Emma: I've just received my DBS certificate and there's this thing about signing up for the DBS Update Service. Have you heard of it? I'm not sure if I need it or if it's just another unnecessary expense.
Jon: Good timing! The DBS Update Service is actually really useful, especially if you're likely to need multiple DBS checks. It's an optional subscription service that keeps your DBS certificate up to date and allows you to enable employers to check your status online.
Emma: So it's like a renewable DBS certificate? How does that work exactly?
Jon: Not quite renewable—it's more like a live checking system. When you subscribe to the Update Service, your DBS certificate stays valid as long as you maintain your subscription. Employers can then check your certificate online in real-time to see if any new information has been added since it was issued. It means you don't have to keep applying for new DBS checks every time you change jobs or roles.
Emma: Oh, that sounds convenient! So I wouldn't need to go through the whole DBS application process again?
Jon: Exactly! As long as you're doing the same type of work—so if you're staying in roles that require the same level of DBS check—employers can just check your existing certificate online. It saves time, money, and all that paperwork hassle.
Emma: That does sound good. But there must be a catch, right? What does it cost?
Jon: It's £16 per year. You pay annually to keep the subscription active. But here's the thing—you need to sign up within 30 days of your DBS certificate being issued. If you miss that window, you can't join until you apply for a new DBS check.
Emma: Thirty days? That's quite a tight deadline! What happens if I forget?
Jon: Then you'd need to apply for a completely new DBS check and sign up for the Update Service within 30 days of receiving that new certificate. It's one of those things where it's worth doing straight away if you think you'll need it.
Emma: Right, so who actually benefits from this service? Is it worth it for everyone?
Jon: Great question! It's particularly valuable if you work across multiple organisations, if you're a supply teacher, a sports coach working for different clubs, a tutor with various clients, or anyone in a role where you might change employers frequently. It's also brilliant for people who do freelance or contract work in sectors requiring DBS checks.
Emma: So if I'm planning to stay with one employer for years, it might not be as useful?
Jon: Potentially, yes. If you're in a stable, long-term position with one organisation and you're not planning to move around, the benefit is less obvious. However, even then, it can still be useful if your employer needs to re-check your status periodically, or if you take on additional work elsewhere—like volunteering or part-time coaching.
Emma: That makes sense. How does an employer actually check my certificate if I'm on the Update Service?
Jon: You'd give them your DBS certificate number and they'd need your permission to check it online. They log into the Update Service website, enter your details, and it tells them whether there's been any change to your certificate since it was issued. It's instant and completely online.
Emma: Do I need to give permission every time?
Jon: Yes, absolutely! Employers can't just check without your consent. You control who can view your certificate status. When you apply for a new role, you simply give the employer permission to check, and they can see your current status immediately.
Emma: What if something changes? Like, what if new information appears on my record?
Jon: That's the clever bit. If any new information becomes available that would appear on your certificate, the Update Service shows that there's been a change. The employer would then be prompted to request a new DBS check. It's all about keeping information current and accurate.
Emma: So it's not automatic? They'd still need to apply for a new check if something changes?
Jon: Correct! The Update Service doesn't issue new certificates automatically. It just flags when the existing certificate is no longer current. Think of it as an early warning system that tells employers whether your certificate is still accurate or whether they need to request a fresh one.
Emma: I see. What about different types of DBS checks? Does the Update Service work for all of them?
Jon: Yes, it works for Standard, Enhanced, and Enhanced with Barred List checks. However—and this is important—the certificate can only be checked for the same level or lower. So if you have an Enhanced DBS certificate on the Update Service, an employer requiring an Enhanced check can view it. But if you move to a role requiring a different workforce (like from children's to adults' workforce), you'd need a new check.
Emma: So it's not a one-size-fits-all solution?
Jon: Exactly! It's specific to the type of work and the level of check. If you're moving between similar roles—say, from one teaching position to another—it's perfect. But if you're changing sectors significantly, you might need a new check anyway.
Emma: What happens if I forget to renew my subscription? Does my certificate become invalid?
Jon: Your DBS certificate itself doesn't become invalid—DBS certificates don't technically expire. However, if you let your Update Service subscription lapse, employers can no longer check your status online, and you'd need to apply for a new DBS check if they require one. You'd also need to pay for a new DBS check to rejoin the Update Service.
Emma: That sounds like it could get expensive if you're not careful!
