DBS Checks for Vulnerable Adult Services

Q: What is a DBS Umbrella body?

A DBS Umbrella Body (or umbrella company) is an organisation officially registered to access the DBS service and process DBS checks on behalf of other employers or organisations.CRBonline is a well-established DBS Umbrella Body.Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service (DBS). This arrangement benefits most businesses and charities that don’t register directly with the DBS, as direct registration typically only makes sense for organisations processing thousands of checks each year.Instead, these organisations use an umbrella provider to handle administrative tasks such as providing the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

DBS Checks for Vulnerable Adult Service Providers

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Adult Workforce DBS Checks

Areas where you might require a DBS Check

This section is focused on businesses that might be offering services where Vulnerable Adults are involved, but are not within the usual regulated services, like Health and Social Care.

If you are a regulated Health or Social Care business seeking information on DBS Checks, then you should check our Health & Social Care sector page here.

Here, we are talking about services that may come across the need for DBS Checks as they specifically invite Vulnerable Adults into their service.

Examples might be:

A yoga class provision business that has a specific and deliberate session for young adults with severe autism.

A charity shop that specifically offers work programs to adults with learning disabilities.
A dementia café, that particularly focuses on providing experiences for adults with dementia.

For examples like these, and countless others too numerous to list, there may be a need and eligibility for an adult workforce Enhanced DBS Check.

So, when is the need for a DBS Check triggered?

For the purposes of DBS Check eligibility, there has to be a consideration as where, with whom, and what type of work is being done.

For most regulated locations, such as Care Homes, this is clear. But in services that are not definitively regulated, then whether the adults involved are classed as ‘vulnerable’ will be important to establishing criteria.

So what is a 'Vulnerable Adult'?

For the purposes of DBS Check eligibility, there is a relatively narrow definition on what a ‘vulnerable adult’ is.

It is not the case that people are classed as vulnerable, simply because of their age or circumstance.

However, the definition is not entire objective, and there is scope for interpretation.

Useful guidelines are:

A vulnerable adult is any person aged 18 or over who, because of their situation or condition, may need extra care or protection from harm or abuse.

This includes people who:

Live in places like care homes, nursing homes, or supported housing where they get help with daily living.
Receive care or support services at home, like personal care or medical help.
Are in hospital or other healthcare settings.
Are in custody or prison.
Get any other special services or support because they have physical or mental health issues, learning disabilities, or age-related difficulties.
Need help managing their own affairs; for example, handling money or making decisions.
May not be able to protect themselves fully from harm because of their condition or circumstances.

What level of DBS Check will be required for a eligible service in these circumstances?

If the DBS Check applicants are performing any regulated activity, then they might extend all the way to the highest level of check, which is Enhanced DBS Checks with Adults’ Barred List.

Regulated activity would include training, issuing guidance and\or advice to adults classed as vulnerable.

Some roles might not stretch to regulated activity. For example, providing entertainment activities to individuals, and targeting vulnerable adults is likely eligible for an Enhanced DBS Check without a Adults’ Barred list check.

The Adults' Barred List explained

The Adults’ Barred List is an official list maintained by the UK’s Disclosure and Barring Service (DBS) that contains the names of individuals who are prohibited from working with vulnerable adults. People are added to this list if they have been found to pose a risk to adults who need extra care or protection, often due to previous abuse, neglect, or harmful behaviour. This list helps protect vulnerable adults by preventing unsuitable individuals from working or volunteering in roles where they might cause harm.

Individuals may be placed on the Adults’ Barred List following a conviction for a serious offense related to abuse or neglect, or after a professional decision that they pose a risk. Employers and organisations are required by law to check this list before hiring anyone who will work in roles involving close contact with vulnerable adults. It is illegal for someone on the list to work or volunteer in such regulated activities, and doing so can lead to criminal charges.

The barred list is an important safeguard in sectors like healthcare, social work, care homes, and support services for people with disabilities, mental health issues, or older adults. It ensures that those responsible for the care and support of vulnerable adults have been properly vetted, helping to create safer environments for those who rely on these services.

How to get for DBS Checks for Vulnerable Adult Service Providers

CRBonline is an advanced AI-powered platform designed to simplify and speed up the DBS check process for businesses working with vulnerable adults. From initial registration to final results, CRBonline automates every step while providing smart guidance to ensure accuracy and compliance.

Getting Started

Once your organisation registers, you’ll receive secure login credentials. You can then add internal users—such as HR, safeguarding officers, or compliance managers—and assign permissions to manage DBS checks for your staff or contractors.

Initiating a DBS Check

To start a DBS check for a worker, simply enter their name and email address. They will receive an invitation via email to access their application form. When they log in and set up their password, AI-powered guidance helps them complete the application correctly, reducing errors like incorrect National Insurance numbers or incomplete address histories.

ID Verification and Submission

After the worker completes their part, you will be notified to verify their identification documents. CRBonline’s intelligent validation confirms all legal requirements are met and alerts you if any documents are missing or incorrect. You’ll then specify:

The DBS check level required (Basic, Standard, or Enhanced)
The worker’s job role
Whether a Barred List check is necessary
Whether the role is voluntary

The system uses this information to confirm eligibility and prevent mistakes.

Payment Options

Payment can be made through flexible options including pay-as-you-go, prepaid credit bundles, or delegated billing where the worker receives and pays the invoice directly—ideal for situations where individuals cover their own DBS fees.

Submission and Results

Once payment is processed or credit allocated, the application is submitted securely to the Disclosure and Barring Service (DBS). Both your organisation and the worker receive notifications, including a unique reference number and a link to track the progress of the check in real time.

