DBS Checks Online
UK Government Licensed & Approved
Online Criminal Record Checks
Why do Organisations choose EasyDBS to handle their DBS Check needs?
All About DBS Checks
A DBS check is a background screening provided by Disclosure & Barring Service. This process, once called a CRB Check, aids organisations. It helps them make safer hiring decisions. A DBS check reveals criminal records. It also shows if someone is barred from specific roles. These roles often involve children or vulnerable adults. Here you can find out all you need to know about DBS Checks.
Online DBS Checks
What is included in an online DBS Check?
Basic DBS Check
A Basic DBS check is the most straightforward level of Criminal Record check available in the UK. It can be requested by anyone for any reason.
It provides information about any unspent convictions or conditional cautions recorded on the Police National Computer.
This type of check is often used for roles that do not involve direct work with vulnerable groups but still require a degree of trust. For example, such as administrative, retail or delivery positions.
Basic DBS checks help employers make informed hiring decisions by revealing recent and relevant criminal history. This information might affect a candidate’s suitability for the job.
Basic DBS checks can be obtained directly from the Disclosure and Barring Service without an Umbrella Body like EasyDBS. At £21.50, this is the most affordable way to get a Basic DBS check.
Standard DBS Check
A Standard DBS check offers a more detailed view of an individual’s criminal record compared to a Basic check. It includes both spent and unspent convictions, cautions, reprimands, and warnings recorded on the Police National Computer. This level of check is usually required for roles involving responsibility and trust but not necessarily direct contact with vulnerable groups. Examples, are positions in finance, legal services, or certain civil service jobs.
Employers use Standard DBS checks to ensure candidates have no relevant criminal history that might pose a risk in roles demanding integrity and reliability.
A Standard DBS check can only be obtained through a government-approved Registered Body like EasyDBS.
Individuals cannot request a Standard DBS check themselves; it must be arranged via an organisation.
Enhanced DBS Check
An Enhanced DBS check is the most detailed level of criminal record check available. It is usually required for roles involving regular contact with children or vulnerable adults. Including roles in teaching, healthcare, or social care.
It includes all the information found in a Standard DBS check, spent and unspent convictions, cautions, reprimands, and warnings. In addition, any relevant information held by local police forces that may be disclosed if necessary for the role.
This extra scrutiny helps employers determine if an individual could pose a risk in sensitive or high-trust settings.
An Enhanced DBS check can also include checks against the Adults’ Barred List and Children’s Barred List. These are registers of individuals legally barred from working with those groups.
An Enhanced DBS check can only be obtained through a Government approved Registered Body such as EasyDBS.
Individuals cannot request an Enhanced DBS check themselves; it must be arranged through an organisation.
Advantages of choosing an online DBS Check method for Standard and Enhanced DBS
EasyDBS offers online DBS checks for Standard and Enhanced levels through our intuitive and user-friendly platform.
Customers choose this method for several reasons:
Faster processing
Employees can start work sooner thanks to quicker online DBS checks. We have seen clients go from registration to receiving their first completed DBS check in under 48 hours.
Cost and time savings
Paper forms are slow, cumbersome and often more costly. Our platform catches errors before they happen, eliminating the administrative burden of monitoring and processing DBS checks.
Simplicity
Applicants receive a login and can easily complete their part of the DBS check without hassle. Options are available for those who have difficulty accessing online services.
Full visibility
Eliminate guesswork with a platform that lets you see the status of all DBS checks at a glance. Notifications keep both you and applicants informed throughout the process.
Convenient results
A clear electronic summary of the DBS certificate means you don’t have to worry about storing physical copies. The applicant receives the official paper certificate sent directly to their home.
Compliance and reliability
Our platform helps ensure compliance with DBS and data protection regulations, giving you peace of mind about safeguarding responsibilities.
Multi-user management
Ideal for HR teams, you can assign access, delegate roles. Therefore, manage multiple checks from one centralised account with multiple organisational users.
Excellent support
Our UK-based support team is ready to assist with any questions, offering guidance throughout the entire process.
About the Platform
What it is and how it works
EasyDBS: Streamlined Online DBS Checks
EasyDBS is a modern, AI-powered web application. It helps organisations efficiently manage their online DBS check needs.
