for an employee

• Click Insert New Record
• Select the required Template from the list
• A blank form will be opened for the data to be entered which has been set up for that
  template

• The template fields will match those that were set up and in addition there is a Commencing Date, an Expiry, Notes, and sliders for Job Related? and Completed?
• Commencing Date reflects the date of the safeguarding check and Expiry when/if it ends
  or requires rechecking
• Job Related – Safeguarding categories can be assigned to a job. When an employees job and pay record is created or updated and if there are safeguarding categories assigned to that job then safeguarding records will be created automatically for any record that does not already exist for that employee record and the Job Related slider will then be set
• Completed indicates that the check is finished and determines the Status in the summary view. Checks that are marked as Completed show a tick whereas those that are not marked as Completed show a question mark 
• Click Update and this will return to the summary view

To bulk insert template records for an employee

• Go to the following area:
  • Latest (left-hand) menu: Employee Checks & Compliance> Safeguarding & Employee Checks
  • Pre 2025 (top) menu: Personal Data > Safeguarding
• The safeguarding information for that employee will be presented
• Select a Category from the list. Having done this the button labelled Bulk Insert will be available

• Click Bulk Insert, a message will display requiring confirmation of the action

• Click Yes
• Records for all templates in the selected category will be created for the employee
• Click on the newly created entries to complete the relevant data for this employee against that template

Safeguarding Checking

• Go to the following area:
  • Latest (left-hand) menu: Employee Checks & Compliance> Safeguarding & Employee Checks
  • Pre 2025 (top) menu: Personal Data > Safeguarding
• Where an 'Employee Select with Checking' field type has been used within a template, this allows the user to look up an employee name to verify the field
• When a name is populated in the field and saved, the person named will receive an email
  to advise them that there is a check requiring their verification

In this example, the manager Paul Green is required to complete a maternity risk assessment so he has been added to the check to confirm when this is done

• The verifier can go to Approvals > Safeguarding & Employee Check Approvals to view a summary of checks that require verification on the Checking Required tab
• A History tab shows any previously verified checks

• The Label column will show the field name that requires verification, so the user can click to Accept or Reject the record, or if they have subordinate access to the person listed under Employee Name, the Type name will be a hyperlink so they can view the full check details, then click Back to Safeguarding Checking to return to the summary page to verify
• Once verified, the check will move to the History tab, and if the Type is a hyperlink (user has access to the employee) they can click the link to go into the check and see the verification name and date against the checked field