The Customer User Guide
Contents
1. GBG OnlineDisclosures Searching for a particular Organisation Branch Multiple Branched Organisations Only GBG OnlineDisclosures To view the details of a particular oan branch within your organisation you must be assigned to that specific branch or be below in the organisation Organisation level 3 Organisation level 4 Organisation level 5 Organisation level 6 Demonstration Organisation structure the one you are assigned to Sub Org Demonstration Org 1 Click the Organisation tab 2 Click Navigate organisations en oo Create disclosure ma Create sub org 3 Click the relevant Organisation branch Create verifier Create online applicant 4 Click on the name of the organisation Verifiers level you wish to view To view the quick action list click on the ARROW and 5 Click View organisation The highlighted select the required action from the dropdown organisation name is the one that will open Important The action selected is applied to the highlighted organisation make sure you have the correct organisation selected Back to Top GBG OnlineDisclosures Creating an Applicant 1 Click the Organisation tab along the top If you are a multiple organisation search for GBG OnlineDisclosures and select the relevant organisation first Organisations 2 Click Organisation Actions A dropdown list of actions will appear Applicant Create online applicant2. Non Activated Create Online Applicant PEE EA S PER 3 Select Create Online Applicant anager fae Joe Bloggs Email address Joe Bloggs demo com 4 Enter the applicant s full name and El their email address Confirm their email kamar address by entering it again 5 Click Create Applicant Please Note If the error message E mail already in use appears this means that the applicant has already been created using this email Re send them an activation email instead The applicant will receive an Activation email containing a link and instructions on how to complete the registration process Back to Top GBG OnlineDisclosures Re sending an Activation email to the Applicant 1 Click the Organisation tab If you are a multiple organisation search GBG OnlineDisclosures for and select the relevant organisation first Pe ae Organisations es Click the link below to see how 2 Click Organisation Actions lt To seereh navigate to organisation structure Create verifier Demonstration Organisation PO gt Non Activated Users Create online applicant Organisation Details Non Activated Users Non Activated users Verifiers amp Disclosure Managers 3 Click Non Activated Users Select Org Pin Full Name Email Created On 4 Tick the box alongside the v 127535 Post Office Branch 0101095 0101095 06 Aug 2014 relevant applicant s name Re send Activation Email s 5 Click re send activati
3. Pin Applications awaiting payment i a Basic Search Select OrgiD ee Name DOB Postcode E Number Completed By Last Modified On 1 C k th p t t b psses laslan Graham Test 30 12 1963 KTS BAS F0909875787 02 01 2013 Click the Payments ta ew 0O 124176 Boarding DfE five paper 08 03 1978 NG4 2EP F3775123853 29 11 2014 aper Records 1 10 of 10 f 2 Tick ide th pam Tick the box alongside the oose a way to pay a application s you wish to pay for Pay with my PayPal account PayPal amp Log in to your account to complete the purchase Email testverifier outlook com 3 Click Pay for these Applications PayPal password 4 Enter the Billing details Hoa Forgotten your email address or password Pay with a debit or credit card e 5 C C k p u rc h a S e Optional Sign up to PayPal to make your next checkout faster J If you have a PayPal account login and follow the instructions provided by PayPal If you do not have a PayPal account click Pay with a debit or credit card Please Note Payment can also be made straight after verification Click Pay Now and follow these steps GBG OnlineDisclosures Payment Paying With a Debit or Credit Card 1 Click Pay with debit or credit card Choose a way to pay v Pay with my PayPal account PayPal Log in to your account to complete the purchase 2 Select the type of card being used from the Emai sam smith1234 demotest
4. This means they will no longer have access to OnlineDisclosures 1 Click the Organisation tab along the top of the page If you are a multiple organisation search for and select the relevant organisation first Click the link below to see how Contact Details eae G To edit the details click edit and make the required changes 2 From the list on the left hand side click Verifiers and Disclosure Managers 3 Click the symbol against the name of the DM Verifier you wish to deactivate 4 Click Deactivate Back to Top GBG OnlineDisclosures Email Management 1 of 2 On the organisation tab there is a new GBG OnlineDisclosures page called Email management es An MDM and DM can change this option 1 Click the Organisation tab along the top If you are a multiple organisation search for reanisation Details ll and select the relevant organisation first erifiers amp Disclosure Managers ssid tasted 2 From the list on the left ha nd side Allow Verifier amp DM Emails for Disclosure Complete No click Email Management On the email management page there are 2 options Allow Verifier amp DM Emails for Submitted for verification Allow Verifier amp DM Emails for Disclosure Complete The default value for both of these options is no 3 To change the email management page click Edit Back to Top GBG OnlineDisclosures Email Management 2 of 2 1 Under Email Op
