Employee checks can be recorded in the Safeguarding & Employee Checks area of HR. This guide shows you the two Specialist Reports you can use to export data on your checks:

• Safeguarding - detailed export
• Single Central Register - summary matrix of checks

Contents

• Safeguarding template configuration
• Safeguarding Report
• Single Central Register

Safeguarding template configuration

• The data included in reports is controlled by each Safeguarding & Employee Checks Template configuration
• To check the template configuration, go to Employee Checks & Compliance > Employee Checks & Compliance Configuration > Safeguarding & Employee Checks Template
• Within each Template, a Reportable? slider controls what is included in the Safeguarding Report, and means Templates that are not enabled can be included, eg to include historical data from an archived Template

• Each field has an Include in Report? column, which will be enabled by default, but is overridden by the overall Reportable? option. Therefore, enabled fields will not be included in the report unless the overall control is enabled
• This Include in Report? option can be used to hide certain fields from the Safeguarding Report as required by clicking into the column and then disabling the slider

Safeguarding Report

The specialist Safeguarding Report can be used to export raw data on recorded checks.

• Go to Reporting/Reports > Specialist Reports > Safeguarding & Employee Checks
• Use the person to view dropdown in the top right corner to select Advanced Search to check your search criteria first.  Leave criteria blank and select a set from the dropdown list then click Search to apply a standard subset (eg Current staff)

• Use the dropdown options to narrow down your search if required, by Category and then Template within the selected category

• The Status dropdown allows you to filter by:
  • All Statuses
  • Awaiting
  • Completed
  • Incomplete
  • Rejected
• You can also narrow down the date range using the Commencing After/Before date filters
• The Include Expired slider allows you to include expired records in the overall list (alongside current records). If expired Checks are not included, then any associated columns in the search criteria will show blank
• When you enable the Include Expired slider, the two Expired After/Before date filters appear:

• Enable the Include Notes (will return multiple rows per employee) if you wish to include the Notes field from each Check included in your search criteria
• Click Export to produce an Excel spreadsheet of any Checks that have been recorded within the search range
• The initial columns in the Export show the standard fields, followed by specific employee check data, with each header compiled from the Safeguarding Template Code - Field Label. The column order (beyond the standard fields) is determined by the Template and associated Field order within the configuration area
• If the Notes column has been included in the Export, it will produce a row for each Check recorded against a person
• The example below shows the Included Expired and Include Notes sliders enabled (if Expired Checks are not included, any associated columns will be blank)

• If the Include Notes (will return multiple rows per employee) is disabled, then the spreadsheet report will show only one row for each Check recorded against a person
• The Include All Employees slider can be enabled if you wish to report on people who don't have any Checks recorded against them
• The example below has the Include All Employees slider enabled and the Include Notes slider disabled, so there is only one row per employee

Single Central Register

The specialist report Single Central Register provides a useful summary of checks with 'traffic light' icons to see the status in the Single Central Register Category, at a glance.

• Go to Reporting/Reports > Specialist Reports > Single Central Register
• Use the person to view dropdown in the top right corner to select Advanced Search to check your search criteria first.  Leave criteria blank and select a set from the dropdown list then click Search to apply a standard subset (eg Current staff)

• The columns display any checks in the Single Central Register Category

• The column headers are abbreviated, but you can click on the Key button to show more details
• The 'traffic light' colours indicate the status of the check

• Click Export to produce an Excel spreadsheet of the checks on screen

• The initial columns in the Export show the standard fields, followed by specific employee Check data
• Multiple rows of data per person will show to incorporate the Notes at the beginning of each Check
• The column order (beyond the standard fields) is determined by the Template and associated Field order within the configuration area