5 Pre-employment Screening Mistakes That Cost You Time, Talent and Trust

The Hidden System Keeping Britain’s Rail Workforce on Track

Screening on the Right Track: Rail, Sentinel and the Human Difference When you ask Diane Ravenscroft how long she’s been at Rullion, she smiles: “Twenty-six years.” In that time, rail has transformed - from laminated cards and manual calls to smartcards, live databases and mobile apps. One thing hasn’t changed: safety comes first. “Our job is to make sure everything’s safe and everything’s in place before someone goes trackside,” says Diane. First things first: what is Sentinel? If you work on or near the UK rail infrastructure, you’ll know Sentinel. It’s the rail industry’s Authority to Work system, a smartcard linked to a secure database and app that lets duty holders verify a worker’s competence and fitness to work in real time. Put simply: Sentinel is the passport to work trackside, owned and operated by Network Rail for the industry. Supported by the Sentinel Scheme Rules, every supplier working within the rail infrastructure must follow and adhere to these standards - effectively a contract outlining the responsibilities of sponsors, custodians, and cardholders. As Rullion is a Primary Sponsor to its rail workers, its role is to safeguard each candidate and ensure they are fully safe and compliant before stepping onto the network. As Sibel Akel, Marketing Director, asks Diane in the interview: “So what is Sentinel, in simple terms?” Diane responds, “It’s how the industry checks competence and fitness in near real time, the last mile of assurance before someone steps onto the track.” Part of that responsibility includes ordering and recording PPE (personal protective equipment), ensuring it’s correctly issued and evidenced, and making sure every worker receives their unique Sentinel card – similar to a driving licence, complete with a chip linking all their credentials, medical fitness, and competencies. It’s the record that allows each worker to move safely around site. Why it matters Rail is one of Britain’s safest transport systems. It is a result of relentless focus on standards, competence and verification. In 2023/24, RSSB (Rail Safety and Standards Board) recorded zero passenger and workforce fatalities in train accidents, a headline that reflects systemic improvements in assurance and risk controls. At the same time, the risk landscape on Britain’s railways remains very real. The ORR’s 2025 report notes that while overall train accident risk stayed “broadly consistent” with recent years, serious events continue - including 29 high-potential incidents, most of which occurred at level crossing. For those responsible for screening and workforce readiness, it’s a clear reminder: compliance, competence, and site verification via systems like Sentinel remain critical. Even with a strong safety record, there is little margin for error. How Sentinel works (and where screening fits) Sentinel sets out the rules, roles, and responsibilities for sponsors, card holders, and custodians. It underpins competence (such as PTS) and fitness-to-work checks, enabling on-site verification by scanning a card or app to confirm a worker’s authority to be there. This is where Rullion comes in. Through pre-employment screening Rullion ensures workers are fully cleared and ready to be added into client workflows and shift plans. That includes Right to Work checks, identity verification, criminal record checks (where required), employment history, and role-specific evidence. In rail, speed without accuracy is risky and accuracy without communication is slow. “The difference is the human touch,” Diane explains. “Candidates know who’s looking after them. We talk them through what to prepare, what documents we need - and we keep them updated.” A 6-step simple, rail-ready process that removes friction 1) Welcome call (the golden five minutes) Before any links go out, a Rullion advisor calls the candidate to explain the journey and exactly what to prepare; passport, proof of address, full employment history with contacts, and training evidence. For rail, we also set expectations around Sentinel competencies (e.g. PTS) and what will be verified on site. This first call prevents the stop-start delays that can derail onboarding. 2) Smart digital journey Candidates submit their details through a secure portal while Rullion completes the Right to Work check, DBS (if required), employment references, and any role-specific verifications. Where some providers rely entirely on automation, Rullion’s advisors follow up personally - calling when it’s faster, emailing when it’s enough - to keep each case moving. 3) Competencies and specialist checks Depending on their role, candidates may also need competencies such as COSS (Controller of Site Safety) or OLEC (Overhead Line Electrification Construction). Each competency has specific training and evidence requirements that must be verified before booking, and every record links back to the candidate’s Sentinel profile. 