Getting Started
After registering for an account, you receive your organisation’s login details. You can then add internal users. They administer DBS checks. You also assign them appropriate permissions.
Initiating a DBS Check
To start, simply add the individual’s name and email address to the system. We send them an email invitation. This link accesses the platform. They click the link and set a password. Clear guidance helps them complete their DBS application.
Applicant Completion & AI Validation
The applicant’s form includes AI validation. This prevents mistakes. Examples include address history gaps or invalid National Insurance numbers.
Organisation Verification & Check Type Selection
After the applicant submits their section, you are notified. The platform prompts you to record the identification documents you have checked. AI-driven validation ensures sufficient documentation. It alerts you when minimum requirements are met.
Next, you specify the required DBS check level. You select the job role and which barred lists to check. You also indicate if the check is for a volunteer and if the role is home-based. The AI helps avoid eligibility errors.
Payment & Submission
Once you confirm the check type, make payment. Then submit the application to the Disclosure and Barring Service. Organisations can pay as they go. They can also purchase prepaid credits. Alternatively, delegate the invoice to the applicant for direct payment. This is useful when the applicant covers the DBS cost.
After payment or credit allocation, we securely forward the application electronically. Both your organisation and the applicant receive a notification. This includes a unique application reference number. It also provides a link to track the application status.
Receiving Results
When the DBS check is complete, you receive an electronic snapshot of the certificate. The applicant receives the official paper certificate by post. Throughout the process, the AI keeps both parties informed. It provides full visibility of the application status.
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If you are already a customer, please login and use the regular support channels on the platform
Frequently Asked Questions
Answers to the most popular questions we get about DBS Checks and our Platform
How much does a DBS Check cost?
A DBS check processed through an Umbrella Body typically involves two charges that make up the total cost.
The first charge is the fee payable to the Disclosure and Barring Service. This is a fixed fee per application, regardless of whether you process one check a year or thousands. The current rates are:
Basic DBS check: £21.50
Standard DBS check: £21.50
Enhanced DBS check: £49.50
Enhanced DBS check with Adults’ and/or Children’s Barred List check: £49.50
The second charge is the administration fee that the Umbrella Body charges to handle the application. This fee often varies depending on volume. For example, EasyDBS’s administration fees start at £4.00 per application.
What are the levels of DBS Check available?
There are three main levels of DBS checks: Basic, Standard and Enhanced. Employers should assess the specific duties and responsibilities of a role to determine the correct level of check needed, supporting a safe and secure environment for the organisation and those it serves.
Can I fast-track or pay for a faster DBS Check?
No, there are no fast track options available. The Disclosure and Barring Service processes all applications in the same way.
Once an application is with the Disclosure and Barring Service, neither EasyDBS nor any other Umbrella DBS provider can influence how quickly it is completed.
Our role is to make DBS checks as fast as possible by offering an intuitive, easy-to-use platform that reduces applicant errors and ensures the application process is smooth and efficient.
What is fastest way to get a DBS Check?
For Standard DBS Check, or Enhanced DBS Check, use a DBS Umbrella Company. Ensure they provide a modern platform and online e-bulk DBS Checks, like EasyDBS.
Register for Free Organisation Account Here
For Basic DBS: apply directly to Disclosure and Barring Service
What level of DBS Check do I need?
If a role involves direct, unsupervised contact with vulnerable groups such as children, elderly people or individuals with disabilities, or includes regulated activities, an Enhanced DBS check will likely be required, possibly including a Barred List check.
If the position does not involve working with vulnerable individuals but carries a level of trust or responsibility, for example in finance, law or security, a Standard DBS check is usually appropriate.
For roles that do not involve children, vulnerable adults or specific professional duties, a Basic DBS check may be sufficient.
Eligibility for Standard and Enhanced checks is set by legislation, primarily the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all roles qualify, so employers must use the official GOV.UK eligibility tool to confirm the correct level. Requesting a higher-level check than allowed is unlawful.
The DBS provide detailed eligibility guidance here.
They also provide an eligibility tool.
Are Volunteer DBS Checks free?
Yes, the DBS does not charge a fee for Standard or Enhanced checks carried out for volunteers. If someone is working in an unpaid volunteer role that requires a DBS check, you can apply for a Standard or Enhanced DBS and mark it as a volunteer application with the necessary declarations.
