Working With Children Checks and police checks

Working With Children Checks (WWCC) are issued by each state and territory, and National Police Checks by accredited bodies. CompanionAxis records both as worker credentials and can make them required for a position, or only for certain shifts. This tutorial covers setting them up, recording them and checking them during recruitment.

Before you begin

• Permission to configure requirements (credentials.requirements.configure) to change what a position needs.
• The Verify credentials permission to verify uploads.

Decide which positions need them

1. Go to Team → Screening and credentials and open Requirements by position.
2. Find Working With Children Check and National Police Check.
3. Turn the toggle on under each position that always needs the check.
4. A By shift badge means the check is required only for some shifts (for example with a participant under 18). These conditional rules are kept as they are.

Check them during recruitment

1. When a job ad’s position requires a WWCC or police check, applications get Working With Children Check and National police check as pre-employment checks.
2. In Team → Recruitment, open the applicant and set each check’s status as it comes in: Requested, Received, Passed or Waived.
3. When you hire, checks that are passed or received with details become pending credentials on the new worker’s record.

Record and verify a WWCC

1. The worker uploads the card in onboarding (the Working With Children Check (if you work with under-18s) step) or in More → My credentials.
2. Open the To verify tab and select Review.
3. Confirm the Number, Issuing state and Expires date. The state matters: each state runs its own scheme.
4. Under How you checked, choose Checked the issuer’s portal if you looked it up on the state’s online check, or Checked the document.
5. Select Verify.

Record and verify a police check

1. Open the uploaded police check from To verify.
2. Confirm the Number and the Issued date. A police check has no printed expiry; CompanionAxis suggests renewal after 36 months.
3. Choose Checked the document under How you checked and select Verify.

Tips

• WWCC periods differ by state and change. Always take the expiry from the card, not from the suggested renewal.
• Your organisation decides how often police checks are renewed. Set the requirement to match your policy.

If something goes wrong

A worker is blocked only on some shifts

The check is conditional (By shift). Open the shift’s checks to see which condition applies, or verify the worker’s WWCC.

The applicant has no WWCC check

The check is added only when the job ad’s position requires it. Add the requirement, or record the WWCC after hire.

Verify asks for a number

A WWCC needs its number, issuing state and expiry. Enter them from the card.