Single Central Record Software – Manage Your DBS Checking with InVentry

The single central record to manage DBS checks and safeguarding in your school.

Our easy-to-use single central record acts as a central hub to manage DBS tracking and checks for all staff, visitors, and contractors working in schools. Designed with compliance and simplicity in mind, it replaces time-consuming spreadsheets with smart, secure, and automated DBS tracking tool.

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Manage DBS Checks with Confidence…

InVentry’s Single Central Record is the perfect way to keep track of relevant staff and contractor information. The need for spreadsheets and out-dated paper-based systems is no more. This feature keeps addresses, email address and contact information all in one place, as well as all certifications or personal checks that may be needed for your education establishment.

Our Senior Account Manager, Billy Hambling, discusses the Single Central Record feature in more detail in the video.

In a Single Central Record System That Simplifies Your Checks!

InVentry’s intuitive DBS tracking tool provides a centralised, real-time view of all your safeguarding records. The Single Central Record integrates seamlessly with our visitor management system to flag, verify, and audit the DBS status of every person who signs into your site. Perfect for schools, academies, MATs, and educational institutions of all sizes, this solution ensures you’re always ready for inspections – without the stress.

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Single Central Record Software Features

Discover how our Single Central Record (SCR) software takes the hassle out of safeguarding compliance. Explore the powerful features below and see how we can help you save time, stay compliant, and protect what matters most.

Staff & Contractor Checks

You can create the necessary checks needed for your staff and contractors. This includes staff training records, contractor liability insurance or any other certifications contractors may need to provide you with.

Expiry Date Notifications

If any information entered into the Single Central Record is due to expire, the required staff will receive an email notification saying it needs renewing or updating.

Customisable Fields for Full Compliance

Every educational institution has its own safeguarding policies – that’s why InVentry’s Single Central Record allows for fully customisable fields. You can record details like right-to-work documentation, qualifications, and identity checks, adapting the platform to meet your school’s unique requirements.

Role-Based Access & GDPR Compliance

Sensitive information is kept secure with role-based access controls, ensuring that only authorised staff can view or edit data. In line with GDPR regulations, the system also maintains a full audit trail so you can easily track updates and demonstrate compliance during inspections or internal audits.

Real-Time Visitor and Contractor Integration

The Single Central Record is fully integrated with InVentry’s visitor management system, enabling real-time updates. As visitors or contractors sign in, their details – including DBS status – are automatically checked and recorded, giving you instant visibility and control.

Easy to Use with Full Training and Support

InVentry’s user-friendly interface is designed for busy school staff who need a fast, reliable system. With full training and ongoing support included, your team can confidently start using the system from day one, reducing administrative burden and helping your school maintain the highest safeguarding standards.

Our DBS Tracking Software Is Perfect For…

Our powerful DBS tracking tool is designed to help schools and organisations manage DBS checks easily, securely, and in full compliance with safeguarding requirements. Whether you’re overseeing permanent staff, external contractors, or regular volunteers, our system ensures you’re always inspection-ready.

School Administrators

Simplify compliance by centralising records and automating DBS expiry alerts.

HR & Safeguarding Leads

Confidently manage DBS checks with full visibility of status, renewals, and documentation.

Contractor Managers

Track DBS checks for contractors working in schools, including cleaning, maintenance, IT, and catering staff.

Supply Teacher Agencies

Ensure every temporary placement is fully vetted and recorded in the Single Central Record.

Trust & MAT Leaders

Get group-wide oversight of DBS data across multiple schools from one secure platform.

Volunteering Coordinators

Seamlessly check and log clearances for parent helpers, governors, and extracurricular support roles.

Ofsted Compliant DBS Checks

Ensure Your DBS Checks Comply with Ofsted Using InVentry

For most staff and visitors in a school, an enhanced DBS check with barred list information is mandatory as many of these people are engaging in regulated activity. By using InVentry for your DBS checks you can ensure the safeguarding of all your students and immediately comply with Ofsted requirements.

One Click

Quick, secure, and Ofsted-compliant. With InVentry, DBS-checked visitors and staff can sign in with a single click, saving time and improving site security.

Bulk Upload

Dealing with multiple contractors? Easily upload DBS records in bulk, ensuring all contractor credentials are captured accurately in advance of any site visits.

Badges

Visitor badges are automatically printed with DBS check status clearly displayed, so staff and safeguarding leads can visually confirm clearance on site.

Control

Maintain complete control over your DBS database. Automatically deactivate expired checks or restrict access based on job role or length of contract, helping you keep your Single Central Record up to date and compliant.

DBS Checker Tool

One area where schools often go ‘beyond that which is required’ is by asking for repeated DBS checks on a rolling basis – every three or five years for staff, and every three months for onsite contractors. Through InVentry you can also manage when your DBS checks are due to expire and need to be completed through our easy to use DBS checker tool.

DBS Expiry Management

For schools that require frequent DBS checks – such as contractors who visit every few months – our single central record software allows you to customise check frequency. If a contractor hasn’t been onsite within a specific time period, their existing check can be flagged or disabled, ensuring no gaps in your safeguarding protocol.