Although the Disclosure and Barring Service fee is waived, there is still an administration fee charged by us. This means the overall cost is significantly reduced, but the admin fee for a Standard or Enhanced DBS check is generally the same whether the application is for a volunteer or a paid employee.
The definition of a volunteer is quite specific. Roles such as work placements or trial positions are not considered volunteer roles by the Disclosure and Barring Service. However, our platform clearly outlines the conditions the role must meet to be considered an eligible volunteer DBS check, guiding you through the declaration process.
What's the difference between a CRB Check and a DBS Check?
A CRB check is the former name for what is now known as a DBS check. CRB stood for the Criminal Records Bureau, which was the agency responsible for criminal record checks before the Disclosure and Barring Service was established. In 2012, the CRB merged with the Independent Safeguarding Authority to create the DBS.
Since then, CRB checks have been replaced by DBS checks. In practice, a DBS check serves the same function as a CRB check — providing information about an individual’s criminal history to help employers make safer recruitment decisions. The main difference is the name and some additional features introduced by the DBS, such as barred list checks and the Update Service. Therefore, older documents referring to “CRB checks” are essentially describing the same process now called DBS checks.
Simply put, DBS is the modern name for CRB. What used to be called a Standard CRB is now a Standard DBS, and an Enhanced CRB is now an Enhanced DBS.
People still commonly use the term CRB check, and some DBS systems still use the CRB name. For example, the DBS external tracking website uses “crbonline” in its URL. However, all current checks are carried out by the DBS. Employers should recognise this change, and any old CRB certificates should be treated as equivalent to DBS certificates, though they will be outdated by now.
What is an Adult First Check, and is it the same as an Adults' Barred List check?
An Adults’ Barred List Check and an Adult First Check are related but distinct.
An Adults’ Barred List Check is an optional part of an Enhanced DBS check that cross-references whether an applicant is on the Adults’ Barred List. Being on this list prohibits an individual from legally performing regulated activity involving adults, such as healthcare, personal care, or managing finances.
Some roles qualify for an Enhanced DBS check, while others require an Enhanced DBS check including an Adults’ Barred List check. For example, a receptionist at a care home is eligible for an Enhanced DBS check but does not perform regulated activities, so they do not require the Adults’ Barred List check. Conversely, a care assistant providing personal care would need the Adults’ Barred List check as part of their Enhanced DBS check.
An Adult First Check is a rapid screening against the Adults’ Barred List and can only be requested alongside or during an Enhanced DBS check that includes the Adults’ Barred List. Employers typically receive an email within 72 hours indicating whether the individual is not on the list or advising to wait for the full certificate. A notice to wait does not necessarily mean the person is on the list.
The cost of an Enhanced DBS check is the same whether or not it includes the Adults’ Barred List. The Adult First Check is optional and comes with an additional fee.
Currently, there is no similar rapid service for checking the Children’s Barred List.
What is the Adults' Barred List?
The Adults’ Barred List is a confidential register maintained by the Disclosure and Barring Service (DBS) that contains the names of individuals who are legally prohibited from performing regulated activity with vulnerable adults.
Regulated activity relating to adults includes specific tasks such as personal care or managing a vulnerable adult’s finances. For a full guide, please click here.
It is possible for someone to have no criminal record but still be legally barred from working in regulated activity roles with vulnerable adults. Such individuals are included on the Adults’ Barred List.
An Enhanced DBS check may include a check against the Adults’ Barred List depending on whether the role qualifies. For example, a cleaner working in a care home who is not engaged in regulated activity would not require an Adults’ Barred List check.
There is no difference in cost between an Enhanced DBS check that includes the Adults’ Barred List and one that does not.
Can anyone get a DBS Check?
Anyone can obtain a Basic DBS check, but Standard and Enhanced DBS checks are restricted to roles that meet specific eligibility criteria.
Eligibility for Standard or Enhanced checks is governed by legislation, mainly the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not all job roles qualify. Employers must use the official GOV.UK eligibility tool to verify the appropriate check level, as requesting a higher-level check than permitted may be unlawful.
The Disclosure & Barring Service provide detailed guidance.