5. select the applications they wish to make a payment for Not Submitted This will show applications that have not been fully completed by the applicant Organisation Tab Information relating to the organisation and user management can be found here Organisation Details The default settings for the organisation can be found here Wn ey AM ealesle w Ele AO All verifiers and other disclosure managers are listed here Organisation Actions Uploading With DBS Awaiting Payment This is used to register an applicant The system will then send an activation email to the applicant with instructions on how to Create Online Applicant PP register This will show the applicants that have been registered but have not yet activated their account From here you can re send Non activated User ie activation emails if for example the applicant does not have access to the other email previously used or the y have deleted it Payments Tab Only applications awaiting payment by the Organisation are listed here Payment can be made for single or multiple applications which are listed under the same Organisation Pin Back to Top GBG OnlineDisclosures GBG OnlineDisclosures If you are still unsure about what to do you can call or email us Helpdesk Telephone 0845 251 5000 Opening Times 8 30am to 5 30pm Monday to Friday Email onlinedisclosures gbgplc com Calls cost 3p p
6. GBG OnlineDisclosures GBG OnlineDisclosures The Customer User Guide To be used by the Master Disclosure Manager Disclosure Managers and Verifiers Helpdesk Telephone 0845 251 5000 Opening Times 8 30am to 5 30pm Monday to Friday Email onlinedisclosures gbgplc com Calls cost 3p per minute plus your telephone company s network access charge GBG OnlineDisclosures This guide contains information on the following gt Activating your Account gt Creating an Applicant Re sending Activation emails gt Creating Deactivating a Disclosure Manager gt Creating Deactivating a Verifier gt Searching for Branches If a Multiple Branch Organisation gt Making the Payment s gt Viewing the Outcome of the Check amp Actions required if any gt Printing Letters both individually and in Batch gt Exporting Information To see instructions on the Verification Process see the Customer How to Verify the Application Back to Top GBG OnlineDisclosures User Permissions The table shows what actions can be carried out by different users within your organisation l Master Disclosure l Actions Disclosure Manager Manager View the Outcome of the y y Check amp Associated Letters Export Information Verifier v Back to Top GBG OnlineDisclosures Access Activating My Account This is an automatically generated message DO NOT REPLY TO THIS EMAIL Once you have been added o
7. SA Reg No gt Adult First Is Volunteer gt Address 1 gt Dispatched Status gt Applicant Email gt Address 2 gt Status Date Change gt Verifier Name gt Town City gt Basic Standard Enhanced gt Created By Email gt County gt Enhanced ISA gt Disclosure Printed gt Post Code gt Children s Workforce gt Applicant Position gt Date of birth gt Vulnerable Adult Workforce Back to Top GBG OnlineDisclosures My Home Screen Every time you access Online Disclosures you will land on the Awaiting Verification tab this screen can be seen below GBG OnlineDisclosures You can use the search fields to search for a particular applicant Uploading With DBS Awaiting Payment Not Submitted an The status of an application is indicated by the symbol in the status column The Key to these can be seen by clicking the downward arrow alongside the Icon Key 127535 31 10 1980 NG11 7EP Childcare Assistant 127535 Sally Smith 31 10 1980 NG11 7EP Childcare Assistant 127535 Demo Demo 31 10 1980 NG11 7EP Childcare Assistant pects 10 E number Once the application has been submitted each applicant will be generated a personal reference number This is listed under E Number Position states the role the applicant has Full details on what information what action can be carried within the organisation out with each tab see Tab Functions on the next slide Back to Top GBG Onl
8. com d ro p d OW n ist PayPal password LI This is a private computer What s this bog In 3 E nte r t h e ca rd d eta l Is re q u este d Forgotten your email address or password t Pay with a debit or credit card Optional Sign up to PayPal to make your next checkout faster rd ce your next checkout faster 4 Check the billing information If the billing information is incorrect click change and make any necessary changes Country United Kingdom Card type Select Card iv Billing information sam smith GB Group Pic 1 5 Enter a contact telephone number NOTTINGHAM Nottinghamshire NG11 7EP United Kingdom Change Delivery address Same as billing address 6 Click Continue Contact information Telephone Email sam smith1234 demotest com 7 Double Check the billing information if the billing information is incorrect click change and make any necessary changes Save your information with PayPal Why Optional in order to process your payment PayPal collects certain personal information from you which it holds in accordance with its Privacy Policy For more information on this process click PayPal Account Optional 8 Click Confirm Payment Once the payment has gone through a green box will appear Note to seller Add Click Continue to complete your purchase Please review your information to make sure that it i
