Introduction to the NSSA Online Portal
Welcome to our Online Portal. We hope you will be as excited as we are to start using our simple, secure, effective portal for our screening checks.
Using our portal means we collect only the information we need for each particular check and we collect it straight from the applicant with the requisite informed consent. We also collect all the right data first time so we can reduce delays in the screening process. Finally, our document vault means we can upload confidential reports for you which you can the access via your secure login. No more tracking emails, or downloading large PDFs all documents in one secure location and accessible by you at any time.
Security of the information we hold is paramount. All databases are hosted on Microsoft Azure within the UK which are ISO27001, ISO 9001 and ISO 20000-1 certified and also has CSA STAR Certification. All databases employ Microsoft’s encryption of data at rest and on critical data such as Personal Data we have deployed further encryption measures to protect the Confidentiality. In addition to the above our services are Cyber Essentials accredited. This means our systems have been independently assessed and approved with regard to their ability to protect against common cyber-attacks.
Our systems have been designed with you, the client in mind, if you have any suggestions for improvement please do not hesitate to contact us as we welcome your feedback.
Account Set Up
For each new client that wishes to use our services we set up an online account. We collect the following information:
- Name of Business
- Trading type e.g. Limited Company/Sole Trader/LLP
- Primary Contact
- Telephone number
- Primary email address
- Regulatory body
Upon receipt we set up the account and access details for the primary user.
The client portal URL is: https://client.7858.co.uk
From this page you can update or amend your user details.
To add a new user, send us their name, contact number and email address. We will set up the user account and provide the access credentials to the new user.
Use can also use this page to re-set your system generated password on first access to one memorable to you.
Placing an Order
From the portal Home page navigate to Screening in the menu.
Selecting Create Job takes you to this screen. Then;
- Select your screening level – mandatory
- Add the Job title – mandatory
- Add you own reference – optional
- Add your recruitment manager – optional
- Add your own cost code – optional
- Add the location for the role – optional
- Add the proposed start date for the role
If a data field is completed we can provide management information reports for you based on these metrics
Adding an Applicant
You then have two options – save the Job to add applicants later or you can add your applicant to the job now. Once you select Add Applicant – the following screen will appear.
Complete the data fields and then click Yes to send the Applicant link – add the applicants email address and telephone number.
On submission we will send an email to your applicant inviting them to register on our secure applicant portal and add their information for their screening. The questions we ask are tailored to the checks requested to make sure we only collect the information we need. If we have their phone number we will also monitor the unsubmitted applications and nudge the applicants along to complete their information.
If you want to add the applicant’s details rather than send an applicant link then you would select No, to Applicant link and the system will then take you through the data collection fields.
Please only complete these if you have informed consent from the applicant to share their personal information with us.
The next step is to upload documents for us. We will need the applicant’s consent form and if you have requested a criminal record disclosure application we will need certified copies of the applicant’s ID documents. This is a change to the current process, please do not send us identity documents unless you need a criminal record disclosure. You already have the documents on your screening file, that is sufficient for BS7858:2012. The only exception to this is if we have been unable to locate the applicant at their current address, if we do not hold one, we will request a document to evidence residency at their current address.
Simply locate the record for your applicant then upload your documents. The preferred format is PDF or word, you can upload jpeg or png images but quality and size can sometimes cause a problem with the load. As you add documents they will display in a table on screen so you can keep track of what you have provided.
The best thing about our portal is you don’t have to wait for contact from us to see how the screening is progressing. Simply log on and look. You will be able to see the latest Progress Report, Consumer Information Report, Limited Screening Report and when screening has been completed the Final Report with all supporting references. Go to Job Progress – select your applicant and then view details.
To view the results of a completed screening you can either click on the results icon for a summary, or the reports icon to view the full pdf report.
We have taken the opportunity, with implementation of GDPR, to review what information we return to you and in what format. It is important that we do not add to the volume and complexity of the data you hold and need to manage in accordance with GDPR so we have looked at ways of reducing duplication. To this end, we will not be sending back to you documents which you have already sent to us. We will be bringing all the component parts of the checks we have completed and incorporating them into a simple, easy to read report. With this we will send each piece of evidence to support each section in the report. Please see the samples below: