Overview

This guide explains how candidate compliance is managed in EduTeam.

Compliance check

Each candidate has a primary activity type. The activity type defines the document types required for that role, including any documents marked as mandatory.

When compliance documents are uploaded for a candidate, EduTeam compares the candidate’s documents against the requirements defined for their primary activity type to determine whether they meet the compliance requirements.

It checks:

• Whether all mandatory document types are present
• Whether the documents are approved
• Whether the documents are still in date (not expired)

If all mandatory requirements are met, the candidate is considered compliant for their primary activity type.

We recommend that you change the status of the candidate to active at this point.

View existing documents

Navigate to Compliance > Documents

This will show you a list of all existing documents.

You can filter the list by:

• Document type
• Document status (for example: active, expired, or expiring soon)

These filters help you identify documents that may need attention, such as:

• Missing documents
• Expired documents
• Documents that require review or re-approval

Add a new document

Click the Add button

You will see the add/edit Document page

Each document has the following fields:

Field	Description
Document type	The type of document being uploaded
Candidate	The candidate the document belongs to
Status	The current status of the document (None, Reviewed, Approved, Archived, Invalid)
Document date	The issue date shown on the original document
Checked date	The date the document was reviewed
Expiration date	The date the document expires (based on settings for the document type)
Document	The uploaded file (for example PDF, PNG, JPG)
Notes	Additional information about the document

Once documents have been uploaded for a candidate, you can check their compliance status in the candidate list page, or by opening the candidate record and viewing the compliance tab.

Use the DBS Update service

Once DBS documents have been uploaded for your candidates, you can periodically use the online checks feature to automatically update the DBS update status for related candidates.

Navigate to Compliance > Online checks

This will show you a list of all existing DBS documents.

Use the filter to select the documents that you want to check.

Click the Perform online DBS update checks button

This will show the following confirmation statement:

Click the start button to agree to the terms of the service

A query is sent to the DBS online update service and the results of the check are shown in the grid:

Review the document

The result from the DBS online update service is record in the document notes, and the status and dates are updated accordingly.