They provide an eligibility tool.
The DBS also provide detailed eligibility guidance here.
What is a DBS Umbrella body?
A DBS Umbrella Body, also known as an umbrella company, is an organisation officially registered to access the DBS checks service and process checks on behalf of other employers or organisations.
EasyDBS is a well-established DBS Umbrella Body.
Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service. This arrangement benefits most businesses and charities that do not register directly with the DBS, as direct registration generally only suits organisations processing thousands of checks each year.
Instead, these organisations use a DBS umbrella provider, which handles administrative duties such as providing the application platform, counter-signing forms, submitting applications to the DBS, and offering ongoing support and advice throughout the process.
Can someone start working before a DBS Check is complete?
Whether employees can start work before their DBS check is complete depends largely on an organisation’s own policies. Some organisations allow employees to begin work under supervision while awaiting DBS clearance.
Employers involved in regulated activities, such as working with children or certain vulnerable adults, require Barred List checks. It is illegal for anyone on these lists to perform regulated activities, so it is very unlikely that employees in such roles can start before confirmation they are not barred.
For regulated work with adults, there is a process called an Adult First Check, which provides a rapid indication of whether an individual is on the Adults’ Barred List. For more information, see the FAQ on Adult First Checks.
When should we start the DBS Application Process for a new Employee?
Delays by the Disclosure and Barring Service in issuing a DBS certificate can be frustrating, especially if it prevents an employee from starting on time or causes them to accept another job while waiting.
At the same time, DBS checks are non-refundable. If you request a check too early and the candidate does not take the position, the cost is lost.
When deciding the right moment in your recruitment and onboarding process to submit a DBS application, you must balance these two risks.
Fortunately, EasyDBS only charges when you are ready to submit the DBS check. You do not pay for applications that have been started but not submitted. This means you can register the applicant, have them complete their section, go through ID verification and select the DBS check type, and then wait for the ideal moment to submit and make payment.
What should Employers be looking for on a DBS Check Certificate?
When reviewing a DBS certificate, employers should pay close attention to any disclosed information, including:
Cautions and convictions: Consider the nature of the offence, how long ago it occurred, and its relevance to the role.
Police intelligence: Available on Enhanced DBS certificates, this may include information from local police based on investigations or concerns.
Barring details: Indicates if the individual is legally barred from working with children or vulnerable adults.
Employers should have a clear policy for assessing DBS results and seek legal advice if uncertain about how to interpret or act on any disclosures.
Do I need the Applicant’s consent to carry out a DBS check?
Yes, a DBS check can only be conducted with the individual’s knowledge and consent.
You cannot carry out a DBS check on someone without their awareness. The process requires personal information such as all names used, date of birth, address history, and identification documents, so the applicant must actively participate.
Furthermore, the DBS sends the certificate directly to the individual, not the employer, ensuring the applicant sees the results first and controls who has access. If an employer wants to see the certificate, the individual must choose to share it voluntarily.
Can I DBS check all my staff even if not legally required?
You can request Basic DBS checks for any employees as part of your organisation’s policy. Basic checks are available for all job roles and purposes.
Many employers use Basic DBS checks for roles that don’t qualify for Standard or Enhanced checks but still involve responsibility, such as handling finance or sensitive data. These checks aren’t legally required but reveal recent unspent convictions.
Standard and Enhanced DBS checks are only allowed for specific roles, such as working with children, vulnerable adults, or in regulated activities.
You must not request a Standard or Enhanced DBS check for an ineligible role. For all other positions, a Basic DBS check is the only lawful option.
How long does a DBS Check take?
Most DBS checks are completed within 48 hours, although this can vary depending on the type of check. Basic DBS checks are usually the fastest and often returned within a few hours. Standard DBS checks are rarely delayed beyond five working days, with most completed within 24 to 48 hours.
Enhanced DBS checks are sent to local police forces, which can make the process longer. Some Enhanced checks are completed the same day, but on average they take more time than Basic or Standard checks. The majority of Enhanced checks are finalised within ten working days.
What does a DBS Check check for?
A DBS (Disclosure and Barring Service) check provides details about a person’s criminal history, supporting employers in making safer recruitment decisions.
The type of information disclosed depends on the level of check requested, which can be Basic, Standard, Enhanced, or Enhanced with Barred Lists.
