- Go to Staff directory and click + Add staff.
- Fill in their details and their checks — DBS, DBS self-declaration, right to work, references, probation and so on.
- Loup works out when each check is next due using your renewal periods (set in Settings).
Seeing what's due
Staff compliance shows everyone with red (overdue), amber (due soon) and green (in date). Use the filters Overdue, Expiring soon and Refs outstanding to focus.
DBS results
In the staff form, under DBS, managers with full access can also record the type of check, whether they're on the DBS Update Service, and the result:
- Clear — nothing on the certificate.
- Information on the certificate — record the decision (can work, can work with conditions, or cannot work in that role), what was on it and how you discussed it with them, why you made the decision, any conditions or extra safeguards, who decided, and when to review it. You can't save until the decision and reasons are filled in.
- Awaiting the result.
Attach the certificate copy, your risk assessment or any letters. The result shows on the Compliance page and the staff record, and you're reminded in the weekly email when a review is due.
Staff documents
Each staff member's page has a Documents section. Click + Upload, choose the kind of document, then choose or drag in the files. The kinds are:
- Contract and job description
- ID and right to work
- References
- Application and interview
- Qualifications
- Health and fitness to work
- HR letters and performance
- Other
These are HR documents, so only managers and office users with access to the staff directory or compliance can see them. Every upload, view and deletion is recorded in the change log.
Leave and leavers
- ⏸ On leave pauses someone (for example long-term sick) so they don't flag as overdue; ↩ Reinstate brings them back.
- Staff who leave are moved to Archives, where their records are kept for your retention period.
Still stuck? Contact support or speak to your customer manager.