When the check is complete, the worker receives the official DBS certificate by post, and your organisation gets an electronic summary of the results through the platform. Throughout the process, CRBonline’s AI keeps all parties informed with timely updates, ensuring transparency, compliance, and peace of mind.

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If you are already a customer, please login and use the regular support channels on the platform

Frequently Asked Questions

Answers to the most popular questions we get about DBS Checks for Vulnerable Adult Service Providers

How much does a DBS Check cost?

When obtaining a DBS check through an Umbrella Body, the total cost usually includes two parts.

The first is the fixed fee charged by the Disclosure and Barring Service (DBS), which applies to each application regardless of the number of checks processed. Current DBS fees are:

Basic DBS Check: £21.50
Standard DBS Check: £21.50
Enhanced DBS Check: £49.50
Enhanced DBS Check with Adults’ and/or Children’s Barred List Check: £49.50

The second part is the administration fee charged by the Umbrella Body for managing the application process. This fee can vary based on the volume of checks. For example, CRBonline’s administration fees start at £4.00 per application.

Can I fast-track or pay for a faster DBS Check?

No, there are currently no fast-track options available for DBS checks. The Disclosure and Barring Service processes all applications in the order they are received, without giving priority to any individual or organisation.

Once an application has been submitted to the DBS, neither CRBonline nor any other Umbrella Body has the ability to influence or speed up the processing time. The timeframe for completion is entirely determined by the DBS.

What we focus on is making the DBS application process as efficient and error-free as possible. Our platform is designed to be intuitive and user-friendly, guiding applicants step-by-step and reducing common mistakes that can cause delays. By simplifying and streamlining every stage of the process, from application completion to ID verification, we help ensure that checks are submitted correctly the first time, so there are no unnecessary hold-ups.

While we cannot control the DBS processing speed, our commitment is to provide transparency and support throughout, keeping both employers and applicants informed every step of the way.

What is fastest way to get a DBS Check?

For Standard DBS Check, or Enhanced DBS Check: use a DBS Umbrella Company like CRBonline, which provides a modern platform and online e-bulk DBS Checks

For Basic DBS: apply directly to Disclosure and Barring Service

Can anyone get a DBS Check?

Anyone can apply for a Basic DBS Check, but Standard and Enhanced DBS Checks are restricted to roles that meet specific legal eligibility criteria.

Eligibility for Standard and Enhanced checks is defined by legislation, mainly the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and the Police Act 1997. Not every job role qualifies for these higher-level checks. Employers should use the official GOV.UK eligibility tool to confirm the correct DBS check level for each role, as requesting a check beyond what is permitted by law can be unlawful.

They provide an eligibility tool.

The DBS also provide detailed eligibility guidance here.

What is a DBS Umbrella body?

A DBS Umbrella Body (or umbrella company) is an organisation officially registered to access the DBS service and process DBS checks on behalf of other employers or organisations.

CRBonline is a well-established DBS Umbrella Body.

Umbrella bodies act as intermediaries between employers and the Disclosure and Barring Service (DBS). This arrangement benefits most businesses and charities that don’t register directly with the DBS, as direct registration typically only makes sense for organisations processing thousands of checks each year.

Instead, these organisations use an umbrella provider to handle administrative tasks such as providing the application platform, counter-signing applications, submitting them to the DBS, and offering ongoing support and guidance throughout the process.

How long does a DBS Check take?

Most DBS checks are completed within 48 hours, though processing times can vary depending on the type of check being requested. Basic DBS checks are usually the fastest to process and are often returned within just a few hours, making them a quick option for many roles.

Standard DBS checks generally take longer but are still processed efficiently. Most Standard checks are completed within 24 to 48 hours, with the vast majority finalised within five working days. This makes them suitable for roles that require a more detailed background screening without causing lengthy delays.

Enhanced DBS checks, which involve a more thorough investigation and are processed through Local Police Forces, typically take longer to complete. While some Enhanced checks may be returned on the same day, it is more common for these checks to take several days. On average, the majority of Enhanced DBS checks are completed within 10 working days. This additional time reflects the more comprehensive nature of the check, which includes a search of police records and, where applicable, barred lists.

It’s important to note that processing times can sometimes be affected by factors such as the complexity of the individual’s background or additional verifications required by the police. Nevertheless, organisations should plan accordingly and allow sufficient time for these checks, especially for roles with higher safeguarding responsibilities.

Which identification documents are needed for an DBS Check Application

DBS checks require applicants to present identification documents to a designated ID checker within the client organisation. The required combination of current and valid ID depends on the documents provided and must meet the standards set by the Disclosure and Barring Service. You can view the latest identification requirements and acceptable documents here:

https://www.gov.uk/government/publications/dbs-identity-checking-guidelines

How long is a DBS check valid?

A DBS check does not have a formal expiry date; it reflects an individual’s criminal record as of the issue date only. While the certificate itself doesn’t expire like a passport, it won’t show any new convictions or cautions that occur after it was issued. Therefore, employers should always note the issue date on a DBS certificate and decide if a new check is needed based on how old it is.

In many sectors, regularly renewing DBS checks is considered best practice and may be required by regulatory bodies. Common renewal intervals are every three years, though some organisations require annual or biennial checks, especially for roles with higher safeguarding responsibilities.

How do I track a DBS Check application?

All tracking information for DBS applications is easily accessible to both employers and applicants via our platform. You can monitor the progress at every stage, and once the application is submitted to the Disclosure and Barring Service, a dedicated button offers direct access to the official DBS tracking system for real-time updates.