For security firms and security staffing agencies

Screening is slow, and the file has to show it

SIA guidance tells approved contractors to expect a file accounting for every stage of screening, not simply a certificate, and to stay responsible for screening even when it is outsourced.

The replies come in over weeks, by email, letter and phone. Keeping them in order for every officer, alongside licence dates, is what takes the time.

How it works

1. 1

   Set up your formats once

   Start from a template below, or upload your own form or the one your client issues. Formatix builds a template that keeps its layout, and you check a filled sample.

2. 2

   Send in the documents

   The application form, SIA register result, reference replies and your screening notes, by upload, by email to [email protected], from JobAdder, Salesforce or HubSpot, or from inside ChatGPT or Claude.

3. 3

   Check and send

   Each document opens beside the originals for checking. Chase what is on the Still needed list, then download it in Word, Excel or PDF.

Formatix copies what the documents say. It does not check the SIA register, run screening or criminal record checks, or say that anyone meets BS 7858.

Templates to start from

Each one is rebuilt in your brand. Or upload your own format, or the one your client sends you, and Formatix builds the template from it.

• WordSecurity screening file (BS 7858)A per-person file accounting for each stage of security screening, for firms that screen to BS 7858 or a sector equivalent: consent, identity and address, right to work, SIA licence and register check, career and activity history with how each period was verified, unverified periods, criminal record and financial checks, and the outcome the firm recorded. Layout is our own and does not reproduce the standard. Not an official form.
• WordSIA licensed officer profileThe profile a security firm or agency sends a client with an officer: SIA licence sector, number, expiry and register check, screening position, availability, training and security experience. Licence details only as stated; an expired item is marked. Not an official form.
• ExcelSIA licence and screening trackerAn Excel tracker of deployed officers, one row each: site, SIA licence sector, number, expiry and last register check, screening period and status, right to work and first aid. An expiry turns red once it has passed and amber within 90 days of the as-at date, with live counts at the top. Not an official form.
• WordRight to work check recordA record of one right to work check, laid out on the Home Office employer's guide (updated 1 October 2026): manual document check, Home Office online check with a share code, a digital verification service provider, or the Employer Checking Service. It records who did the check and how, the steps taken, the outcome, any follow-up date and the date the check was made. Nothing is assumed from a CV or nationality. Not an official form and does not give legal advice.
• WordTemporary worker profileA strictly one-page profile a staffing agency sends a client with a temp booking: the role put forward and when the worker can start, availability and shifts in large type, tickets and licences with any stated expiry, right to work, DBS, driving licence and transport on one line, pay and charge rate only as stated, a short table of recent assignments, their fit for the booking and key skills. Never infers a rate or availability.
• WordKey Information Document (agency workers)The Key Information Document an employment business gives an agency worker before terms are agreed (regulation 13A of the Conduct Regulations 2003), with PAYE, umbrella company and limited company versions and the example pay for one pay period. Rows follow the GOV.UK example KIDs (updated 7 April 2026). Pay, deductions, fees and every figure come only from the agency's terms; nothing is calculated. Not an official form and does not give legal advice.

Frequently asked questions

Does this reproduce BS 7858?

No. BS 7858 is a paid British Standard. The templates record what you did; work from your own copy of the standard.

Do all security firms have to use BS 7858?

The SIA says firms in its voluntary Approved Contractor Scheme are required to work to BS 7858 or an appropriate sector equivalent. An SIA licence is a separate requirement on the person doing licensable work.

Does Formatix check SIA licences?

No. It records what your register check showed. Use the SIA register or its free Licence Status Checker for that.

Where are the documents kept?

Formatix is UK-hosted on AWS London. Team owners can set records to delete automatically after 30, 60, 90 or 365 days, records can be deleted at any time, and documents are never used to train AI models.

Does it work with our ATS?

JobAdder, Salesforce, HubSpot and Ezekia have native connectors on every plan, including the free trial. Any other ATS or CRM works by email: send the documents to [email protected] and the filled document comes back by reply.

Related pages

• Temporary and contract staffingKey Information Documents, suitability records and temp worker profiles.
• Bulk CV formattingA whole team's documents in one batch.
• IntegrationsJobAdder, Salesforce, HubSpot and Ezekia, and email for any other system.
• SecurityHow documents are handled and where they are kept.