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Safeguarding & Employee Checks templates

Chris Ayris
Updated
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Employee checks can be recorded in the Employee Checks & Compliance (Safeguarding) area of HR. Templates for the checks are created which enable you to define the data that is to be collected for a specific safeguarding check.

 

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Safeguarding & employee checks templates

  • Go to Employee Checks & Compliance > Employee Checks & Compliance Configuration > Safeguarding & Employee Checks Template
  • A list of the existing templates will be presented
  • Click on the template name to open it and display the template Details. The template details will vary dependent on the data to be stored, the format of that data and other configurable parameters

 

To create a new template

  • Click Insert New Record
  • Enter a Name and Code
  • When you click into the Category area you will be presented with a list of categories that are already defined. Select from the existing Category options or type your own category name and you will then have the option to add this to the list (self-populating pick list). The Category allows you to group checks together which is particularly useful if linking them to Jobs
Note: If selecting the Single Central Register Category the template will appear on the Single Central Register report page (Reporting/Reports > Specialist Reports> Single Central Register) which displays the status of associated employee records in a ‘traffic light’ system. The code entered into the template will display within the single central register, the Key button will display the full template description.
  • Choose the Document Filer category – this determines the access and security for documents stored against this type
  • Define the Order. This determines the position of the template in the summary list view and can be used to sort the list on

Notes: 

  • Only one document filer category can be selected per template
  • As an alternative to using the Insert New Record to create a new template, you can open an existing template and then use the Duplicate button to make a copy of and subsequently modify an existing template which may be quicker if the check types are similar
  • A Category represents a collection of safeguarding templates. The category may be assigned to a job or to an employee and can be used to bulk enter the templates in that category to an employee. It is therefore important to consider how you name your categories and group templates so they can be used effectively
  • The template will not be available for use until the Enabled slider has been activated. Templates that are not Enabled appear on the Historic tab
  • Enabling the Reportable? Slider will then include employee data associated with this Template in the Safeguarding Report. This can be narrowed down to field level when you start to add the fields
  • Start Date Alert will generate a warning if the safeguarding record is added to the employees record after the employee start date
  • If Read Only After Insert is enabled then the employee record will be non editable once marked as completed
  • Requires Sign off is linked to the SMCR (Senior Managers and Certificate Regime) additional module so can be disregarded unless you have this module installed

Building the body of your template:

  • Click Add new record
  • By default all checks have the following fields:
    • Commencing Date
    • Expiry Date
    • Notes 
    • Completed toggle – when enabled this will mark the check as green on the SCR (with the exception of the employee select with checking field – see field types below)
    • Job related – this will only be applied if the template is applied to the job the employee is in, more information can be found within this article called Adding Safguarding Templates to a Job.
  • Order the field to choose how it will display on the page. The fields will be laid out in two columns so typically odd numbers display in the left column, even numbers appear in the right column. The system will always generate two columns, it is not possible to have one column displaying questions.
  • Give the field a Label and select the field Type:
Type Description
Check box Slider toggle
Date picker Calendar pop-up to select a date format field
Employee select Field with employee search to be able to select the person who checked the item
Employee select with checking Field with employee search to be able to select a person to review the item in the Safeguarding & Employee Check Approvals/Safeguarding Checking page. Once they approve it, it will then be marked as complete with the approval date, so the completed toggle is removed 
Employee sign off Provides three option buttons to select: Unverified, Rejected, Signed Off
File upload Provides an upload button to add files which will be stored in the employee’s Personal Documents in the associated Document Filer Category
Pick List Defined dropdown list
Text Box Free text box with 100 character limit
Long Text box Free text box with 2000 character limit

Notes: 

  • You will also need to enable that field and determine whether it should be included in the Safeguarding (& Employee Checks) Report.
  • Each field has an Enabled and Include in Report? column which will be enabled by default, but are overridden by the overall Enabled/Reportable? options in the top right of the page, therefore will not be visible unless the overall controls are enabled.  

These options can be used to hide certain fields from the page or Safeguarding (& Employee Checks) Report as required by clicking into the column and then disabling the slider, however, it is not possible to hide/disable fields once a template has been ‘used’ on employee records and historical data is stored.

  • Click Update to save the record
  • Continue to use the Add New Record, to create all the required fields
⚠ Important: Once finalised, to be able to start applying the check to employee records, access must be granted to the check for each relevant user role. Click the linked guide for more details.

 

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