The candidate is physically present with their original documents. This is the default and preferred route.

During the in-person check, you must:

• See the original physical documents
• Check the likeness, authenticity, consistency, and validity of the documents
• Confirm the documents belong to the applicant by comparing them with the candidate in person
• Record which documents were checked by keeping copies or making a clear written record
• Retain that record for at least two years from the date of the check
• Document who performed the check, when, and how

You hold the candidate's original physical documents while the candidate joins via live video. Use this option only where Option one is not possible.

During the live video check, you must:

• See the original physical documents (you hold them)
• Check the likeness, authenticity, consistency, and validity of the documents
• Confirm the documents belong to the applicant by comparing them with the candidate on video
• Record which documents were checked and retain that record for at least two years
• Document who performed the check, when, and how

The candidate holds their original documents on a live video call with you. Use this option only in cases of remote working or other exceptional circumstances.

If you use Option three, the documents must still be verified in person before the candidate starts employment, at the latest on their first day. The check is not complete until in-person verification has taken place.

During the live video check, you must:

• Check the likeness, authenticity, consistency, and validity of the documents displayed on video
• Confirm the documents belong to the applicant by comparing them with the candidate on video
• Record which documents were checked and retain that record for at least two years
• Document who performed the check, when, and how
• Arrange a follow-up in-person verification before employment begins

You must use Route one where possible. Move to Route two only if the applicant cannot provide Route one documents and only after discussion with the applicant confirming there is a valid reason.

Route one

• One document from Group one
• One further document from Group one, Group two a, or Group two b
• The combination must confirm the applicant's name and date of birth. A third document may be added if needed

Route two

• One document from Group two a
• Two further documents from Group two a or Group two b
• The combination must confirm the applicant's name and date of birth

If the applicant cannot meet Route two requirements, they cannot submit a Basic DBS application.

You must use Route one where possible. Move to Route two only if Route one is impossible, and to Route three only if both Routes one and two are impossible.

Route one

• One document from Group one
• Two further documents from Group one, Group two a, or Group two b
• The combination must confirm the applicant's name and date of birth

Route two

• One document from Group two a
• Two further documents from Group two a or Group two b
• The combination must confirm the applicant's name and date of birth
• Your organisation must also use an appropriate external ID verification service

Route three

• One birth certificate issued more than twelve months after the time of birth (UK, Isle of Man, and Channel Islands)
• One document from Group two a
• Three further documents from Group two a or Group two b
• The combination must confirm the applicant's name and date of birth

If the applicant cannot meet Route three requirements, they may need to be fingerprinted.

A deed poll, change of name deed, or similar document can explain why names differ, but it must not be counted as one of the required Group one, Group two a, or Group two b identity-route documents. These documents are not listed in the DBS document groups.

A UK or Channel Islands marriage or civil partnership certificate is different. It is listed as a Group two a document and can count where the selected manual route allows a Group two a document.

For example, for a Standard or Enhanced DBS Route one check, a passport plus utility bill plus deed poll is not enough because the deed poll does not count as a route document. The applicant needs one more valid listed Group one, Group two a, or Group two b document.

If a candidate has recently changed their name through marriage, deed poll, or similar, they may not yet have updated all their identity documents. This is acceptable, provided:

• The change can be evidenced (for example, by a marriage certificate or deed poll)
• Both the old and new name are included on the application form, with "from" and "to" dates entered in ascending order
• You are satisfied the documents are genuine and the candidate's explanation is consistent

The DBS guidance does not set a specific timeframe for how recent the change must be. This is a judgment call. If the gap between the legal change and the check seems unusual, ask the candidate to explain.

This evidence explains the connection between names. It does not reduce the number of DBS route documents required. However, the document type still matters. A UK or Channel Islands marriage or civil partnership certificate is listed in Group two a and can count where the selected manual route allows Group two a. A deed poll or change of name deed should not be counted as proof of ID for the manual identity route.

A driving licence may not include a middle name, particularly if it was converted from a paper to photocard licence. If you accept a document with a missing or additional name, enter the applicant's full name (including the missing or additional name) as the current name on the application form. Leave the previous names section blank if the name has not actually changed. The document just does not show it in full.

Minor spelling differences such as an alternative spelling of a first name or a missing hyphen do not need to be entered as previous names unless the variation is materially different. Use the correct spelling as identified by the applicant. If the variation is significant enough to affect how records might be searched, enter it as a previous or other name.

For any name discrepancy you have resolved, note in your records that there was a discrepancy, what the candidate's explanation was, and that you were satisfied it was legitimate. Employment Hero's comments section on the candidate's report is a practical place for this.

In all manual identity checks, you are assessing the following four elements:

• Likeness: Do the documents match the person in front of you
• Authenticity: Do the documents appear genuine
• Consistency: Do the documents agree with each other on name, date of birth, and other details
• Validity: Are the documents current and within any applicable expiry limits

Does the manual check process apply to volunteers?
Yes. The manual verification process and all associated obligations, including document retention, apply to all DBS applicants regardless of whether they are employed or volunteering with your organisation.

Do we need to retain copies of the identity documents?
Yes. You must retain a record for at least two years from the date the check was completed. This can be copies of the original documents or a clear written record of the document details. You must be able to evidence who performed the check, when, and how.

Why cannot Employment Hero submit the DBS until I complete the manual verification step?
The DBS requires identity to be verified before an application can be submitted. Until you click I have verified their identity in Employment Hero, the application remains on hold. This step also creates the audit trail required for compliance.

Can one team member check the ID documents and a different team member confirm in Employment Hero?
Yes, as long as your organisation keeps an auditable record of who physically verified the ID. Employment Hero will only log the team member who clicks I have verified their identity.

Can I accept foreign versions of UK-only documents?
No. If a document is marked as UK-only in the document lists, you must not accept a foreign equivalent.

What is the difference between Option two and Option three for the manual check?
In Option two, you (the checker) physically hold the candidate's original documents during a live video call. In Option three, the candidate holds their own documents during the call. Option three carries an additional requirement. The documents must still be verified in person before employment or volunteering begins.

What if the candidate cannot provide any of the required documents?
For a Basic DBS, if the applicant cannot meet Route two requirements, they cannot submit an application. For a Standard or Enhanced DBS, if the applicant cannot meet Route three requirements, they may need to be fingerprinted. Contact Employment Hero Support if you are unsure how to proceed.