Understanding Your Compliance Score
Your Compliance Score is a single percentage that reflects how well your club is keeping on top of the seven core compliance areas tracked by ClubSentinel. It sits at the top of your dashboard and updates in real time as records are added, approved, and reviewed.
The score is not a regulatory inspection result or a guarantee of regulatory compliance. It is a tool to help you see at a glance where attention is needed, and to give you confidence that the day-to-day work of running a club is being properly recorded.
How the score is calculated
The Compliance Score is a weighted average of seven module scores. Each module measures one specific area of compliance and contributes a different proportion to the total, based on its regulatory weight.
| Module | Weight | Why it matters |
|---|---|---|
| Incidents | 22% | Recording and investigating incidents is the foundation of health and safety compliance. |
| Maintenance | 18% | Course and clubhouse maintenance directly affects member and visitor safety. |
| Training | 16% | Greenkeeper, hospitality, and pro shop staff need current competency records. |
| Documents | 13% | Policies and risk assessments must be reviewed and kept current. |
| COSHH | 12% | Greenkeeping chemicals, kitchen products, and cleaning agents require Safety Data Sheets. |
| Inspections | 12% | Scheduled checks (fire, machinery, course) show proactive management. |
| Assets | 7% | Equipment and asset tracking baseline. |
The weights are set deliberately, heavier areas reflect what regulators actually look at first.
How each module is scored
Every module produces a score from 0 to 100. The rules differ slightly by module, reflecting how each compliance area actually works.
Incidents
Compliant any incident with a status of Under Investigation, Action Required, or Closed.
Not compliant any incident still marked Open (unacknowledged).
If you have no incidents recorded at all, the module scores 100% and is marked “No incidents recorded.” A clean record is not penalised.
Maintenance
Compliant any job with a status of Approved, Scheduled, In Progress, On Hold, or Completed.
Not compliant jobs still marked Pending (raised but not yet actioned).
Excluded Cancelled jobs are not counted in either direction.
A job On Hold still counts as compliant. It has been acknowledged and managed.
Training
Compliant any record marked Current, Expiring Soon, or No Expiry.
Not compliant records marked Expired.
A record marked Expiring Soon is still valid today, so it counts as compliant. The earlier you renew it, the further into the future your compliance picture extends.
Documents
Compliant any of the following:
- Pending Sign-Off, in the workflow, being managed
- Archived, formally superseded and retained
- Current with a review date in the future
- Current with no review date set
Not compliant
- Due for Review, past review date, flagged
- Current but with a review date in the past
- Draft, uploaded but never approved
Uploading a document does not immediately improve your score. It must be submitted for review and approved before it counts as compliant. The “Documents Needing Attention” panel on your dashboard shows you exactly which ones to action.
COSHH
The COSHH score is calculated differently from the others. It is a composite of three sub-scores:
| Sub-score | Weight | What it measures |
|---|---|---|
| Approval rate | 40% | What percentage of substances have been approved by an admin. |
| Review currency | 40% | What percentage of approved substances have a Safety Data Sheet review date in the future. |
| Data completeness | 20% | What percentage of substances have all nine key hazard fields filled in (substance name, supplier, hazard classification, signal word, PPE, exposure controls, first-aid measures, spillage procedure, product code). |
If your COSHH register is empty, the module scores 100% and is marked “No substances logged.” You are not penalised for not yet adding data.
Inspections
Compliant any inspection with a status of Scheduled, In Progress, or Completed.
Not compliant inspections marked Pending (not yet scheduled).
Excluded Cancelled inspections are not counted.
Scheduling an inspection is enough to count as compliant. You do not need to have completed it yet. Active management is what is measured.
Assets
Compliant any asset with a status of Active, Under Repair, or On Loan.
Not compliant assets in any other tracked status.
Excluded Disposed and Inactive assets are not counted.
An asset Under Repair still counts as compliant. It is being managed.
Putting it all together
The overall Compliance Score is a weighted average: each module's score is multiplied by its weight, the results are added up, and the total is rounded to the nearest whole number.
For example, if your scores are:
| Module | Score | Weight | Contribution |
|---|---|---|---|
| Incidents | 90% | 22% | 19.8 |
| Maintenance | 80% | 18% | 14.4 |
| Training | 95% | 16% | 15.2 |
| Documents | 70% | 13% | 9.1 |
| COSHH | 85% | 12% | 10.2 |
| Inspections | 100% | 12% | 12.0 |
| Assets | 100% | 7% | 7.0 |
| Total → displayed as | 87.7 → 88% | ||
What the score is, and isn't
It is
- A real-time signal of where your day-to-day compliance attention is needed
- A consistent measure across sites, useful for multi-site groups
- A clear, defensible methodology you can show inspectors or auditors
It isn't
- A regulatory inspection result
- A substitute for professional health and safety advice
- A guarantee that you will pass an inspection
The score is honest about what it measures. It rewards proactive management and penalises records left untouched. A high score does not mean you are definitely safe; a low score does mean something needs attention.
How to improve your score
The dashboard shows you which modules are dragging your score down. The fastest wins are usually:
- 1
Approve any draft documents: The "Documents Needing Attention" panel on your dashboard shows them. Open the document, submit it for review, and approve it. The score moves the moment you do.
- 2
Schedule any pending inspections: Even scheduling them moves the score up. You do not need to complete the inspection first.
- 3
Action open incidents: Move them through to Under Investigation or Closed. An incident that has been acknowledged already counts as compliant.
- 4
Update overdue document review dates: Open the policy, confirm it is still current, update the review date, and approve it again.
- 5
Approve unverified COSHH records: And make sure their Safety Data Sheet review dates are set to a future date.
💡 Tip
The score is designed to be moveable. If you spend 30 minutes on the actions above, you will usually see your score climb meaningfully. Focus on the module with the lowest score first, the stat cards sort by severity so the most urgent items are always at the top.