The DBS Check and the Roof Rack, Known Before Scheduling
No more engineers turning up to a school without a DBS check, only to be turned away at the gate. No more vans arriving without the roof rack, ladder or tow bar the job actually needed. No more finding out what a job required only after someone has already wasted a morning finding out the hard way.
Who it's for
Anyone sending engineers into schools, care homes, hospitals or any site with children or vulnerable adults, or booking jobs that need specific vehicle kit like a roof rack, ladders or a tow bar.
What it saves you
The wasted visit when the wrong engineer or the wrong van turns up, and the scramble to find someone who can actually do the job once they're already on site.
Set up time
Quick to build once we can see the certifications and vehicle kit you've already got set up in your job management system. No new lists to create.
Catching it before scheduling
At its heart, this automation is about knowing exactly the right engineer for the job, before anyone starts scheduling it.
As soon as a job comes in, Build Concierge reads the job description and checks it against two lists you already keep in your job management system:
- The certifications your engineers hold
- The kit your vehicles carry
If the job needs an engineer with a DBS check, or a van with a roof rack or tail lift, it adds that as a requirement on the job itself, so the scheduler is only ever choosing from people who can actually do the work and vehicles that are properly kitted out for it.
It doesn't guess. If the job description doesn't make the requirement clear, it leaves the job alone rather than adding a requirement that isn't really there.
It also means that knowledge stops living in one experienced scheduler's head.
Right now, knowing which sites need a DBS check or which jobs need a roof rack van is often something one person just remembers. Once it's written onto the job itself instead, it still gets caught when that person is on holiday, off sick, or has moved on.
Why the wrong van gets sent
The requirement is usually in the job description somewhere. "Site is a primary school" or "engineer will need a roof rack for the ducting" is there in the text, but it's one line inside a longer paragraph, and whoever is booking the job is doing it quickly, often between other calls.
Nobody is being careless. It's just easy to miss one line about site access or one line about kit when you're scheduling twenty jobs before lunch. The requirement was always written down. It just wasn't flagged anywhere the scheduler would see it in time.
Where it costs you
The most direct cost is the aborted visit.
An engineer arrives, finds out on the doorstep that something the job needed was missing, whether that's a certification or a piece of kit, and the visit is cancelled on the spot. Add up the wasted time, the missed slot in the diary, and the rebooking, and a single aborted visit gets expensive fast.
There's a compliance cost too.
Schools, care homes and hospitals aren't places where "we didn't realise" is a good enough answer if the wrong person turns up. And there's the quieter cost of the phone call back to the office to find someone who is DBS checked, or a van that's actually got a roof rack, while the original booking sits half-finished, and the conversation with the client explaining why.
What the automation does
- Reads the job description as it comes in, exactly as it was written.
- Checks it against your live list of engineer certifications, the same list already held in your job management system.
- Checks it against your live list of vehicle equipment in the same way, for things like roof racks, tail lifts, ladders and tow bars.
- Matches only where the job description gives a clear reason to.
Work at a school, care home or hospital is matched to a DBS-type certification. Naming a roof rack, or clearly needing one for the job, is matched to that vehicle attribute. Writes the requirement onto the job as a formal scheduling requirement, so your system itself won't offer that job to an engineer or vehicle without it.
Leaves the job alone if it isn't confident. Nothing gets added on a guess.
What happens next
Once the requirement is on the job, your job management system enforces it at the scheduling stage automatically. Nobody has to remember to check it by hand, because the check is already built into how the job is offered out.
If anything in the process fails, whether that's the job not being found, the certification or kit lists not loading, or the requirement failing to write back to the job, an alert goes straight to your team and to ours.
The point isn't to replace a human. It's to make sure a human only needs to step in when something has genuinely gone wrong, not on every single job.
Getting set up
- Your list of engineer certifications already set up in your job management system, whatever you call them: DBS, Gas Safe, forklift, or anything else specific to your work.
- Your list of vehicle equipment already set up in the same system, such as roof racks, tail lifts, ladders or tow bars.
- A job description field that's reliably filled in with enough detail for the automation, and a person, to work from.
Getting set up
We connect to your certification and vehicle lists.
Nothing new to build here. We work from the attributes you've already set up in your job management system, so the automation is matching against the same lists your team already uses.
We test the matching against real jobs from your system.
Real job descriptions, including the awkward ones where the requirement is only implied rather than spelled out, checked against what the automation would have flagged before it goes live.
We agree what should happen if nothing matches confidently.
Most businesses are happy for the job to carry on as normal with no requirement added. If you'd rather those cases were flagged for a quick human check instead, we set that up too.
Common Questions
Generally, yes, if the work means being on the school site regularly. Under UK guidance, a contractor working in a school for more than three days in any rolling thirty day period, in a role that brings them into contact with pupils, is expected to hold an Enhanced DBS check as part of regulated activity. Shorter or supervised visits may not need one, but most schools will ask to see one anyway before booking work in.
It reads the job description for the site itself. Work described as being at a school, care home, hospital or anywhere else with regular contact with children or vulnerable adults is matched to that requirement. It's reading what the job actually says, not guessing from the client's name or address alone.
That's exactly what the requirement is there to surface. Your job management system won't offer the job to someone without the certification, which means the gap shows up while there's still time to solve it, rather than on the doorstep when it's too late to do anything but reschedule.
Any certification you've already got set up can be matched this way, DBS is simply the most common example for site-based work. The same applies on the vehicle side to any equipment you track, not only roof racks.
It's built to leave a job alone rather than add a requirement it isn't confident about, so the more likely outcome is that it misses something occasionally rather than wrongly flags something. Either way, nothing changes about how the job itself is scheduled or completed. It's an extra check, not a replacement for the booking process you already trust.
Ready to match job requirements with the right engineer automatically?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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