Safeboard
Safer recruitment, from invite to cleared to start.
Applications, declarations, references and signed contracts in one portal — built for teams who work with children and vulnerable adults.
Candidates
All people moving through your safer-recruitment pipeline.
You can add up to 500 candidates on your current plan (3 used).
| Name | Role | Site | Workflow | Portal | Progress | Reminders | |
|---|---|---|---|---|---|---|---|
Aisha Khan aisha.khan@example.com | Support Worker | Oak House | IN PROGRESS | Accepted | 67% | Emails on | DeleteOpen |
James Okafor j.okafor@example.com | Care Assistant | Willow Lodge | CLEARED | Accepted | 100% | Emails on | DeleteOpen |
Priya Shah priya.shah@example.com | Night Support | Oak House | NEW | In progress | 28% | Stopped | DeleteOpen |
The reality
Manual safer recruitment is slow, fragile, and hard to defend.
01
Onboarding lives in your inbox
Declarations, DBS files, references and signed contracts scattered across threads and shared drives.
02
Inspection gaps creep in
Children’s Homes Regs, Supported Accommodation Regs and CQC Regulation 19 all need documented evidence — every time.
03
Start dates drag on
Chasing documents, referees and signatures pushes back start dates and leaves shifts uncovered.
How it works
From invite to start date in four clear steps.
A candidate-led journey that ends with a signed contract and an inspection-ready file — without the chase.
Invite the candidate
Send a secure portal link. They create an account and begin — no spreadsheets, no email chains.
They complete onboarding
Application, health and safeguarding declarations, documents and interview availability — guided step by step.
You run the checks
Chase references, verify barred-list status and capture risk assessments with everything in one record.
Offer signed, ready to start
Issue the offer and contract for e-signature. Bank details, NI and emergency contacts before day one.
Inside the product
Built for the work you already do.
Provider and candidate views designed around safer recruitment — not generic HR software.
Candidate record
Every check, declaration and flag in one place.
Open any candidate and see worked-with-children status, DBS and Right to Work, every declaration, and the full audit trail.
- Flags for children and vulnerable adults history
- Declarations: Health, Safeguarding, DBS, RTW, Overseas, Driving
- Live audit trail with user, timestamp and detail
- One-click export for inspection or handover
Aisha Khan
SubmittedSupport Worker · Oak House
What to ask from the candidate
- ScreeningON
- ReferencesON
- Declarations+ Enable
- DocumentsON
Application accepted
Aisha has been notified. Offer documents can be sent next.
References
Reference verification with a real audit trail.
Requested, received, verified by phone, original document attached — every step time-stamped and attributable.
- Track requested → received → verification call
- Attach the original reference document
- Log who verified and when
- Exportable verification log for Ofsted / CQC
Aisha Khan
SubmittedSupport Worker · Oak House
References
Referee details and reference workflow.
Referee email notifications
Pause request and reminder emails, or control each referee below.
Current-employer reference on hold
Held pending a conditional offer.
- S. Patel · Northgate CareCHASED
s.patel@northgate.example · Sent 06 Mar · Next reminder tomorrow
- M. Hughes · Oak HouseCURRENT EMPLOYERON HOLD
m.hughes@oakhouse.example · Release after conditional offer
References 2 on file
Add referee- ManageS. PatelPROFESSIONALREQUESTED
s.patel@northgate.example
- ManageM. HughesMOST RECENT EMPLOYER
m.hughes@oakhouse.example
Candidate portal
A guided journey candidates actually finish.
Candidates consent once, then work through a prioritised checklist on any device — including their phone.
- GDPR consent on first login
- Mobile-first checklist
- Required fields are clear; signatures pre-filled
- Interview availability for the next four weeks
Candidate portal
Your checklist
4 of 7 sections complete
- Personal details
- Health declaration
- Safeguarding declaration
- Upload documents
- Provide referees
- Interview availability
- Sign offer
Screening
Children, vulnerable adults, gaps and barred lists — where they actually live.
Open Screening for employment history and gap flags, then Documents for DBS and barred-list checks — before anyone is cleared to start.
- Children / vulnerable adults flags on each employment row
- Employment gaps surfaced with unexplained markers
- DBS Enhanced and barred-list status in Documents
- Screening flags highlighted for staff review
Aisha Khan
SubmittedSupport Worker · Oak House
Screening
Application form, employment history, address history and gap explanations.
Flags on the screening questions
Employment gap over 4 weeks · Children / vulnerable adults history present
Employment history
- Oak House — Support Worker2023 → present
ChildrenVulnerable adults
- Northgate Care — Care Assistant2021 → 2023
Children
Overseas residency
UK only — no overseas checks needed.
Required references
Oak House (safeguarding_children)
Employment gaps
May 2024 → Jun 2024 (6w)· unexplained
DBS, Right to Work & barred lists
- DBS EnhancedVERIFIED
- Children's Barred ListCLEAR
- Adults' Barred ListCLEAR
- Right to WorkIN PROGRESS
Export
Hand over a complete candidate file in seconds.
Tick the sections you need and export a collated PDF — or a ZIP with the original files included.
- Choose sections: application, references, declarations, risk, audit
- Collated PDF or ZIP with originals
- Optional redaction of bank and NI numbers
- Export itself logged in the audit trail
Export candidate file
Choose sections for PDF or ZIP export.
- Application form
- References & verification log
- Declarations
- Risk assessment
- Audit trail
Capabilities
Everything your safer-recruitment journey needs.
Built for children’s homes, supported accommodation, fostering agencies and care providers — anywhere safer recruitment applies.
References that chase themselves
Automatic reminders, a timeline per referee, verification call log and the original document.
E-signed contracts & offer packs
Candidates sign offers, policies and contracts in the portal — timestamped and downloadable.
Structured risk scoring
Flagged disclosures open a likelihood × impact matrix with manager sign-off.
Full declaration pack
Health, safeguarding, DBS, Right to Work, overseas and driving — e-signed and versioned.
Multi-level approval gates
Recruitment Lead → Registered Manager → Responsible Individual before clearance.
Reference verification audit
Know when each reference was requested, received and verified — and by whom.
Interview availability built in
Candidates submit in-person and online slots across four weeks.
Inspection-ready audit trail
Every change, upload and signature logged with user, timestamp and IP.
One-click candidate file export
Export a collated PDF or ZIP with the original files attached.
Compliance
Ofsted and CQC ready — without the paperwork scramble.
Every declaration, document, reference and e-signature is captured, time-stamped and stored against the candidate. When inspectors ask, you produce the evidence in seconds.
Children’s Homes (England) Regs 2015
Schedule 2 staff checks, safer recruitment evidence and Regulation 32 fit-person records.
Supported Accommodation Regs 2023
Suitability checks, declarations and induction evidence for staff supporting 16- and 17-year-olds.
Health & Social Care Act 2008
Regulation 19 fit and proper persons — DBS, references, conduct and health declarations.
Stop managing onboarding in your inbox.
Give candidates one portal and your team one source of truth. See Safeboard with your own workflow in under twenty minutes.