Onboard candidates, chase references; one click.
Safeboard is the friendly onboarding portal for anyone who will be working with children or vulnerable adults in a regulated environment. Candidates fill in their own application, declarations, references and documents without the email chaos.
The problem
Manual onboarding is slow, fragile, and a regulator risk.
Onboarding lives in your inbox
Declarations, DBS PDFs, references and signed contracts scattered across email threads and shared drives.
Inspection gaps creep in
Children's Homes Regs 2015, Supported Accommodation Regs and CQC Regulation 19 all demand documented evidence every time.
Start dates drag on
Chasing candidates for documents, references and signatures pushes back start dates and leaves shifts unfilled.
How it works
From invite to start date in four friendly steps.
No chasing. No "did you get my email?". Just a clear, candidate-led journey that ends with a signed contract and a clean audit file.
- 01
Invite the candidate
Send a secure portal link in seconds. The candidate sets up their own account — no spreadsheets, no email chains.
- 02
They complete onboarding
Application, health, DBS, driving and safeguarding declarations, documents and interview availability - guided step by step.
- 03
Compliance Checks Streamlined
Set reminders for reference chases, conduct barred-list checks and risk assessments on the provider portal with the information you have been provided.
- 04
Offer signed, ready to start
Issue an offer and contract the candidate signs with DocuSign in the portal. Bank details, NI, P45 and emergency contact captured before day one.
Safer recruitment at its core
Built around the people you protect.
Safer recruitment is not a checkbox — it is a duty of care. safeguard checks if someone has worked with children or vulnerable adults, surfaces gaps, verifies DBS status and flags anything that needs a closer look.
Children & vulnerable adults history
Every candidate is asked if they have worked with children or vulnerable adults. Gaps are flagged for follow-up automatically.
DBS & barred-list status
Self-declared DBS status, barred-list checks and disclosure dates are captured and verified before clearance.
Employment history gaps
Unexplained gaps in employment are surfaced for managers to investigate - a core safer-recruitment requirement.
Automated risk flagging
Any concerning disclosure triggers the ability to conduct a structured risk assessment with likelihood × impact scoring and sign-off.
- Chase ref 2
- Verify DBS
- Send offer
What's in the box
One portal for the whole safer-recruitment journey.
Built for children's homes, supported accommodation, fostering agencies, domiciliary care and supported living — anywhere safer recruitment applies.
References that chase themselves
Automatic reminders, a timeline per referee, verification call log and the original document — all in one place.
E-signed contracts & offer packs
Candidates sign offers, policies and contracts in the portal. Timestamped, IP-stamped, downloadable.
Structured risk scoring
Anything flagged on a declaration opens a likelihood × impact matrix with manager sign-off — not just a flag.
Full declaration pack
Health, safeguarding, DBS self-declaration, Right to Work, overseas police check and driving — all e-signed and version-controlled.
Multi-level approval gates
Recruitment Lead → Registered Manager → Responsible Individual sign-off before a candidate is cleared to start.
Reference verification audit
Know exactly when each reference was requested, received and verified — including who made the call-back.
Interview availability built in
Candidates submit in-person and online availability across 4 weeks — overlap with your team highlighted automatically.
Inspection-ready audit trail
Every change, upload, signature and status update is logged with user, timestamp and IP — Ofsted & CQC ready.
One-click candidate file export
Pick the sections you need and export as a collated PDF or ZIP with original files attached.
- DBS uploaded14:02
- Ref. verified14:08
- Registered Manager signed off14:15
Built around the regulations you're inspected on
Ofsted & 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 your candidates one friendly portal and your team one source of truth. See Safeboard with your own workflow in under 20 minutes.