Zen Vetting - Frequently Asked Questions
1. Can I record all the same information that I currently record in my SCR?
Yes. Zen allows you to record everything currently held in your SCR, including all statutory KCSIE checks, custom checks, dates, outcomes, and who completed them. You can replicate your spreadsheet-based format while gaining structured fields, tracking, and export features.
2. I’ve forgotten my password — how do I reset it?
Click "Forgot password?" on the login screen and enter your email address. Zen will send you a link to reset your password. If you don’t receive the email, check your junk folder or contact your Zen administrator.
3. I need to add, remove, or update someone’s access to Zen — how do I do that?
If you have admin permissions, click on your name in the bottom left hand corner, then select 'Team' to manage users. You can invite users by clicking the 'Invite' button on the top right hand corner. To remove staff or update their information, please contact our support team at support@zeneducate.com.
5. How do I remove a staff member from the SCR when they leave the school?
To remove someone, archive their profile by going on the details tab and untick the box "They currently still work here", then enter an end date and scroll down to save the changes. This preserves their data but removes them from the live SCR.
6. A staff member is returning after a term off. Do I need to start again?
No. Just unarchive their profile by going to the Archived tab and clicking on the details tab for the staff member, then re-tick the box that says "They currently still work here". Scroll down to save the changes and check that their existing vetting checks are still valid. Their record will reappear on the SCR dashboard automatically.
7. Can I move a staff member to another school in our trust?
Yes. You can update the staff member's assigned location in details tab in their profile. Click the pencil icon next to school and choose the new site from the drop down list. Save the changes and then their checks will remain attached to their record and follow them to the new school.
8. How do I complete or record a check?
Go to the staff profile, open the check section, enter the required details, tick the date box, and add who completed it. Then click “Record Check.”
9. I made a mistake in a check — can I edit it?
Yes. You can edit the recorded check by selecting the check section and updating the details. You can also delete and re-record it if needed.
10. Can I mark a check as ‘Not Required’?
Yes. Open the check section and toggle it off. This is useful when a check isn’t relevant to the role, such as a teacher prohibition check for admin staff.
11. Can I add my own checks to the SCR?
Yes. You can create custom vetting checks in your role type settings. These can be applied to specific roles and will appear alongside the standard KCSIE checks in the staff profile.
12. Do supply staff need to appear on our SCR if they’re only here for one day?
Yes. KCSIE 2024 paragraph 275 requires that agency and third-party staff be recorded on the SCR even for a single day. They should appear only on the days they work.
13. What happens if a supply booking is cancelled or changed?
If booked via Zen Supply, changes to bookings automatically update your SCR every 15 minutes. Cancelled staff are removed, and any replacements will appear with their checks.
14. When are supply staff removed?
Supply staff are automatically archived at the end of their booking. This ensures your SCR stays accurate and only shows those actively working at the school.
15. Can I upload ID documents or DBS certificates?
Yes. You can upload documents like ID, certificates, and training evidence. Be aware of GDPR rules — DBS certificates must be deleted after 6 months if stored.
16. What documents can we keep permanently?
You can keep confirmation that checks were completed, the check dates, and any relevant notes. Avoid storing sensitive personal documents unless there’s a safeguarding reason.
17. Do DBS checks need to be renewed every three years?
No. There’s no legal requirement to routinely renew DBS checks. Many schools choose to do so every 3 years, or use the DBS Update Service for live status.
18. Does Zen remind me when checks expire?
Yes. Zen automatically sends an alert when DBS and Right to Work checks are due to expire, based on the date entered in the system. The alerts will show on the Vetting Dashboard under Activity.
19. Will Zen alert me when a DBS or Right to Work check is about to expire?
Yes. These two checks are automatically tracked in Zen. You’ll get a notification before they expire to help keep your SCR up to date.
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20. Can I set custom alerts for other checks, like safeguarding training?
No automated alerts yet, but you can use notes or calendar reminders to track key expiry dates like safeguarding, first aid, or training.
21. What do the dashboard statuses mean (e.g. complete, incomplete)?
Each status reflects whether required checks for a role are complete. "Complete" means all mandatory checks are recorded. "Incomplete" flags missing checks, and "Not Required" appears when a check has been switched off for that role.
22. Can I export our SCR for inspection?
Yes. You can export the SCR as an excel spreadsheet by clicking the button 'Download XLSX' on the right hand side of the SCR tab. The exported format aligns with Ofsted expectations. You can choose to download only the Ofsted View or the School view which includes all data.
23. Can I filter by job role, location, or status?
Yes. You can filter the SCR by job role, progress status, school, or vetting outcome. This helps you quickly focus on gaps or upcoming deadlines in large or multi-site teams.
24. Can I log when I last audited the SCR?
Yes. Use the audit log button on the right hand side of the SCR or notes tab in the profile section, to record when an SCR review was completed, by whom, and any actions taken. This can support internal processes and inspection prep.
25. Is there a history of who edited what?
Not yet. Zen does not currently show a full audit log of individual changes. However, you can manually track edits using notes or staff tags as a workaround.
26. Why is someone missing from the SCR?
They may be archived, filtered out, or not yet started. Check your filters, confirm their start date, and look in the archived tab to restore them if needed.
27. My checks disappeared or didn’t save — what happened?
This usually happens if a save action was missed or there was a network issue. Re-check your inputs and save each section before navigating away.
28. How is our data protected in Zen?
All data is stored in a UK-based, encrypted data centre (AWS). Access is limited to authorised personnel only. You remain the data controller, and GDPR standards are met via formal agreements.
29. Can we control who in our team has access to the SCR?
Yes. You can restrict access by school, location, or team. This keeps data secure and user access appropriate.