Understanding Your Records Score
ClubSentinel is a record-keeping system, not an auditor. Your Records Score answers one question: is what your club has recorded up to date and in order? It sits at the top of your dashboard and is worked out afresh each time you open it.
It is not a regulatory inspection result, and it does not measure whether your club holds everything it should. It only looks at records that already exist in ClubSentinel. That is why every score carries the line “Based on the records held in ClubSentinel.”
How the score is calculated
The Records Score is a weighted average of eleven module scores. Each module looks at one kind of record and has a fixed weight. The weights add up to 100%.
| Module | Weight | Why it matters |
|---|---|---|
| Incidents | 16% | Recording and investigating incidents is the foundation of health and safety record-keeping. |
| Maintenance | 12% | Course and clubhouse maintenance directly affects member and visitor safety. |
| Training | 12% | Greenkeeper, hospitality and pro shop staff need current training records. |
| Scheduled Checks | 10% | Statutory weekly/monthly/annual fire safety checks (alarms, extinguishers, emergency lighting). |
| Documents | 10% | Policies and risk assessments must be reviewed and kept current. |
| Inspections | 9% | Inspections of machinery, the course and equipment show you are checking before something goes wrong. |
| COSHH | 9% | Greenkeeping chemicals, kitchen products and cleaning agents need Safety Data Sheets. |
| Safe Working | 7% | Method statements, permits to work and toolbox talks for higher-risk activities. |
| Safeguarding | 6% | DBS checks and any safeguarding concerns raised for staff working with children or vulnerable adults. |
| Assets | 5% | A list of your equipment and assets. |
| Audits | 4% | Completed audits against your club’s templates. |
Greens Report, Reports, Audit Templates and the Compliance Register are never part of this weighting.
Reading the score
The score is shown out of 100 with a label: Excellent at 90 or more, Good at 80 to 89, Developing at 60 to 79 and Needs Improvement below 60. The gauge is green from 80, amber from 60 and red below that.
Next to the score, a bar for each module shows that module's own score, weakest first. “This week's focus” names the weakest module and what to do about it.
An untouched module scores 0
A module with no records scores 0 and counts towards the total like any other module. It is not left out. A club that has never used COSHH has not recorded anything there, and that is scored honestly as 0%, the same as a maintenance job left untouched.
Incidents is the one exception. Having no incidents is good news, not a gap, so Incidents is left out while it has no records, and starts counting as soon as the first one is logged. It is never named as your weakest area.
If a module really does not apply to your club, for example no hazardous substances are kept on site at all, an admin can mark it Not applicable from the dashboard, with a reason. The dashboard and your reports show “Not applicable” and the reason. Who set it, and when, are kept in the activity log. An admin can revoke it at any time.
A module whose records could not be loaded is also left out, and the dashboard tells you so.
How each module is scored
Each module scores from 0 to 100: the share of its records that are up to date.
Incidents
Up to date any incident that is Under Investigation, Action Required or Closed.
Not up to date any incident still Open.
Closing an incident asks for a review date, or for “No review needed”.
Maintenance
Up to date any job that is Approved, In Progress, On Hold or Completed, or Scheduled with a scheduled date that has not passed.
Not up to date a job you logged that is still Pending, and a Scheduled job whose date has passed or that has no date.
Left out Cancelled jobs.
A job created for you, from an incident, a failed inspection, a failed check or a toolbox talk, counts as up to date while it is Pending, until its scheduled date passes. A job with no scheduled date stays up to date. Reporting something honestly never lowers your score on the spot.
Training
Up to date records that are Current, Expiring Soon or No Expiry.
Not up to date records that are Expired or Pending.
Status is worked out from the expiry date each time: past the date is Expired, within 30 days is Expiring Soon. Records of people marked as having left the club are left out.
Documents
Up to date any of these:
- Pending Sign-off: submitted and waiting for an admin
- Archived: replaced and kept
- Current with a review date that has not passed, or no review date
Not up to date
- Draft: uploaded but not yet submitted for review
- Due for Review, or Current with a review date that has passed
A new upload starts as Draft. Submitting it for review is enough for it to count as up to date.
