DBS checks and training records

Two record types sit behind Staff HR: a person's DBS checks and their Training. Both are held per company, both are versioned, and both feed the renewals feed and the competency matrix from the dates you enter.

Open Staff HR, choose the person in the Staff member picker, and their records appear below.

Add a DBS check

Select Add DBS. The modal is headed Add a DBS record.

• Check level — Basic, Standard, Enhanced, or Enhanced with barred list. It defaults to Enhanced.
• Certificate number (optional)
• Issued date (optional)
• Renewal / expiry date — this is the field the renewal status is worked out from. Leave it blank and the record simply never comes up for renewal.
• Certificate reference (optional) — where the certificate is filed.
• Notes (optional)
• Medication administration training — a tick box. When ticked, both the completed and the renewal dates are needed (the renewal date starts at 12 months after completion), and while it is in date this person can give medication, check prescriptions and witness in the medication record.

Each record lists with its level, its renewal badge, the certificate number, the issued date and the renewal date, plus a version number.

Add a training record

Select Add training. The modal explains: "Training or qualification completed by this staff member. Record the course, completion date, and any renewal/expiry date."

• Course name — required. Also the column heading this course gets on the competency matrix, so keep the naming consistent across staff.
• Provider (optional)
• Mandatory — flags the course as required; it shows as a Mandatory chip on the record.
• Completed date (optional)
• Renewal / expiry date
• Certificate reference (optional)
• Notes (optional)

The renewal badge

Every DBS and training record carries one of four states, worked out from its renewal date at the moment you look at it — nothing is stored, so it cannot go stale:

Anything that is not Current appears in Renewals due & overdue at the top of the page, overdue first.

Editing merges, it does not replace

Reopen a record with Edit, change one field, and Save changes. Everything you did not touch survives — ARC only writes the fields the form actually sent. Change a DBS renewal date and the certificate number and level are still there afterwards.

Each save writes a new version and the version number on the record ticks up, so there is a history of what the date used to say.

Only HR maintains these

A staff member can read their own DBS and training records. They can never create or edit one, and neither can a home manager or a DBS-less colleague. Employment checks are held about a person by their employer; that is what makes them evidence.

Uploading the certificate itself

You cannot yet. Certificate reference is a free-text field for recording where the certificate is filed — the placeholder says as much on screen — not an upload.