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 updates in real time as records are added, approved, and reviewed.
It is not a regulatory inspection result, and it does not measure whether your club holds everything it should. It only ever looks at records that already exist in ClubSentinel β that's the honest claim printed under every score: βBased on the records held in ClubSentinel.β
How the score is calculated
The Records Score is a weighted average of eleven module scores. Each module measures one specific record type and contributes a fixed proportion of the total β the weights always sum 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 competency records. |
| Scheduled Fire Safety 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% | Scheduled checks (machinery, course, equipment) show proactive record-keeping. |
| COSHH | 9% | Greenkeeping chemicals, kitchen products, and cleaning agents require 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% | Equipment and asset tracking baseline. |
| Audits | 4% | Completed audits against your clubβs own templates. |
Greens Report, Reports, Audit Templates, and Compliance Register appear elsewhere on the dashboard but are never part of this weighting.
An untouched module scores 0
A module with no records in it scores 0 and counts toward the total like any other module β it is not excluded, and it is not a neutral gap. A club that has never opened COSHH is not compliant or non-compliant on COSHH specifically; it simply hasn't recorded anything there, and that is scored honestly as 0%, the same as an overdue maintenance job left untouched.
Incidents is the one deliberate exception (see the Incidents module below): zero incidents is good news, not a gap, so it is excluded from the score entirely while empty rather than scored 0, and starts scoring normally the moment the first one is logged.
If a module is genuinely not applicable to your club β no hazardous substances on site at all, for example, so COSHH will never have a record β an admin can mark that module Not applicable from the dashboard, with a required reason. That, and Incidents while it has no records, are the only ways a module is excluded from the score. A marked-not-applicable reason, who set it, and when, are all recorded and shown on the dashboard and in evidence pack reports β never hidden. It can be revoked at any time, which is also recorded.
How each module is scored
Every module with records produces a score from 0 to 100, based on what fraction of its records are up to date.
Incidents
Up to date any incident with a status of Under Investigation, Action Required, or Closed.
Not up to date any incident still marked Open (unacknowledged).
No incidents recorded at all β excluded from the score entirely, not scored 0%. Zero incidents is good news, not a gap, so Incidents doesn't drag the score down for having nothing to report. It starts scoring normally the moment the first incident is logged, and is never the module named in the βweakest areaβ suggestion on the dashboard, even once it has records.
Maintenance
Up to date any job with a status of Approved, In Progress, On Hold, or Completed β or Scheduled with a scheduled date that hasn't passed yet.
Not up to date jobs still marked Pending, or marked Scheduled for a date that has already passed. A job scheduled for six months ago and never touched since is overdue, not up to date, even though nobody changed its status.
Excluded Cancelled jobs are not counted in either direction.
A job created automatically β from an incident, a failed inspection, a failed fire safety check, or a toolbox talk follow-up β counts as up to date until its own scheduled date passes, exactly like a manually scheduled job. Reporting something honestly never lowers your score on the spot; only letting the resulting job run overdue does.
Training
Up to date any record marked Current, Expiring Soon, or No Expiry.
Not up to date records marked Expired.
A record marked Expiring Soon is still valid today, so it counts as up to date. The earlier you renew it, the further into the future that stays true.
Documents
Up to date 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 up to date
- 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. The βDocuments Needing Attentionβ panel on your dashboard shows you exactly which ones to action.
COSHH
The COSHH score is a composite of two sub-scores:
| Sub-score | Weight | What it measures |
|---|---|---|
| Approval rate | 60% | What percentage of substances have been approved by an admin. |
| Data completeness | 40% | What percentage of substances have all seven key hazard fields filled in (substance name, supplier, hazard classification, PPE, exposure controls, first-aid measures, spillage procedure). |
An empty COSHH register β scores 0%, like every other empty module.
Inspections
Up to date any inspection with a status of In Progress or Completed β or Scheduled with a due date that hasn't passed yet.
Not up to date inspections marked Pending (not yet scheduled), or marked Scheduled for a due date that has already passed.
Excluded Cancelled inspections are not counted.
Scheduled Fire Safety Checks
Only the most recent record of each check type counts. Older records of the same check are history, not outstanding work: logging this week's fire alarm test replaces last week's.
Up to date a check type whose latest record has its next due date in the future (or none set), with any corrective action it required already resolved.
Not up to date a check type whose latest record is past its next due date, or whose corrective action is still outstanding, and any check that is switched on but has never been logged.
Every check your club has switched on counts, whether or not it has been logged yet. A check you have switched off in Scheduled Checks settings does not count at all.
Safe Working
A single pooled score across three registers: Method Statements (up to date when Current with a future/no review date, Under Review, or Archived), Permits to Work (up to date unless Expired), and Toolbox Talks (every delivered talk counts β there is no draft state for a talk log entry).
Safeguarding
A single pooled 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; a fresh Open concern counts against you until it's actioned).
Assets
Up to date any asset with a status of Active, Under Repair, or On Loan.
Not up to date assets in any other tracked status.
Excluded Disposed and Inactive assets are not counted.
Audits
Up to date any audit marked Completed.
Not up to date audits still Draft or In Progress.
Putting it all together
The overall Records Score is a weighted average over every module, divided by a fixed 100 β unless one or more modules has been marked not applicable, in which case that module's weight drops out of the denominator too, exactly the way an excluded module used to work.
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 Fire Safety 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 | β (not applicable) | excluded | β |
| Assets | 0% (no records) | 5% | 0.0 |
| Audits | 100% | 4% | 4.0 |
| Total β 79.4 Γ· 94 active weight (100 β Safeguarding's 6) β displayed as | 84% | ||
Assets scores 0% and still carries its full 5% weight β it isn't excluded, because nothing tells ClubSentinel it's not meant to have records. Safeguarding is excluded because an admin explicitly marked it not applicable with a reason; that's the only thing that removes a module's weight from the total.
What the score is, and isn't
It is
- A real-time signal of whether your recorded items are up to date
- Based only on records that already exist in ClubSentinel
- Honest about gaps β an untouched module scores 0 rather than being hidden inside a fake number
It isn't
- A regulatory inspection result
- A measure of whether you hold everything you should β only of what's already recorded
- A substitute for professional health and safety advice
A high score does not mean your club holds everything it needs β it means what you have recorded is up to date. A low score does mean something needs attention. A module sitting at 0% is worth checking manually: it might mean nothing has been logged yet, or it might mean the module genuinely doesn't apply to your club β in which case an admin should mark it not applicable, with a reason, rather than leave it dragging the score down indefinitely.
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
Reschedule overdue maintenance and inspections: A job or inspection left "Scheduled" past its date now counts against you. Update the date, or mark it complete.
- 3
Action open incidents: Move them through to Under Investigation or Closed. An incident that has been acknowledged already counts as up to date.
- 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: Make sure hazard fields are filled in and Safety Data Sheets are on file.
π‘ 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 β the stat cards sort by severity so the most urgent items are always at the top.