4) Fatigue management and wellbeing Rullion also manages fatigue as part of its duty of care. The team tracks every worker’s shift patterns, start and finish times, travel, and breaks to ensure no one exceeds the rail industry’s safety limits. Each worker must have a minimum 12-hour rest between shifts and a maximum 14-hour ‘door-to-door’ working day, including travel. This proactive fatigue management protects both workers and projects and is managed closely in collaboration with Rullion’s Health and Safety team. 5) Sentinel-aware handover Once cleared, Rullion delivers a complete file, not an amber traffic light the client must finish. For rail, that means sponsors and hiring teams can move confidently into Sentinel card and competence steps knowing screening is complete and compliant. 6) Weekly client reviews Short cadence calls surface issues early (non-responsive candidates, missing documents, training bookings) so the plan stays on track. Sentinel: How to get the best from it What works brilliantly Real-time authority checks: Scan the card/app and confirm competence + fitness instantly - essential for safety-critical shifts. Industry-wide standard: Because it’s Network Rail’s system, suppliers and projects share a common language for competence and assurance. Common challenges (and fixes) Data completeness: Sentinel confirms authority to work; it doesn’t collect your pre-employment data for you. If screening is incomplete or messy, everything slows. Fix: lead with a human welcome call and a clear document checklist. Edge-case confusion: New to rail? Acronyms like PTS, COSS, OLEC, competence codes and fatigue rules can overwhelm candidates. Fix: explain rail-specific requirements in plain English at the start; use email templates + one named advisor. Sponsor responsibilities: The Scheme Rules place duties on Sponsors (e.g., registration, managing breaches, maintaining primary sponsorship). Fix: give hiring managers a one-page “Sponsor 101” crib sheet with key rules and escalation paths. Why the human touch still wins in rail Safety-critical environments reward clarity and confidence. A mistyped email or missing proof of address can stall a start date; a five-minute call can remove weeks of delay. And when the stakes are high, candidates value reassurance - knowing what to expect at their medical, what a PTS induction involves, and how on-site Sentinel scans actually work. We explore more on the power of human-led screening in Pre-employment screening mistakes to avoid. Automation has improved efficiency, but human oversight still ensures the data means something. Rullion’s digital systems has its benefits, for example, it tracks when competencies are due to expire, automatically flagging renewals before they lapse, a small but vital evolution that keeps compliance strong and safety seamless. Action points for rail employers and recruiters Make Sentinel everyone’s business: Share a one-pager: what it is, how scanning works, who the Sponsor is, and how to report concerns/breaches. Front-load candidate guidance: Use a welcome call and checklist to prevent rework (Right to Work check items, DBS documentation, full employment history with contacts). Insist on complete files: Don’t accept “amber” returns you have to finish internally. In rail, partial screening equals operational delay. Measure what matters: Track average time to clear and % cleared first time with no rework. Celebrate teams that hit both speed and accuracy. For organisations selecting a rail recruitment or background screening partner for the first time, experience and evidence should come first. It’s essential to choose a provider that is regularly audited, holds the right accreditations, and can clearly demonstrate how it manages workforce safety and compliance. Understanding the Sentinel Scheme Rules takes time and expertise, so working with an experienced partner ensures the process is done right from the start. Or, as Sibel summarises: “Whoever you go with, make sure they understand the Sentinel way of working - because that’s what keeps people safe.” The power of experience and teamwork Managing the Sentinel process isn’t something that can be picked up overnight. It takes time, training, and experience to understand what’s set out in the Sentinel Scheme Rules and why each part matters. The work is subject to rigorous annual audits, supported by Rullion’s Health and Safety team, to ensure every step of the process remains compliant, consistent, and watertight. Rullion’s track record speaks for itself. “We’ve passed every audit I’ve been involved in for the last five or six years - and that’s because everyone plays their part,” says Diane. “It’s a team effort across Candidate Services, Front of House, and Health and Safety.” At Rullion, teamwork is at the heart of everything we do. Within Candidate Services, experience runs deep, (team members like Kelly Smith and Susan Good, both Senior Candidate Services Advisors, share more than 45 years at Rullion between them). That collective expertise means challenges are solved quickly, standards remain consistent, and candidates always have someone they can trust. Even as a remote team, collaboration has never been stronger. Daily communication, shared systems, and a culture built on mutual support keep everyone connected and focused on one shared goal: helping clients and candidates get work done.

