What's covered in this guide?:
DBS Checks
Workforce supports requesting Enhanced DBS checks (UK only) via our TrustID integration. DBS checks are used for criminal-record screening where required by role or regulation.
What type of DBS checks does TrustID support?
Workforce currently supports Enhanced DBS checks through TrustID.
Where you can request a DBS check
There are two places to request a DBS check:
1. During onboarding (new starter)
When you create a paperless onboarding invitation you will see the Include background checks for this employee? options.
Choose one of the three options:
Right to work check
Enhanced DBS check
Right to work & enhanced DBS check
If you select Enhanced DBS check (or the combined option) the onboarding invitation will include TrustID actions and the employee will receive a TrustID guest link to complete their details.
Note: Only select one option that applies.
2. For an existing employee
To request a DBS check for current staff:
Go to Staff > choose the employee > HR > Hire & Onboard tab.
In the DBS check section, click SEND DBS CHECK (or SEND DBS & RTW CHECK to request both).
What the employee does
The employee receives a TrustID guest link (via email) and completes their details in TrustID.
Once the employee finishes, Workforce updates the DBS check status so an Admin can review the submission.
Review and submit DBS (Admin)
After the employee completes their TrustID form, the DBS check status will change to Ready For Review (or a similar “awaiting admin” state). In the employees profile > Hire & Onboard tab you will see two actions:
REVIEW APPLICATION DETAILS: view the information the employee provided.
INITIATE DBS CHECK: submit the application to TrustID / DBS processing.
Steps for Admins:
Open the employee’s profile > Hire & Onboard tab.
Click REVIEW APPLICATION DETAILS and confirm the information is correct.
When ready, click INITIATE DBS CHECK to submit the application.
DBS check statuses
You’ll see status updates in the Hire & Onboard area as the check progresses.
Common statuses you may see:
Not Checked: no DBS has been requested.
Sent: TrustID request sent to the employee.
Ready For Review: employee has completed their part; admin review required.
Initiated / Submitted: admin has submitted the application to TrustID/DBS.
Completed: final DBS result received.
Important: DBS checks can take weeks to months to complete. In some cases, processing may take up to 3 months depending on DBS/TrustID processing and any follow-up checks.
You may also see an Expires badge on the DBS row showing expiry/valid-until dates when relevant.
Notifications & results
Workforce will notify both the employee and the employer/admin when key events occur (employee submitted details, admin submitted application, final result).
The final outcome and any supporting documents (for example a result PDF or certificate if TrustID provides it) will be available in the employee’s Workforce record for future reference. Typically these files are accessible from the employee’s profile (Hire & Onboard or the employee documents/qualifications area).
DBS Billing
DBS checks are usually billed separately from Right to Work checks. Confirm your organisation’s billing details or check your monthly invoice for DBS items. If you’re unsure how DBS billing appears on invoices, reach out to Support.
DBS Permissions
Typically only Admin users (or users with equivalent HR permissions) can review and initiate DBS applications. Make sure the correct users have access to the Hire & Onboard tab and DBS actions.
Troubleshooting & support
Workforce support
Email: support@workforce.com
Or use the blue chat button in the app.
TrustID support (for TrustID guest link / submission issues)