Vetting done right.
Compliance built in.
ProRota Screening automates the entire candidate vetting journey, from identity checks and 5-year employment history to DBS, Right-to-Work, financial probity, and digital contract signing, built around the BS 7858 standard.
Built for security companies, manned guarding providers, and any organisation required to screen staff to the British Standard.
Screening Application
REF-2025-00847 · In Progress
Standard
BS 7858 Aligned
Gap Detection
Automated
Data protection
GDPR compliant
100%
BS 7858 aligned
built around the 2019 standard
6
Verification modules
running in parallel
< 24h
Processing time
average turnaround
99.9%
Uptime SLA
guaranteed reliability
Every check. One platform.
Six verification modules run in parallel, built around the requirements of BS 7858 and UK employment law, with a complete audit trail on every application.
Identity Verification
Passport, driving licence, and NI number validation. Government-issued photo ID verified before any application proceeds.
5-Year Employment History
BS 7858 requires a complete 5-year record. Our automated gap detection flags any period over 30 days with no explanation, so nothing slips through.
Criminal Background (DBS)
Full DBS check management including police records, court judgments, and international criminal history screening for overseas applicants.
Right to Work
UK Home Office compliant Right-to-Work checks. BRP card verification, share code confirmation, and visa status validation all in one step.
Financial Probity
Credit reference checks, financial sanctions list screening, bankruptcy history, and County Court Judgment (CCJ) searches for security roles.
Academic & Qualifications
Educational institution verification, SIA licence validation, professional certification checks, and academic timeline analysis.
From invite to approved in 6 steps.
A structured end-to-end workflow that guides both your team and the candidate, with nothing left to chance and everything logged for audit.
Candidate Invited
Business sends a secure invitation link. Candidate registers on the self-service portal and begins their application at their own pace.
Multi-Step Application
Candidate completes 6 stages: personal information, employment history, background declarations, document upload, medical screening, and legal consent.
Document Submission
Passport, driving licence, P45s, BRP card, experience letters, all uploaded securely via the portal with automated format and completeness validation.
Verification Checks
Each module runs in parallel: identity, employment gaps, DBS, RTW, financial, and academic checks, with real-time status updates for your team.
Contract & e-Signature
Once checks pass, the system auto-generates the employment contract. Candidate signs digitally, no printing, scanning, or posting required.
Approval & Archive
Fully vetted record archived with complete audit trail. One-click PDF compliance export for inspections, audits, or regulator requests.
One platform, two experiences.
A dedicated portal for your business team to manage and track, and a separate self-service portal for candidates to complete at their own pace.
Business Portal
Your operations team gets a full dashboard to invite candidates, track verification progress, review completed checks, and export compliance records.
- Invite & manage candidates
- Real-time progress tracking
- Review & approve applications
- Generate compliance reports
- Custom form builder
- PDF export for audits
Candidate Portal
Candidates complete their entire vetting journey online, at their own pace, from any device.
- Step-by-step guided application
- Secure document upload
- Employment history timeline
- Digital contract signing
- Application status tracking
- GDPR consent management
Compliance & security
BS 7858
Aligned workflow
GDPR
Data protection
Encrypted data
At rest & in transit
UK data residency
UK/EU data centres
Secure document collection at every stage.
Every document required by BS 7858 and UK employment law is collected, stored encrypted, and verified, accessible by authorised staff only, with a full access audit trail.
Encrypted Storage
All uploaded documents are encrypted at rest and in transit. Access is restricted by role, only authorised staff can open sensitive files.
Access Audit Trail
Every document view, download, or status change is logged with a timestamp and user identity, giving you a complete compliance evidence trail.
Automated Completeness Check
The system validates that all required documents for each candidate's role and right-to-work status are present before the application can be submitted.
Secure Long-term Archive
Verified records are archived securely for the required retention period. One-click PDF export for inspections, audits, or regulator requests.
Common questions
Everything you need to know about ProRota Screening
Ready to automate your vetting process?
Book a demo and see how ProRota Screening takes the complexity out of BS 7858 compliance, from candidate invite to signed contract.