Use Case

Secure Vetting Document Collection for Nanny & Household-Staff Agencies

Collect references, ID, background checks, and qualifications from candidates through one end-to-end encrypted link, not email threads and shared folders. Vetting document collection for agencies placing nannies, au pairs, and household staff with private families.

Collect Vetting Documents Securely

The Problem

A candidate's vetting file arrives in pieces

References, a background check, qualification certificates, and ID land in separate replies over weeks, and you assemble each candidate's file by hand.

You hold safeguarding-sensitive documents in your inbox

ID, health details, and background-check certificates for every candidate on your books, sitting in mail and shared drives that were never built to protect them.

You can't see what a candidate still owes you

Halfway through vetting, nothing tells you which reference is missing or which certificate is unreadable until you open it, so you chase.

Sharing a file with a family means forwarding sensitive records

A shared folder or a forwarded attachment exposes one candidate's documents, and leaves no record of who opened them.

How it works

1

Build a reusable vetting checklist

Create one intake for exactly what a placement needs (ID, references, a background-check certificate, qualifications, health details) with clear labels so candidates submit the right file the first time.

2

Send each candidate a branded link

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

3

Documents are submitted encrypted

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

4

Review and assemble the vetted file

Open each submission in the candidate's own record, keep it isolated and timestamped, and see at a glance who has finished vetting and who hasn't.

Benefits

  • —Safeguarding-sensitive documents never sit in email or shared folders
  • —Each candidate's records stay isolated, never exposed to the next
  • —Encrypted in the candidate's browser, with a timestamped record of what arrived
  • —Automatic reminders chase missing references and certificates
  • —No account required — the candidate just opens the link
  • —One reusable vetting request for every placement

Placing someone in a family's home rests on the documents you vetted. Email and shared folders are the wrong place to keep them.

Vetting a candidate means gathering their references, ID and proof of right to work, a background check they obtain themselves, qualification and training certificates, and health details. The default, "email me your documents," turns your inbox into a store of safeguarding-sensitive records for every candidate on your books.

A family is trusting your judgment about who enters their home. A candidate's ID and background check sitting in your mail is the biggest liability your agency carries, and a shared upload folder is worse, because it exposes one candidate's file to the next. There's a cleaner, encrypted way to run vetting.

What you'll collect

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

  • ID and proof of right to work
  • CV and work history
  • References, as letters or referee contact details
  • A background-check certificate, which the candidate obtains from the relevant authority and uploads
  • Qualifications and training certificates (childcare, first aid, food hygiene, driving licence)
  • A medical or health declaration
  • A recent photo
  • Passport and visa details, for au pairs placed from abroad

How the intake flow works

When you start vetting a candidate: Send your standard vetting request, the same reusable checklist for every candidate. It opens as a branded page carrying your agency's name, not a generic form.

They submit their documents: Clear labels tell them which document goes where, so you get legible files the first time. Everything is encrypted on their device before it's sent. If a candidate leaves the checklist half-finished, an automatic reminder nudges them.

You review in one place: Open each submission in the candidate's record, decrypt the documents, and see who has finished vetting and who hasn't.

What your candidate experiences

One link, a short form, a handful of uploads, and they're done. No account, no app, no public link that makes them uneasy about who else can see their passport. Handing over a background check and identity documents is a lot to ask, and a page that visibly encrypts those files on the candidate's own device is what earns the trust to finish.

The record behind every placement

When a family asks how a candidate was vetted, or a candidate asks what you hold, you answer from one place. Every submission is logged: when the request was sent, when it was opened, and when each document arrived. If a candidate asks you to delete their file, you remove it at the individual level, with no hunt through inboxes and backups.

For related workflows, see KYC & Identity Document Collection and GDPR-Compliant Data Collection, or explore the underlying Secure Requests and Audit Trail features.

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Collect Vetting Documents Securely