Evidence Reporting

Easily generate reports for leadership teams, Ofsted inspectors, or safeguarding audits. Our single central record software allows you to produce clear, traceable evidence that demonstrates your commitment to safe recruitment practices.

Person looking at InVentry DBS checks on laptop

What Are The Benefits of Using Our Single Central Record?

Inventry’s Single Central Record is your all-in-one DBS checking tool designed specifically for schools, academies, and education settings. Built to simplify and centralise safeguarding procedures, it enables you to effortlessly manage DBS checks, ensuring every staff member, visitor, and contractor meets your security and compliance requirements.

Centralised Dashboard to Manage DBS Checks

With Inventry, say goodbye to scattered spreadsheets and manual tracking. Our intelligent DBS software features a centralised dashboard, giving you real-time visibility over the status of all DBS checks across your school. Whether you’re monitoring teaching staff, volunteers, or external contractors, you’ll have all critical information in one secure, accessible platform.

Customisable Fields for Additional Certifications and Checks

Every school has unique safeguarding policies. That’s why our single central record software includes customisable fields, allowing you to record and track additional certifications – such as First Aid, Prevent Duty, or safeguarding training – alongside each DBS record. This flexibility helps you create a truly comprehensive and personalised Single Central Record that aligns with your specific compliance needs.

Automated Reminders for Expiring DBS Entries

Never miss a renewal date again. Inventry’s DBS software includes automated reminders that notify your administration team before a DBS check expires. This proactive system helps ensure every individual entering your premises – especially those returning year after year – is consistently vetted and compliant.

Full Compliance with Ofsted and DfE Guidelines

Our single central record software is built with education sector standards in mind. Inventry’s Single Central Record keeps you fully compliant with Ofsted and DfE guidelines, automatically logging required information such as the type of check, certificate number, issue date, and relevant updates. Be audit-ready at all times with clearly recorded, easily accessible data.

Supports DBS Checks for Contractors Working in Schools

Keeping track of third-party contractors can be a compliance challenge. Inventry simplifies this with robust tools to manage DBS checks for contractors working in schools – from cleaning staff to IT specialists. Every contractor’s credentials can be checked, logged, and verified before they step foot on-site, giving you peace of mind and total safeguarding control.

Customised for Your Specific Needs

InVentry’s evacuation management system can be tailored to fit the specific needs of your organisation. Whether you’re managing a school, office, warehouse, or healthcare facility, our system adapts to your environment, helping you ensure the safety of everyone on-site during an emergency.

Seamless DBS Checking Across Many Sectors

Our advanced DBS check software is designed to simplify and centralise safeguarding processes for organisations that require rigorous background checks. Whether you’re responsible for managing high volumes of contractors, staff, or volunteers, our system ensures that you can manage DBS checks quickly, securely, and with full visibility.

InVentry’s Single Central Record solution is the ideal choice for:

Schools

Seamlessly manage DBS checks for staff, visitors, and contractors working in schools, helping you meet Ofsted requirements and maintain full safeguarding compliance at all times.

Multi-Academy Trusts

Easily centralise and manage all DBS check data across multiple schools within your trust, ensuring secure access, consistent record-keeping, and full visibility across your sites.

Colleges & Universities

Track and manage DBS checks for lecturers, admin staff, visiting professionals, and student placements across departments to support a secure and compliant learning environment.

Early Years & Nurseries

Effortlessly manage DBS records for childcare staff, support workers, and visitors to ensure the highest levels of child safeguarding and meet early years regulatory standards.

Healthcare Providers

Maintain full oversight of DBS checks for clinical staff, locums, admin teams, and contractors to ensure only compliant individuals can work with vulnerable patients and residents.

Local Authorities

Ensure up-to-date DBS check records for employees, temporary staff, and service providers working in education, social care, and community services across your authority.

Single Central Record FAQs

How does Inventry help schools manage DBS checks?

Inventry’s DBS software provides a centralised dashboard where schools can manage DBS checks for staff, volunteers, and visitors. It automates reminders for expiring checks, stores certificate information securely, and ensures full compliance with Ofsted and DfE requirements.

Can the software track additional safeguarding certifications?

Yes. Inventry’s DBS check software includes customisable fields, so you can track extra certifications such as First Aid training, safeguarding courses, or Prevent Duty compliance alongside each DBS record.

Is this DBS software suitable for contractors working in schools?

Absolutely. Inventry supports DBS checks for contractors working in schools by allowing you to record and verify their credentials before granting access to the premises. This is essential for maintaining safeguarding standards across your school site.

Is the software compliant with Ofsted and DfE guidelines?

Yes. Inventry’s DBS check software is designed to help schools meet and maintain compliance with Ofsted and Department for Education (DfE) requirements. The system logs all necessary details including certificate numbers, dates, and check types.

Is data stored securely within the system?

All data managed through Inventry’s DBS platform is encrypted and GDPR-compliant, ensuring your school’s safeguarding records are handled with the highest level of security.

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