9. ect All 127518 01 01 1991 NG11 7EP Disclosure Clear Vv 127518 31 10 1980 NG11 7EP Disclosure Clear Print Letters 1 Click the Letters tab lf you want to print all letter tick Select All If you do not want to print all the letters at once tick the box along side the applicant you do wish to print the letters for 2 Click Print Letters Once a letter is printed from the batch list it will be removed from the list It can however be re printed individually GBG OnlineDisclosures Exporting Information Exporting information allows you to see and manage all the information on file for each GBG OnlineDisclosures sg ss Ss norsonminea mn applicant PEES Search 1 Click on the relevant tab Org ID Name DOB Postcode E Position O 127535 Sally smith 31 10 1980 NG11 7EP Childcare Assistant 2 Select how many files you O 127535 Sally Smith 31 10 1980 NG11 7EP wish to download up to 50 ee Records per page 10 Export List Childcare Assistant Childcare Assistant 3 Click Export The information shown in the export file is listed below This will generate an excel gt OrgID gt Issue Date gt ISA Children s Barred List file which you can then filter gt Organisation gt Enumber gt DBS Adults Barred and ma nge as you wish gt First Name gt Disclosure Number gt List gt Last Name gt Outcome gt Work at Home DBS gt Personal Ref No gt I
10. ee Paper Disclosure Disc 1466278345662891 Issue Date 01 12 2014 ISA Reg gt Ifyou are not sure what the process is please contact your organisations master disclosure manager who will be able to advise you Back to Top GBG OnlineDisclosures Printing Letters Individually a GBG OnlineDisclosures 1 Ensure you are within the Applications tab Dispatched Awaiting Verification Awaiting Countersign Uploading withoss Complete Awaiting Payment Not Submitted an 2 Click Complete Status Selection 7 Search 3 Single click on the relevant Ref Number applicant s name z Sas O 127535 sally smith 31 10 1980 NG11 7EP Childcare Assistant 4 Click on Outcome 0 127535 Sally Smit 31 20 1980 NGLA7EP Childcare Assistant O 127535 Demo Demo 31 10 1980 NGii 7EP Childcare Assistant ee pct per pae 101 5 Click Print Disclosure Clear Details amp Notes The letter will open as a PDF eee as You can print the document ispatche directly from the PDF or save it Gunes Cleat to your organisations computer Disc 123456789123 Issue Date 16 07 2014 ISA Reg Print Disclosure Clear Back to Top GBG OnlineDisclosures Printing Letters in Batches Being able to Batch Print is useful when managing several applicant accounts making the process of printing these letters faster and easier GBG OnlineDisclosures Organisation ID Name Date Of Birth Postcode Letter Type Sel
11. er minute plus your telephone company s network access charge
12. ineDisclosures Tab Functions Applications Tab __ All applications can be located within this tab Use the sub tabs to navigate between statuses or complete a search using the search fields and Status Selection Awaiting Verification The applications that have not yet been verified are listed here Click on the Applicants name to verify their ID documents Applications which have been verified but are waiting for Online Disclosures to countersign them will be listed here During Awaiting Countersign NP a E 8 5 countersigning applications are checked to ensure that there are no errors e g spelling or contradictions in the name or address When the application has been countersigned it will be uploaded to either Disclosure Scotland or the Disclosure and Barring Service The applications in the in the queue for upload will be shown here Once the application has been uploaded to either the Disclosure and Barring Service or Disclosure Scotland who will be carrying out the background check itself they will be listed here When the result of the disclosure check has come back from either the Disclosure Scotland or the Disclosure and Barring Service Complete they are considered as complete and will be listed here Applications which have not been paid for yet either by the applicant or the organisation will be listed here If the Organisation is to pay then either the Verifier or Disclosure Manager can sign in and
13. n Online Disclosures you will automatically receive an activation email Dear Joe You have been registered as a Disclosure Manager for GBG Organisation An account has now been created for you with Online Disclosures 1 Open the activation email Your login details are Organisation PIN 123456 Email address Joe Bloggs demo com 2 Click the activation link within the email In order to activate your account you will need to create a password Please follow the link below to activate your account http onlinedisclosures co uk ActivateAccount aspx OrgKe 3 Create and confirm a secure password If you require any assistance please contact our helpdesk using the details below The password must be at least 8 characters long Thank you for using our online service be a combination of UPPER CASE and lower case and contain at least 1 number 0 9 GBG OnlineDisclosures Create Password 4 C j C k Save Pa SSWO rd Please enter a new password which will be associated with your new account Password Please choose a password at least eight characters in length using a combination of UPPER CASE lower case and numbers 0 9 Add special characters S to increase your password Once activated you will be directed to the Awaiting Verification icles tab This will be your home page Verify Password To access Online Disclosures again in the future simply Sign In using your email and password Back to Top
