User guides

Here you'll find practical tips and advice on how to use your safeguarding hub and Thirtyone:Eight. Online and in-person support sessions can be booked through the Learning Hub.

How to get started with your safeguarding hub

Review parish volunteer and staff records

On your safeguarding hub, you will be creating records for each volunteer and staff member in your parish. We recommend that you start by reviewing records you currently hold elsewhere, for example across your microsite and/or other documents, to check they are correct before you start transferring them to the hub.

Watch the tutorial videos

We recommend visiting Clearly Simpler’s Tutorials page where you can watch short videos that walk you through using the safeguarding hub.

Create roles in your safeguarding hub

Log in to your safeguarding hub and create the roles that exist in your parish using the Role Creator. Your safeguarding hub includes four pre-set roles by default: PCC member, DBS administrator, Safeguarding Officer and Churchwarden. You can build your role list to reflect your parish’s structure. You can choose to use the hub to create role descriptions and person specifications and choose if you would like the hub to track the recruitment of volunteers who are taking on a role in the parish.

Add volunteer and staff details

In People Manager, enter each volunteer and staff member’s details. You only need to enter their full name. For those individuals who require a DBS check or safeguarding training, enter their email address to enable DBS initiation by the safeguarding hub. The system can also send reminders for safeguarding training. Once you have entered someone’s email address, the system automatically emails them to ask permission to use their email address.

Assign roles

In People Manager, assign each person their role(s) by selecting their name. You can assign multiple roles to one individual if applicable.

For roles where you have requested the hub to track recruitment, you are also able to assign volunteers to these roles if they are going through the process of recruitment. This allows you to follow the safer recruitment process for the volunteer.

Add DBS and training records

Enter DBS and training information for everyone according to their assigned role(s). The system prompts you if the volunteer is missing a required DBS or training record.

What roles to include in the hub

All volunteers and staff recruited by your PCC should be included in the safeguarding hub. Following recent updates, this includes Lay Pastoral Assistants and Lay Worship Leaders.

The following roles should not be included in the hub as they are licensed and managed directly by the DBF:
• Clergy
• Permission to Officiate (PTO)
• Licensed Lay Ministers (LLMs)

Please note that the DBF does not share DBS information with PCCs. It is the responsibility of each individual to share their DBS certificate, in accordance with our DBS Handling Policy. Similarly, it is the responsibility of each individual to share their training certificates with hub owners so that they can keep accurate and up-to-date safeguarding records.

For more general information about roles in the hub, please refer to Clearly Simpler’s FAQs .

How to start a DBS check from your safeguarding hub

DBS checks can be started either on Thirtyone:Eight or on your safeguarding hub. Starting the DBS check on your safeguarding hub means that you do not need to enter candidate’s data in two systems, and that the DBS record automatically updates within the hub when it is complete.

When your safeguarding hub is first created, it does not come with the functionality to start DBS checks. You need to follow the below steps to switch this function on.

Ensure that your Thirtyone:Eight subunit has been created and that the lead recruiter has set up the account (they will receive an E-Bulk Recruiter Acceptance email on completion).
In your hub settings, allow your data to be shared with Thirtyone:Eight for processing DBS checks. This option is found under Data Sharing and will only be visible once you have agreed to the Service Agreement.
Read the detailed user guide provided by Clearly Simpler to find out how to get started using the DBS function within your hub.

Thirtyone:Eight

Thirtyone:Eight tutorial videos

Thirtyone:Eight has a range of tutorial videos that provide guidance. We recommend you watch these videos when you have received your account details from Thirtyone:Eight and have activated your account by logging in. Please visit the Thirtyone:Eight Recruiter Guide page to access the tutorials. We have also added some of these recruiter guidance videos to our Learning Hub.

Digital ID verification

In addition to the traditional manual ID check, where identification documents are viewed in person, there is now a digital ID verification option. This allows individuals to securely upload their ID documents using their mobile phone or tablet, eliminating the need for an in-person meeting, This service is currently not available for the Channel Islands, but we are working with Thirtyone:Eight to extend availability. Everyone is encouraged to use this service, which is provided by Trust ID, a verified partner of Thirtyone:Eight. The digital ID option can be selected at any point during the DBS request process.If someone attempts a digital ID check but does not pass, the recruiter is notified and can complete a manual ID check instead. We recommend that recruiters offer advice and support to ensure that candidates upload their documents correctly during the digital ID check to help prevent failure. Please see this guide page for how to capture the best document image. The digital ID verification service is only available for people aged 18 and over.

DBS level and eligibility

When you begin using the safeguarding hub and Thirtyone:Eight, the existing Salisbury DBS Matrix will no longer apply. Instead, please use Thirtyone:Eight’s Interactive Eligibility Guide to determine whether a role requires a DBS check and what level of check is needed. Please note: DBS levels for Lay Pastoral Assistants and Lay Worship Leaders are set across the diocese and have been agreed with Thirtyone:Eight. Please ensure you use the full role title when completing Section Y to avoid unnecessary queries from Thirtyone:Eight, and also use the following DBS levels:

Lay Pastoral Assistant: Enhanced child and adult with child barred lists and adult barred lists
Lay Worship Leader: Enhanced child (without barred lists)

How to access the eligibility guide

1. Register for a thirtyone:eight Members Portal account. Please note: this is separate from your DBS management (E-Bulk) system login.

2. Once registered, sign in to the Members Portal to access the eligibility guide.
3. The guide provides up-to-date information to help you decide the appropriate DBS level for each role.

Thirtyone:Eight regularly updates the eligibility guide to reflect the latest DBS policies and guidance; it can only be accessed by logging in to your Members Portal.

Adding new recruiters to your Thirty-one:Eight account

To add a new recruiter to your account, please complete this form and send it to safeguardingforms@salisbury.anglican.org

Who to contact for support

We understand that setting up two new systems will prompt questions. To help you receive the right support as quickly as possible, please direct your enquiries to the appropriate contact below.

Initial registration

To set up your safeguarding hub and to register as a PCC recruiter with Thirtyone:Eight, please contact the diocesan Safeguarding team:

safeguarding.admin@salisbury.anglican.org or
safeguardingforms@salisbury.anglican.org for submitting completed forms.

thirtyone:eight subunit login settings:

For assistance with Thirtyone:Eight subunit setup or login details, contact:

Matthew Coady - Thirtyone:Eight Account Manager

accountmanager@thirtyoneeight.org

0303 003 1111

Safeguarding hub technical support:

For any technical issues or support relating to the safeguarding hub, contact the Clearly Simpler’s support team.