From Short Notice to Full Compliance: How Rapid Screening Enabled a Seamless TUPE Transition

When one of our clients needed eighteen security staff screened at short notice ahead of a TUPE transfer, we hit the decks and immediately got to work. Preliminary checks were finished in time for the transfer date, and full BS7858 reports followed within two to three weeks. Read on to discover how it all came together with our new screening technology.

Even at the best of times, TUPE transfers come with a multitude of moving parts. When a contract moves to a new provider, for example, the staff who transfer with it need to meet the compliance requirements of the new site and they need to meet them from day one, not week four.

Recently one of our long-standing clients, a security company, came to MATCHUP with exactly that challenge. Their end client was a prestigious banking organisation, and the requirements were understandably high. Eighteen security personnel needed to be screened and ready to go by the transfer date, which was not too far away. However, as we already had an established working relationship, we didn’t need much of a run-up. The client knew us, trusted the process, and we were able to get moving quickly.

What was different this time was that we’d be running the project through our new screening software, which proved to be a genuine advantage.

Compliance matters right from the start

BS7858 is the industry standard for screening security staff, and it exists for good reason. It’s a thorough, structured process that gives clients confidence that the people working on their sites have been properly checked. The standard allows up to twelve weeks for full completion, but in a TUPE situation that kind of timeline may not always be feasible.

In this instance our client’s two main concerns were relatively straightforward. These were:

A)   Stay compliant throughout the transition, and

B)   Turn everything around as quickly as possible.

Both are completely reasonable requests and they’re not as difficult to balance as people sometimes believe them to be.

The MATCHUP approach to this challenge was to complete preliminary screening first to confirm suitability ahead of the transfer date, and then work through the full BS7858 process in the following weeks. In this way, the transfer happened on time, compliance was maintained, and the detailed work was done properly rather than being rushed. It’s a practical approach that works well for clients and candidates alike.

Screening technology which delivers impact

Timing is everything, and in this case, it worked in our favour. We’d recently launched our brand-new screening software, and this project was one of the first times we put it through its paces on a ‘live’ client project. From a candidate perspective, the portal is genuinely easy to use. People can submit their information quickly, and because the process is clearer, they tend to complete it more accurately the first time. That might sound like a small thing, but it has a considerable knock-on effect on how quickly we can process, verify, and complete reports.

For the client, the new screening software ensured we delivered a clear view of where things stood at every stage of the process. Compliance managers, HR teams, and operational leads could all see exactly where each candidate was in the process without having to chase us for updates. This level of transparency decreases stress levels during what can sometimes feel like a pressurised period.

Turning challenges into successful outcomes

Not everything always goes exactly to plan, and that’s completely normal in a process as detailed as BS7858 screening. On this project some candidates took longer than anticipated to complete and return their documentation, which naturally had the potential to impact overall timelines.

What made the difference was the way the process was managed. Rather than simply waiting for information to come through, our team remained proactive throughout, staying in regular contact with candidates, following up on outstanding documents, answering questions, and guiding individuals through the portal whenever support was needed.

As a result, from the point at which the client provided us with each candidate brief, we were able to complete and return fully compliant BS7858 screening reports within just two to three weeks. Importantly, this timeframe included the time taken for candidates themselves to complete and submit their information which was one week on average. Even with those variables, the entire end-to-end process remained well within the twelve-week timeframe permitted under the standard and demonstrates what can be achieved when the right processes, communication, and support are in place from the outset.

BS7858 Standard Allowance MATCHUP Average Delivery

12 weeks 2–3 weeks

What the client thought

The feedback we received from this project was genuinely encouraging. The client highlighted our team’s professionalism and attention to detail and noted that the preliminary checks were done ahead of the TUPE start date, which was vital for a smooth handover.

“The MATCHUP team adopted a proactive and well-structured approach, completing all preliminary checks ahead of the TUPE start date and delivering completed screening files within an efficient timeframe of two to three weeks. This timely delivery supported a smooth, compliant, and well-managed onboarding process.”

Head of Operations at a Security Company Client for a prestigious banking organisation.

The client also referenced the new screening software specifically including the improved tracking, better visibility, and the fact that it made the whole experience more transparent and easier to manage for everyone involved. That’s exactly what we built it to do, so it’s great to see it land the way we hoped.

A highlight of their feedback was that the service “significantly simplified what can be a complex process,” and that’s what we’re here for.

What this means for anyone facing a TUPE transfer

If you’re working through a TUPE transfer, the screening piece can feel like one of the most daunting parts, especially when timelines are tight. It’s something we understand well, and it’s a situation we help clients navigate regularly. The key is getting ahead of it early and having a process that can move quickly without cutting corners.

Preliminary screening keeps you compliant on day one. Good candidate engagement keeps things moving. This combined with the right technology means that all people are up to date on where things stand, plus you don’t have to choose between speed and doing things properly. With the right support in place, you really can have both.

Facing a TUPE transfer or an urgent mobilisation?

We’d love to help. Whether you’re planning ahead or need to move quickly, our team is here to talk through your screening requirements and find the right approach for your situation.