How to Support Mental Health in Critical Infrastructure Jobs

Every time a train leaves a station, a reactor stays stable, or the lights come on in your home, there’s someone behind the scenes carrying that responsibility. Rail, nuclear, energy, and utilities don’t run on systems alone – they run on people. But the reality is that those who keep the lights on for millions often run the risk of burning out themselves. And it’s not a marginal issue. According to the Burnout Report 2025, 91% of UK adults experienced high or extreme stress over the past year, with one in three saying they felt that way “often” or “always.” In critical infrastructure, where the pressure is magnified by safety and responsibility, the impact can be even greater. So, how do we better support the wellbeing of those working in some of the UK’s most demanding, safety-critical roles? The hidden weight of responsibility Take energy and utilities for example. It’s 3am and there’s a shift team working against the clock to restore power to thousands of homes after a sudden outage. For them, there’s no margin for error. And power’s restored before most of us even realise it failed. Across the critical infrastructure sectors, many professionals face similar realities: Shift fatigue – poorly designed shift work in terms of timing, duration, breaks, and rotation leads to worsening fatigue when left unchecked, which is associated with stress, errors, and health risks. High-stakes environments – nuclear and energy roles operate under “zero-error expectations”, where even small oversights can carry serious consequences. Isolation – remote sites and small operational teams can leave workers cut off from daily support networks. The weight of purpose – knowing that mistakes don’t just affect your team but entire communities. According to the RSSB’s latest report on rail’s mental health trends, mental health consistently ranks among the top five reasons for sickness and occupational health absences. Towards a Healthier Workforce Encouragingly, positive shifts are happening: Rail - The Railway Mental Health Charter relaunched in 2024, is helping operators build structured wellbeing programmes. Utilities - organisations such as Wales & West Utilities now include fatigue risk assessments in their HSE policies. Energy - in 2025, Energy UK strengthened support for its Mental Health First Aiders, embedding wellbeing into workforce practices. At an individual level, even small changes matter: Micro-recoveries – a few minutes between tasks to reset can reduce stress build-up when longer breaks aren't possible. Buddy systems – regular check-ins with colleagues to reduce isolation and spot early warning signs. Reframing support – viewing professional help not as weakness, but as performance maintenance. For professionals in these critical infrastructure sectors, wellbeing can’t be an afterthought. It needs to be part of your working environment. Built into how shifts are managed, how teams support each other, and how leaders value their people. People are priceless This belief shapes how we look after our teams, as well as the candidates and clients we support. That’s why wellbeing is something we embed into our daily work. Our trained Mental Health First Aiders are always available to provide confidential support, advice, and guidance, because when we care for our people, they’re better equipped to care for you too. Recruitment, for us, is about connecting you with organisations where you can thrive both professionally and personally in the right working environment. It's not just matching skills to vacancies. Because in safety-critical sectors, your health isn’t just personal; it’s what makes long, sustainable careers possible.

