DBS Dashboard Area

The Dashboard

This area can be found in the ‘DBS checks’ section of the navigation bar.  Here you will be able to see all of the volunteers who have volunteered for a role which has been set to require a DBS check (and are old enough to be checked).  Only admins with full system access, or volunteer permissions or DBS permissions will be able to view this area.  Remember the information in this area is especially sensitive and the details should only be exported is absolutely necessary.  Any exported data should be stored and destroyed in accordance with your organisation’s privacy and GDPR policy.

From the dashboard area you will be able to view all the volunteers who have registered to help at the event who require a DBS check, or admin action on their DBS check.

You can sort the data set by any of the shown columns by clicking on the top of the column.  If you wish to keep this view for ease the next time you access the dashboard (the view with default to newest entry first) then you can use the views button () to save the view you have created and re-apply it the next time you navigate to the dashboard.

Managing an individual’s DBS check

There are two ways to access an individual's DBS details - one by clicking on the view button next to their name in the DBS dashboard area and the other by clicking on ‘mange’ under the DBS tab of an individual application.

Both ways will take you to the DBS checks overview for the chosen volunteer. Here you will be able to see all the DBS activity for this helper.  It will show any DBS checks which have been completed online for your organisation, any cancelled checks and any manually entered checks.  The details will remain in this area even if the check becomes invalid, either due to it going out of date or new information being recorded through the update service.

Here is an example of what the DBS checks overview may look like:

The first column is a status summary and will show one of these icons:

• A green tick for valid, clear certificates

• A red exclamation mark for valid, non-blank certificates

• A grey calendar icon for invalid checks which have been cancelled

• A blue timer for everything else - indicates that the check is in process

The second column indicates if the details were added manually by an admin or the volunteer during registration, or if it was an online check processed through SignMeUp.

The third column lists the DBS check status.  Please see the DBS statuses article for further details on what these mean.

The fourth, fifth and sixth columns give the details of the certificate.

The final column shows if the certificate has been registered on the update service (green tick), or not (red cross).

From the overview you can then manage the individual checks by clicking on the view button.  This will allow you to view specific details of the checks and review the volunteer identify information if they have not had a check sent for processing.  Here the admin can approve the credit spend for this check, or cancel it if necessary.

For an online check, the only parts of the certificate details that are editable are the addition of admin notes.

Document checkers will need to use the ID verification tab when completing the document check to view the information given by the volunteer and ensure it matches the presented documents.  If they find errors, the form can be corrected to remove the mistakes.

Once a valid, clear certificate has been added (by manual entry or by online processing) the DBS flag will be removed from the application.