COSHH
The COSHH score has two parts:
| Part | Weight | What it measures |
|---|---|---|
| Approval | 60% | The share of substances that have been approved. |
| Completeness | 40% | The share of substances with all seven key fields filled in: substance name, supplier, hazard classification, PPE, exposure controls, first-aid measures and spillage procedure. |
An empty COSHH register scores 0%, like every other empty module.
Inspections
Up to date any inspection that is In Progress or Completed, or Scheduled with a next due date that has not passed.
Not up to date inspections marked Overdue, and Scheduled inspections whose due date has passed or that have no due date.
Left out Cancelled inspections. The result (Pass, Fail and so on) makes no difference.
Scheduled Checks
Only the latest entry for each check counts. Older entries are history, not outstanding work: logging this week's fire alarm test replaces last week's.
Up to date a check whose latest entry is not past its next due date, with any corrective action resolved.
Not up to date a check whose latest entry is past its due date or has a corrective action still open, and any check on your list that has never been logged.
Every check on your club's list counts, logged or not, including copies an admin has added. A check you have removed does not count.
Safe Working
One score across three registers:
- Method statements: up to date when Under Review, Archived, or Current within its review date. A Draft counts against you.
- Permits to work: up to date unless set to Expired. Cancelled permits are left out.
- Toolbox talks: every talk logged counts as up to date.
Safeguarding
One score across the DBS Register (up to date when Current or Not Required; Renewal Due and Overdue count against you) and safeguarding concerns (up to date once a concern is Under Review, Referred or Closed; an Open concern counts against you).
A record with a renewal date in the past counts as Overdue, and one due within 30 days as Renewal Due.
Assets
Up to date any asset that is Active, Under Repair or On Loan.
Left out assets that are Inactive or Disposed: they are no longer in use, so retiring one never lowers your score.
Audits
Up to date any audit marked Completed.
Not up to date audits still Draft or In Progress.
Putting it all together
The overall score is a weighted average over every module. A module marked not applicable, and Incidents while it has no records, drop out of both sides of the sum.
For example, if Assets has never been used (scores 0%) and Safeguarding has been marked not applicable (no under-18s or vulnerable adults ever on site):
| Module | Score | Weight | Contribution |
|---|---|---|---|
| Incidents | 90% | 16% | 14.4 |
| Maintenance | 80% | 12% | 9.6 |
| Training | 95% | 12% | 11.4 |
| Scheduled Checks | 100% | 10% | 10.0 |
| Documents | 70% | 10% | 7.0 |
| Inspections | 100% | 9% | 9.0 |
| COSHH | 85% | 9% | 7.7 |
| Safe Working | 90% | 7% | 6.3 |
| Safeguarding | Not applicable | Left out | None |
| Assets | 0% (no records) | 5% | 0.0 |
| Audits | 100% | 4% | 4.0 |
| Total: 79.4 ÷ 94 (100 less Safeguarding's 6), shown as | 84% | ||
Assets scores 0% and keeps its full 5% weight, because nothing tells ClubSentinel it is not meant to have records. Safeguarding is left out because an admin marked it not applicable with a reason.
What the score is, and isn't
It is
- A signal of whether the records you keep are up to date
- Based only on records that already exist in ClubSentinel
- Honest about gaps: an untouched module scores 0
It isn't
- A regulatory inspection result
- A measure of whether you hold everything you should
- A substitute for professional health and safety advice
A high score does not mean your club holds everything it needs. It means what you have recorded is up to date. A low score does mean something needs attention. A module at 0% is worth a look: it may mean nothing has been logged yet, or that the module does not apply to your club. In that case an admin should mark it not applicable, with a reason.
How to improve your score
The bars on the dashboard show which modules are holding your score back. The quickest wins are usually:
- 1
Submit draft documents for review: Open each Draft document and press "Submit for Review". It counts as up to date straight away, and an admin can then approve it.
- 2
Update overdue maintenance and inspections: A job or inspection left Scheduled past its date counts against you. Change the date, or mark it complete.
- 3
Move open incidents on: Press "Investigate" or "Close" on each Open incident.
- 4
Review documents that are due: Admins open each document marked Due for Review and press "Mark as Reviewed", with the next review date.
- 5
Approve your COSHH entries: Fill in the hazard fields, attach the Safety Data Sheet and press "Approve".
💡 Tip
The score is meant to move. Half an hour on the steps above usually lifts it. Start with the weakest bar on the dashboard: the bars are sorted weakest first.