From Yellow Pages to Digital ID: the Future of Screening

From Yellow Pages packs to digital-first Step into the office of a background screener in 2014 and you’d see a very different world. Printers churning non-stop, fax machines whirring, and stacks of paper files piled high on desks. “When I started, the screening packs were as thick as the Yellow Pages,” recalls Phil Bell, Candidate Services Team Leader at Rullion. “Printers were constantly running, scanners were working overtime, and every single page had to be put in the right order for approval. Then you’d have to scan the whole lot again, convert it into a PDF, and email it across. And still keep the hard copies in case of audit.” It was slow and manual labour. Fast forward a decade, and most pre-employment screening journeys are now completed digitally through secure portals. But as Phil suggests, just because you can automate, doesn’t always mean you should. Why not everything should be automated Automation has streamlined many tasks in background screening services, but over-reliance can backfire. For tasks like Right to Work checks and DBS checks, automation speeds things up. But when it comes to employment reference checks, removing people from the process often slows things down instead of speeding them up. “Sometimes a phone call is better than another email,” Phil says. “If I call a referee, I can explain what we need, answer their questions, and build a connection. A single conversation can cut through weeks of delay.” The lesson? Automation should support, not replace, human judgement. Referees and candidates value clarity and reassurance, and that’s not something a chaser email can deliver. The promise of rapid employment verification One that stands out for him is rapid employment verification: a tool that connects directly to HMRC, payroll, and open banking records (with candidate consent). “Instead of spending weeks chasing down referees, the system can instantly verify where someone has worked and for how long,” Phil explains. “That cuts out admin, reduces errors, and gets candidates cleared much quicker.” The benefits are clear: Faster onboarding for clients in time-critical projects. Less frustration for candidates who just want to start work. Efficiency gains for screening teams, freeing up time to focus on problem cases. But Phil is also realistic about the challenges. Consent will always be critical, candidates must feel comfortable with how their data is being used, and clients need to be ready to embrace the technology. Until both sides are confident, adoption will remain limited. Still, as improvements are rolled out, Phil believes rapid verification has the potential to transform how employment reference checks are managed, cutting down on delays and eliminating much of the manual chasing that slows the process today. This echoes what we’ve seen first-hand on major projects like Hinkley Point C where speed and compliance must go hand in hand. Read more in How Rullion Delivers Screening Success at Hinkley Point C. Smarter, not colder: the role of AI Phil also sees a clear role for artificial intelligence in pre-employment screening. For him, it’s not about replacing people but about making processes more reliable. At present, portals depend on candidates entering every detail correctly - but even something as small as a mistyped referee email address can cause the whole process to grind to a halt. This is where AI could add real value. Smart systems could flag incorrect information at the point of entry, ask intelligent follow-up questions, or even validate data against public sources. By catching errors early, the process becomes smoother for candidates, referees, and clients alike. Phil sums it up: “AI won’t replace advisors, but it can help us eliminate mistakes earlier and get people cleared faster. It’s about making the process smarter, not colder.” From science fiction to reality: digital ID When asked whether screening could ever become instantaneous, with each person carrying a unique identifier, like a cryptocurrency token - Phil admits it once felt like science fiction. Yet within a short amount of time of this interview, the UK Government announced its plans for digital ID cards, bringing the concept closer to reality. Across Europe, adoption is already well underway: Estonia’s e-ID has been in place for nearly 20 years, saving citizens an average of five working days each year, while Denmark’s MitID is now used by over 90% of the population. The EU has also committed to launching a Digital Identity Wallet by 2026, giving all citizens a secure, standardised way to prove who they are. He reflects: “Every worker already has a National Insurance number, and government gateways already give access to some records. So, a seamless digital ID isn’t as far-fetched as it sounds.” These global examples show that the debate is no longer about whether digital ID will arrive, but how it will be implemented and trusted. Linking records into a universal digital identity system could drastically reduce the time and effort involved in screening. Done well, it would give candidates more control over their information and employers greater confidence in its accuracy. Action points for employers Phil’s reflections don’t just highlight how far the industry has come, they also point to practical steps organisations can take now: Audit your processes: Identify where automation helps and where it hinders. For tasks like Right to Work checks and DBS checks, automation saves time; for references, human contact may still be best. Prepare for rapid verification: Start conversations with candidates about consent and data-sharing, so you’re ready to adopt new tools quickly. Invest in data quality: Choose systems that help catch errors early and reduce reliance on manual corrections. Keep the human touch: Balance is key. A process that relies entirely on automation risks losing candidates, but too much manual intervention creates delays. Getting this mix right is what keeps projects moving. Why balance wins Phil’s perspective is clear: the future of screening isn’t about choosing between people and technology but combining both. Tools like rapid employment verification and AI will undoubtedly shape the industry, but they work best when paired with real advisors who understand the needs of candidates and clients. “At the end of the day, candidates just want to get cleared quickly so they can start work. Clients want the same: people on site as soon as possible,” he says. “By blending technology with genuine human support, we can deliver speed, compliance, and a better experience for everyone.” It’s this combination, smart automation with real human guidance, that defines Rullion’s approach to background screening services. It means clients in critical infrastructure sectors like nuclear, transport and rail, and utilities can get the best of both worlds: the speed of automation with the reassurance of people who care.