This may include spent and unspent convictions, and for the higher levels, even relevant information held on police records.
At certain levels, the check also confirms whether the individual is legally barred from working with specific vulnerable groups.
Which identification documents are needed for an DBS Check Application
DBS checks require applicants to present identification documents to a nominated ID checker within the client organisation. The specific combination of valid and current documents depends on what the applicant can provide and must meet the criteria set by the Disclosure and Barring Service.
You can view the latest ID requirements here:
https://www.gov.uk/government/publications/dbs-identity-checking-guidelines
How do I get a Standard or Enhanced DBS Check for my Employees \ Volunteers
If you are an organisation looking to carry out DBS checks, you first need to register with us here: https://app.easydbs.co.uk/new-client-register
You will receive a client login for our portal within one working day. From there you can begin adding the individuals who need DBS checks.
Each applicant will receive their own login to complete their part of the DBS application form. Once they have finished, you will be notified so you can log into the client side of the portal to enter the ID verification details and select the type of DBS check required. We then submit the application electronically to the Disclosure and Barring Service.
After processing, the applicant will receive a physical certificate in the post. Within one day of the certificate being printed, you will also be able to view an electronic snapshot of it through the portal.
The entire process is clearly laid out in the system, and the tracking information is easy to follow.
How do I get a Basic DBS Check?
While Standard and Enhanced DBS checks have specific eligibility criteria, anyone can apply for a Basic DBS check themselves.
Unlike the higher-level checks, a Basic DBS check can be requested directly by any individual or organisation. They can do this directly through the Disclosure and Barring Service.
The cost is just £21.50, with no additional fees. If you see a Basic DBS check being offered for more than £21.50, it means an extra admin fee is being added, which you can avoid by applying directly. To request a Basic DBS check, start here: https://www.gov.uk/request-copy-criminal-record
Make sure that a Basic check is appropriate for your needs. If you require a Standard or Enhanced DBS check, you will usually need to use an Umbrella Body like CRBonline or have your organisation registered directly with the Disclosure and Barring Service.
How long is a DBS check valid?
A DBS check does not have a formal expiry date because it reflects a snapshot of an individual’s record at the time it was issued.
The information shown is accurate only up to that point. Unlike a passport, a DBS certificate does not “expire,” but any convictions or cautions that occur after the issue date will not appear on it. Employers should always consider the date on the certificate and decide whether a new check is necessary depending on its age and the nature of the role.
In many industries, renewing DBS checks regularly is considered good practice and may even be required by regulators. A typical renewal period is every three years, although some organisations opt for annual or biennial checks for particularly sensitive positions.
What is the e-bulk system?
E-Bulk was introduced by the Disclosure and Barring Service to provide a faster and more efficient way of submitting applications.
The system allows two-way data transfer, meaning application results and tracking codes are sent directly to CRBonline and can usually be accessed within two to three hours. CRBonline adopted the e-bulk system because it removes the need for paper forms and offers users a quicker, more streamlined process.
When applications are submitted through CRBonline, they are transmitted to the Disclosure and Barring Service within minutes, helping to ensure a faster turnaround.
What is the Children's Barred List?
The Children’s Barred List is a confidential register maintained by the Disclosure and Barring Service (DBS) that contains the names of individuals who are legally prohibited from working with children.
It is entirely possible for someone to have no criminal record but still be legally barred from working with children. Such individuals would appear on the Children’s Barred List.
An Enhanced DBS check may include a search of the Children’s Barred List if the role is eligible. For example, a role working exclusively with adults would not qualify for a check against the Children’s Barred List.
There is no difference in cost between an Enhanced DBS check with a Children’s Barred List check and one without it.
How do I track a DBS Check application?
All tracking information for a DBS application is readily available to both employers and applicants by logging into our platform.
You can easily view the progress at each stage, and once the application reaches the DBS, a dedicated button provides a direct link to the Disclosure and Barring Service’s official tracking system.
What is a Home-Based Position?
A home-based position refers to a role where the DBS check applicant carries out regulated activity in their own home.
For example, a music teacher who teaches children at the teacher’s own residence would be considered home-based.
