User guides

Find practical tips and advice on how to use your Safeguarding Hub and Thirtyone:eight.

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 starting by reviewing the records you currently hold elsewhere (these records may be across the Microsite and 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. The Safeguarding Hub has three stages - there is no requirement to complete these in order, the tutorial videos explain what each stage means.

Watch the Tutorial videos

Create roles in your Safeguarding Hub

Log in to your Safeguarding Hub and create the roles that exist within your parish using the ‘Role Creator’ (Stage 1). By default, your Safeguarding Hub already includes four pre-set roles: PCC member, DBS administrator, Safeguarding Officer and Churchwarden. You can build your role list to reflect your parish’s structure.

Add volunteer and staff details

In People Manager (Stage 1), enter each volunteer and staff member’s details — at this stage, you only need to enter their full name and role. For those individuals who require a DBS check, enter their email address to enable DBS initiation from within the Safeguarding Hub. The system will automatically email them to ask for permission for use of their email address.

Assign roles

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

Add DBS and training records

Enter DBS and training information for each individual according to their assigned roles.

What roles to include in the Safeguarding Hub

All volunteers and staff recruited by your PCC should be included in the Safeguarding Hub. This includes Lay Pastoral Assistants and Lay Worship Leaders, following the recent updates to the process.

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)

However, if anyone in one of these roles holds an additional role within your parish, you should enter their details in the Safeguarding Hub and assign only their local role(s). They will have a DBS check that has been carried out by the DBF. You should always ask to see their DBS certificate to check that it meets the requirements of their local role(s).

Please note that the DBF will not share DBS information with PCCs. It is the responsibility of each individual to share their own DBS certificate, in accordance with our DBS Handling Policy.

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

1. Ensure that your Thirtyone:Eight Subunit has been created and that a Recruiter has set up the account (they will receive an “E-Bulk Recruiter Acceptance” email on completion of this).
2. In your Hub settings, activate Stage 3 to enable DBS functionality.
3. Inform the Safeguarding Team that Stage 3 is active, and request that your Thirtyone:Eight Subunit number be added to your Hub settings. Send your request to safeguarding.admin@salisbury.anglican.org, including the name of your Hub in the message.
4. The Safeguarding Team will update your Hub with the correct Thirtyone:Eight Subunit Number.
5. In your Hub settings, allow your data in the Hub 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.

6. Read the detailed user guide provided by Clearly Simpler to get started using the DBS function within your Hub.

Thirtyone:Eight

Thirtyone:Eight tutorial videos

Thirtyone:Eight has a range of tutorial videos to provide guidance. We recommend you watch these videos in the first instance once you have received your account details from ThirtyOne:Eight and activated your account by logging in. Please visit 31:8 Recruiter Guide page to access their tutorials.

Digital ID verification – Thirtyone:Eight

In addition to the traditional manual ID check, where individual’s 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. Currently, this service is not available for the Channel Islands, but we are working with Thirtyone:Eight to extend availability.

All are 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 an individual attempts a digital ID check but does not pass, the Recruiter will be notified and can then complete a manual ID check instead. We recommend that Recruiters offer advice or support to ensure that candidates upload the documents correctly and help to prevent failure. Please see the guide page for how to capture the best document image.

The digital ID verification service is available only for individuals 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 is eligible for a DBS check and what level of check is required. 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 to use the full role title when completing “Section Y” to avoid unnecessary queries from 31:8, and 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 policy and guidance, it can only be accessed by logging in to your Members Portal.

Adding new Recruiters to your 31:8 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 can raise questions. To help you receive the right support as quickly as possible, please direct your enquiries to the appropriate contact below.

Initial registration:

Contact Diocesan Safeguarding Team: safeguarding.admin@salisbury.anglican.org or safeguardingforms@salisbury.anglican.org for submitting completed forms.

Thirtyone:Eight Subunit login settings:

Contact: Matthew Coady, accountmanager@thirtyoneeight.org or call: 0303 003 1111

Safeguarding Hub technical support:

Contact the Clearly Simpler’s support team.