14. on e mail The applicant will receive a new activation email containing a link and instructions on how to complete the registration process Back to Top GBG OnlineDisclosures Creating a Disclosure Manager DM or a Verifier A MDM can create both a DM or Verifier however a DM within an organisation can only create a verifier 1 Click the Organisation tab along the top If you are a multiple organisation search for and select the relevant organisation first 2 Click the Organisation tab and click Organisation Actions 3 Select Create Disclosure Manager or Create Verifier 4 Enter the individuals name and email address 5 Click Save The Disclosure Manager or Verifier will be sent an activation email GBG OnlineDisclosures Organisations lt To search navigate to organisation structure Demonstration Organisation PO Create Verifier Create Verifier Verifier Details Confirm email address Contact phone number Optional Verifier Address Details Copy main address Postcode Optional Please Note It is only possible to create a DM at the same level within the organisation or at a level below Back to Top GBG OnlineDisclosures Deactivating a Disclosure Manager DM or a Verifier If an individual is no longer employed or perhaps are not required to carry out DM or Verifier duties anymore it is possible to deactivate them
15. rom the electronic record or open and print a letter confirming the status as clear 1 Ensure you are within 4 Click Print Disclosure Clear Details notes Outcome the Applications tab Application Outcome The letter will open as a PDF Dispatched 2 Click Complete You can print the document Outcome Clear directly from the PDF or save PE o ji k h Issue Date 16 07 2014 3 Single click on the it to your organisations se relevant applicant s computer name Click on Outcome GBG OnlineDisclosures It is also possible to Batch Print the PDF s This can be done from the Letters tab Organisation ID Name c Select All 127518 1 Click the Letters tab If you want to print all letters for the applicants listed tick Select All or tick the box alongside the relevant applicant 2 Click Print Letters Once a letter is printed from the batch list it will be removed from the list It can however be re printed individually GBG OnlineDisclosures Actions if the Outcome is See Paper Disclosure gt Ifthe outcome of the disclosure check is see paper disclosure the organisation must see the actual Re Details amp Notes Progress Outcome disclosure certificate Application Outcome gt How the disclosure certificate is requested and how you see this information varies between organisations Therefore please follow the process set out for your particular organisation Dispatched Outcome S
16. s correct Continue 9 Click Continue to return to the Applications Tab or log out Payments processed by Pa yPal Back to Top GBG OnlineDisclosures Payment Invoicing An invoice will be sent to the nominated individual within your organisation This will be sent monthly from our accounts department If you have any questions relating to invoicing please email onlinedisclosures gbgplc com or call us on 0845 251 5000 Back to Top GBG OnlineDisclosures Viewing the Outcome of a Disclosure Check Only Master Disclosure Managers amp Disclosure C amp G OnlineDisclosures Managers are able to see the outcome 1 Ensure you are within the Applications tab Details amp Notes 2 Click Complete wl a eee 31 10 1980 Dispatched 3 Single click on the relevant applicant s dape oe name s 4 Click on the Outcome tab eni NG11 7EP What am I looking at Dispatch A date will only be shown here for Outcome This will state if the out come is Clear or those organisations that have a been set up See Paper Disclosure for certificate retrieval Issue Date This is the date the certificate was Disc This is the disclosure certificate number issued Back to Top GBG OnlineDisclosures Actions if the Outcome is Clear If the outcome of the disclosure check is clear the organisation does not need to see the actual disclosure certificate You can either work directly f
17. tions a tick in each of these options decides if these emails are sent 2 U n d er eac h se cti on S u b m itted fo r Email Options Allow Verifier amp DM Emails for Submitted for Verification Ve rificatio na nd Disclosu re Co m plete t h e Allow Verifier amp DM Emails for Disclosure Complete user can tick one or multiple options from TES Verifers at organisation Verification Verifiers at the parent organisation t h e ite mMm S l n C u d e d O Disclosure managers at organisation Disclosure managers at the parent organisation O Master disclosure managers at organisation O Master disclosure managers at the parent organisation Email addresses 3 Ensure the page is saved for any cha nges to ta ke effe ct Disclosure Complete O Verifiers at organisation Verifiers at the parent organisation o Disclosure managers at organisation Disclosure managers at the parent organisation O Master disclosure managers at organisation Please note you should firstly consider lca aa the current structure of your organisation set up when adding this functionality to levels of your account this will ensure you add the notifications at the level required Back to Top GBG OnlineDisclosures Payment Paying With a PayPal Account It is possible to make a single or bulk GBG OnlineDisclosures payment Bulk payments can only be Organisation Payments letters made for applications under the same Organisation
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