Jon: It can be, yes. That's why it's worth setting up a reminder for your renewal date. The DBS does send reminder emails, but it's good to keep track yourself. At £16 a year, it's much cheaper than applying for multiple new DBS checks, which can cost £40 or more each time.
Emma: True! So if I'm a tutor working with several families, or if I do supply teaching, this would save me money in the long run?
Jon: Absolutely! Instead of each family or school requesting their own DBS check—which you'd have to pay for and wait for—they can simply check your existing certificate online instantly. It's a massive time-saver and cost-saver for people in those situations.
Emma: What about volunteers? Is it worth it for them?
Jon: Good question! Volunteers don't pay for their DBS checks, so the cost-benefit calculation is different. However, if you volunteer with multiple organisations or you might move between voluntary roles, the Update Service can still be valuable for convenience. It's £16 a year for the peace of mind that you can easily prove your status to any organisation.
Emma: That's helpful to know. Is there anything I need to do to maintain my subscription, apart from paying annually?
Jon: Yes, there's one crucial thing—you must keep your personal details up to date. If you change your name or address, you need to update your details on the Update Service. If your details don't match what's on your certificate, employers won't be able to verify your status online.
Emma: Oh, that's important! So it's not just a set-it-and-forget-it thing?
Jon: Not quite. It's pretty low-maintenance, but you do need to keep your information current. The good news is that updating your details is straightforward—you just log into your Update Service account and make the changes.
Emma: How do employers know I'm on the Update Service in the first place?
Jon: You tell them! When you're applying for a role, you can mention that you have a current DBS certificate with the Update Service. You'd provide your certificate number and give them permission to check. Some people include this information on their CV or in their application materials.
Emma: That makes sense. Does having the Update Service make me more employable?
Jon: It can definitely be an advantage! Employers appreciate candidates who already have current, checkable DBS certificates because it speeds up their recruitment process. They can verify your status immediately rather than waiting weeks for a new DBS check to come through. For roles that need filling quickly, that can make you a more attractive candidate.
Emma: I can see how that would help, especially in education where supply staff are often needed at short notice.
Jon: Precisely! Supply teachers, cover supervisors, relief care workers—anyone in those kinds of roles really benefits. It means they can start work almost immediately rather than waiting for clearance.
Emma: This is all really useful. So, to summarise—I should sign up within 30 days, it costs £16 a year, employers can check my status online with my permission, and it's particularly valuable if I work across multiple organisations or change roles frequently?
Jon: Perfect summary! And don't forget to keep your details up to date and renew annually. If you're in a sector where DBS checks are required and you're likely to need more than one check over the next few years, it's definitely worth the investment.
Emma: Brilliant. One last thing—how do I actually manage all of this alongside everything else? Keeping track of renewal dates, making sure employers can check my status, ensuring I'm compliant?
Jon: That's where our digital platforms - Safeguard-Me come in really handy. They help you manage your DBS certificates, track renewal dates, and store all your safeguarding documentation in one secure place. You can share your verified credentials with employers instantly, and they can see your up-to-date status without any hassle. It takes the administrative burden off your shoulders.
Emma: That sounds like exactly what I need! Right, I'm going to sign up for the Update Service today before I forget, and I'll look into Safeguard-Me as well. Thanks so much for explaining everything!
Jon: No problem at all, Emma! You're making a smart decision. It'll save you time and hassle in the long run. Good luck with your new role!
Emma: Thanks! I feel much more confident about it all now.
Key Takeaways
- The DBS Update Service costs £16 per year and allows employers to check your DBS certificate status online
- You must sign up within 30 days of receiving your DBS certificate—miss this window and you'll need a new check
- Particularly valuable for people who work across multiple organisations—supply teachers, tutors, sports coaches, freelancers, and contractors
- Employers need your permission to check—you control who can view your certificate status
- Saves time and money—avoid repeated DBS applications and speed up recruitment processes
- Keep your details current—update your name or address changes to ensure employers can verify your status
- Works for the same level of check and workforce—moving to different sectors may still require new checks
- Digital platforms help manage compliance—tools like Safeguard-Me streamline tracking and sharing of credentials
The DBS Update Service is a practical solution for anyone who needs to maintain current DBS certification across multiple roles or organisations. By understanding how it works and whether it suits your circumstances, you can make an informed decision that saves time, reduces costs, and keeps you compliant with safeguarding requirements.