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Facility Admin FAQs

This article will outline some of the most commonly asked questions by facility admins in relation to the SmartSafeguarding System

Updated over a week ago

1. What is my role as a Facility Administrator?

As a Facility Administrator, you are responsible for:

  • Reviewing and verifying the identity and proof of address documents uploaded by facility members.
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  • Completing and uploading the Identity Document Validation Form to Smart Safeguarding once verification is done.
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  • Once an application is processed by the Garda and Ireland Active, approving or rejecting the application based on the information returned.

2. When reviewing an application for a member, what do I need to look out for?

Document

What to check?

NVB1 Form

  • Name, Address and DOB match those listed on the applicant's supporting documents, i.e proof of address and proof of ID

  • The declaration checkbox is ticked by the applicant

  • Signed by the applicant using a wet signature (pen)

  • Dated by the applicant

Proof of Address

  • Name and address listed on the document match what is listed on the NVB1 form

  • Dated within 6 Months of the application

  • Document is accepted by the GNVB, i.e mobile phone bills and Revolut bank statements are not allowed

  • Documents must not be cropped or missing crucial information.

Photo ID

  • Is of the likeness to the applicant

  • Has not expired

  • Name (and address where applicable) matches that of the NVB1 form and proof of addres

3. Where do I get the Identity Document Validation Form?

Download it here:

Identity Document Validation Form (PDF)

4. How do I complete the Identity Document Validation Form?

  • Print the form.
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  • Fill in all required fields, including:
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    • Document reference number – This is the number on the member’s passport or driver’s licence used as proof of ID.
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    • Date of verification – This must be the actual date you viewed and verified the documents, not the date the member applied.
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  • Sign the form with a wet signature (handwritten in ink). Digital or typed signatures are not accepted.
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  • The administrator, not the applicant, must sign the form.
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5. How do I upload the completed Validation Form?

  • Scan the signed form or take a clear photo of it.
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  • Log in to Smart Safeguarding and upload the file to the member’s application.
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6. What common mistakes should I avoid?

  • Wrong date – Always use the date you physically checked the documents.
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  • Incorrect signer – Only the facility administrator can sign the Validation Form.
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  • Unreadable scans – Make sure uploaded files are clear and all text is visible.
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7. What happens if I make a mistake on the validation form?

If the form has:

  • An incorrect date
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  • Missing or incorrect document reference number
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  • Missing a wet signature

You will need to reprint, correct, and re-upload the form before the application can proceed.

8. Do applicants recieve a copy of their disclosure document from the Garda Vetting Bureau?

No, the disclosure document is only visible to Ireland Active and the facility administrator.

Related Articles
Creating a Vetting Application
The Vetting Application Process
Reviewing and Validating application documents
Facility Member FAQs
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