Use Case

Secure Vetting Document Collection for Home Care & Care Agencies

Collect references, background checks, training certificates, and health records from care workers through one end-to-end encrypted link, and keep an inspection-ready record of how you did it. Safe-recruitment document collection for home care and care agencies.

Collect Safe-Recruitment Documents Securely

The Problem

Safe-recruitment evidence is scattered when it's asked for

References, a background check, training certificates, and health records for each worker live across email, folders, and a spreadsheet, so proving safe recruitment turns into a scramble.

You hold safeguarding-sensitive records in your inbox

Background checks, health information, and ID for every care worker, kept in channels that were never built to protect that kind of data.

Turnover means collecting the same packet again and again

Every new hire restarts the chase for references, certificates, and checks, and it competes for time with delivering care.

No single view of who is fully cleared to work

Until you open each file, you don't know which reference is still missing or which training certificate has expired.

How it works

1

Build a reusable safe-recruitment checklist

Create one intake for exactly what a care role requires (ID, references, a background-check certificate, training certificates, health details) with clear labels so workers submit the right file the first time.

2

Send each worker a branded link

The worker opens a page carrying your agency's name. No account to create, no app to install, no public folder.

3

Documents are submitted encrypted

Every file is encrypted in the worker's browser before it reaches our servers. You're notified as each submission lands, and reminders chase anything outstanding.

4

Keep an inspection-ready record

Review each submission in the worker's own file, timestamped, so you can show how every worker was cleared to start.

Benefits

  • —An inspection-ready, timestamped record of how each worker was cleared
  • —Safeguarding-sensitive records never sit in email or shared folders
  • —Each worker's file stays isolated from the next
  • —Encrypted in the worker's browser before it's sent
  • —Reminders chase missing references and expiring certificates
  • —One reusable checklist for every new hire

Sending a care worker into someone's home means proving they were vetted. That proof shouldn't live in your inbox.

Safe recruitment means gathering a worker's ID and proof of right to work, references, a background check they obtain themselves, training certificates, health or fitness details, and professional registration where the role calls for it. Care work turns over quickly, so you run this again for every new hire.

When you need to show how a worker was cleared, reconstructing it from email, folders, and a spreadsheet is slow and easy to get wrong. The records themselves are safeguarding-sensitive, held for people who care for vulnerable adults. There's a cleaner, encrypted way that also leaves the evidence you need.

What you'll collect

One reusable safe-recruitment request replaces the scattered attachments. Everything the worker submits is encrypted end-to-end in their browser and kept isolated from every other worker:

  • ID and proof of right to work
  • Employment history and CV
  • Two professional references, as letters or referee contact details
  • A background-check certificate, which the worker obtains from the relevant authority and uploads
  • Professional registration details, where the role requires them
  • Qualifications and mandatory training certificates
  • An occupational-health or fitness-to-work declaration
  • Insurance details, for self-employed carers

How the intake flow works

When you take on a new worker: Send your standard safe-recruitment request, the same reusable checklist every time. It opens as a branded page carrying your agency's name.

They submit their documents: Clear labels mean legible files the first time, and everything is encrypted on their device before it's sent. A reminder nudges anyone who leaves the checklist unfinished.

You review and keep the record: Open each submission in the worker's file, decrypt it, and see who is fully cleared. The record of when each document arrived stays attached to it.

What your worker experiences

The worker taps a link, fills in a short form, and uploads a few files. No account to create, no portal to log into. Carers often finish onboarding on a phone between shifts, so a fast page that works in a browser is what gets the file completed.

The evidence an inspection asks for

Safe recruitment is judged on what you can show, not only what you collected. Every request is logged: when it was sent, when it was opened, and when each document arrived. When you need to evidence how a worker was cleared, or a worker asks what you hold, you answer from one place and delete at the individual level when you should.

For a related workflow, see GDPR-Compliant Data Collection, or explore the underlying Secure Requests and Audit Trail features.

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Collect Safe-Recruitment Documents Securely