Conditional Employment Under BS7858 Security Screening Explained
Hiring in the security industry is not just about finding the candidate who looks perfect on paper. It is more about trust, safety, and security. But in the UK, we have a proper screening standard in the security sector, the BS7858 security standard. This is a British Standard, which outlines the best practices for screening candidates when hiring for security-sensitive roles.
But what if you want to onboard your new hires urgently, before the background checks are complete? This is where offering conditional employment comes into play. In this blog, we will help you understand what it means, when it’s allowed, and how to stay compliant without slowing down your hiring process.
What is Meant by Conditional Employment in BS7858?
Conditional employment means offering employment to the candidate, while the BS7858 vetting is still in process. In short, it is a provisional employment, subject to BS7858 screening clearance. However, it should be noted that this is not a shortcut, but a controlled exception. This allows you to get an individual onboarded while their background checks are still underway, provided you follow the rules strictly.
You must:
- Complete preliminary and limited checks first
- Assess the risk of the role carefully
- Set a time limit for completing the full BS7858 screening
When Can You Use Conditional Employment Under BS7858?
You can consider onboarding before background checks are complete only after:
- Preliminary checks have been completed
- Limited screening has been done (minimum 3 years' history and one reference)
- The risk of the position is acceptable and well-documented
Remember that hiring under conditional employment comes with a timeframe, and if the full screening is not completed within the set time, the conditional employment should come to an end. Therefore, the candidate should be informed beforehand that you’re hiring them provisionally, and it is subject to BS7858 clearance.
What Checks Must Be Conducted Before Offering Conditional Employment?
Before you bring someone on conditionally, BS7858 requires the following checks:
| Type of Check | Description |
|---|---|
| Identity Verification | Use a photo ID (passport, driver’s licence) to confirm identity. |
| Address Check | Recent utility bills or bank statements confirming the current address |
| Right to Work | Evidence such as a passport or visa documents |
| Credit Check | Public record checks including CCJs, bankruptcy, electoral roll |
| SIA Licence | If applicable, it must be valid and verified on the public register. |
| Employment History (3 years min.) | Verified through documentation or oral confirmation |
| Reference Check | Oral accepted temporarily; written needed for full clearance. |
These are non-negotiable and help reduce compliance risks when hiring before vetting is done.
How Long Can Conditional Employment Last?
You can only hire someone under conditional employment for:
- 12 weeks for 5-year screening
- 16 weeks for longer screening periods
In some cases, you may extend this by 4 weeks, but only if:
- There’s clear evidence that you’re waiting on replies
- A senior executive signs off the extension on record
Beyond that? The conditional employment must be revoked for the position until screening is completed or restarted.
What If a Candidate Has Gaps in Their Employment History?
Life cannot be documented neatly always. There might be gaps in employment or education. Thus, BS7858 allows you to verify the gaps with alternate documents:
- Payslips or P60s
- Bank statements showing salary
- Character references covering the gap
- Visa stamps or travel records for time abroad
- Statutory Declarations (for very few cases)
What Final Checks Are Required Before Confirmed Hiring?
As you know that conditional employment is a provisional form of employment; it cannot be mistaken for confirmed hiring. So, the real question is, when can you offer them the confirmed position? Well, you can offer the confirmed employment only after:
- All employment, education, and employment gaps have been verified in writing.
- One of the following documents is held:
- A valid SIA licence
- An ACPO police letter
- A Basic DBS certificate from an official body
If the position requires working with vulnerable groups, consider a higher level of disclosure, like an Enhanced DBS check.
Read our blog here to know more about handling employment gaps in BS7858 Screening.
How Should Employers Track and Manage Screening Progress?
The employer is expected to maintain a structured screening record throughout the BS7858 conditional employment period. This includes the following:
- A file for each conditionally hired candidate
- A verification progress sheet showing dates and updates
- Clear records of when employment began and is scheduled to end if screening fails
This approach helps you stay audit-ready and compliant, especially if you frequently hire security personnel in the UK.
Why Conditional Employment Must Be Handled Carefully
Conditional employment might seem like a shortcut or a more flexible option, but it is a tightly regulated process, and for all good reasons. Hiring someone in the security role who has not yet been fully screened could lead to:
- Data protection breaches
- Operational security risks
- Contractual violations with clients
- Reputation damage and loss of trust
Following BS7858 compliance to the letter not only protects you legally but also builds confidence in your customers and employees.
Review and Recordkeeping: The Final Step
Once the onboarding begins, the screening team is responsible for coordinating the entire vetting process within the set timeline. This means:
- Reviewing the screening process at each level.
- Recording all verification activities.
- Reporting delays or risks before the deadline expires.
Proper documentation protects your company from audits and disputes while also ensuring that your procedure adheres to BS7858 standards.
Is Hiring Under Conditional Employment Worth It?
Yes, but only when done right.
When the position needs to be filled urgently, conditional hiring allows for keeping up with operational demands without slowing down the business. But as mentioned earlier, it comes with certain limits and must be handled responsibly. So, always:
- Stick to the BS7858 screening timeline
- Document every step clearly
- Be prepared to end employment if checks fail
If you use it wisely, conditional hiring may be a sensible part of your hiring process. It will help you hire quickly and comply with the rules in the UK's high-stakes realm of security screening.
Need Help with BS7858 Screening?
You don’t need to slow down your hiring process with BS7858 screening. You just need to do it right. At Complygate, we specialise in fast, compliant, and fully trackable BS7858 security screening so you can hire with confidence. We can help you make your screening process more efficient, secure, and completely compliant, whether you're managing conditional employment or onboarding new employees.
Contact us today, and let’s build a safer workforce together.