By contrast, a home care worker providing personal care to a vulnerable adult in the adult’s home is not classed as home-based for DBS purposes.
Home-based positions are subject to additional checks by local police, so it is important to mark a role as home-based only if it genuinely qualifies.
There is no difference in cost between an Enhanced DBS check for a home-based position and one for a non-home-based position.
What is the DBS Update Service?
The DBS Update Service is a subscription-based service provided by the Disclosure and Barring Service that allows individuals and employers to keep DBS checks current and easily verify their status online. It effectively turns a one-off DBS certificate into a continuously updateable record.
After receiving a Standard or Enhanced DBS certificate, an individual can subscribe to the Update Service for £16 per year. This must be done within 30 days of the certificate’s issue date or during the application process using the reference number from the form.
Once subscribed, the certificate remains active on the system and can be reused for multiple roles — as long as the positions require the same level of check and apply to the same workforce group (e.g. working with children or adults). The subscription must be renewed annually to remain valid.
With the individual’s consent, employers can perform a free and instant online check to confirm whether the certificate status has changed. The system will display one of the following results:
“This Certificate is up to date” – no new information has been added.
“Certificate needs to be renewed” or “Contact DBS” – indicating there may be new or relevant updates and a new DBS check may be required.
To carry out this check, employers need the certificate number, along with the individual’s name and date of birth, and their permission.
Can a DBS Check Certificate be used for more than one job?
The Disclosure and Barring Service does not set any rules on whether a DBS check certificate is ‘portable’ between employers. It is entirely up to each organisation to decide whether they are willing to accept a certificate that was obtained by another employer.
In practice, most organisations choose not to accept DBS certificates from elsewhere. This is because they cannot be certain that the application was completed with accurate and complete information, such as full address or name history, and therefore may not fully meet their own safeguarding requirements.
Who pays for DBS Checks, Employers or Employees?
There are no official rules about who must pay for DBS checks in employment. It is up to each employer to decide, based on their own policies, whether they cover the cost themselves or ask the employee to pay.
CRBonline offers a feature that allows employers to assign the cost of a DBS check directly to the applicant. The applicant can then log in to the platform and pay for their check themselves, removing the need for the employer to pay upfront and reclaim the cost later.
What are 'filtered' cautions and convictions?
Filtering is the process used to decide which criminal records are disclosed on a Standard or Enhanced DBS Check. Some older or less serious offences are excluded from these checks — these are known as protected offences.
However, there is a list of specified offences that are always disclosed (unless they involve a youth caution). These typically include serious violent crimes, sexual offences, or offences relevant to safeguarding children or vulnerable adults.
Any conviction that resulted in a custodial sentence — even if it was suspended — will always appear on a Standard or Enhanced DBS certificate.
Most youth cautions, warnings, and reprimands are no longer automatically disclosed on a DBS certificate, although Youth Conditional Cautions may still be shown.
More information can be found here.
Do I need to see the original DBS certificate, or is a copy enough?
As an employer, you should always view the original DBS certificate presented by the applicant. Photocopies, scans, or PDF versions are not considered valid, as they can be easily altered or forged. The original certificate includes security features — such as watermarks and specialised paper — that can only be verified in person.
For organisations using EasyDBS, an electronic snapshot of the DBS certificate is also provided. If this snapshot shows that the DBS check is clear, the organisation may reasonably decide that viewing the paper certificate is unnecessary. However, if the snapshot shows that the check is not clear, it is important to review the original certificate in full.
Does a DBS Check cover overseas criminal records?
No. A DBS check only covers criminal records from UK sources and does not include criminal history from other countries.
It checks records from England and Wales, as well as relevant information from Scotland and Northern Ireland held on the UK-wide Police National Computer. However, it does not access foreign criminal records.
If an applicant has lived or worked abroad, offences committed outside the UK will typically not appear on their DBS certificate. This creates a potential gap in the background information available to employers.
In such cases, the DBS recommends requesting an overseas criminal record check, often called a Certificate of Good Conduct, from the relevant country.
Most countries have their own process for issuing police clearance or criminal record certificates to current or former residents. The UK Government and Home Office websites provide detailed guidance on how to obtain these checks for specific countries.
When hiring someone who has spent significant time overseas, employers should take this limitation into account and arrange additional checks as needed.