Documents
Keep your policies, procedures, risk assessments and other documents in one place, each with a review date. When you upload a PDF, the AI reads it and fills in the details for you. New documents start as Draft. Anyone can submit one for review, and an admin approves it to make it Current.
Common actions
- 1
Add a document: Press "+ Add Document". Upload a PDF, and the AI fills in the name, category, version, author, department, description and review date if it finds them. Check the details, then press "Add Document". You can also add a link to a document kept elsewhere, such as SharePoint or Google Drive.
- 2
Add many at once: Press "Bulk Upload" and drop in up to 50 PDFs. Press "Extract", untick any you do not want, then press "Import". All of them are saved as Draft.
- 3
Submit for review: Open a Draft document and press "Submit for Review", then confirm. It moves to Pending Sign-off, and the document approvers get an email.
- 4
Approve a document (admins): Open a document that is Pending Sign-off and press "Approve". Choose when it is next reviewed. "Keep current" keeps the review date it already has. Press "Approve". It becomes Current.
- 5
Send it back (admins): Press "Reject", give a reason and press "Reject & Return to Draft". The reason is saved in the document's Notes.
- 6
Review a document that is due (admins): A Current document past its review date shows as Due for Review. Open it, press "Mark as Reviewed", choose the next review date and press "Mark Reviewed". Staff press "Submit for Review" instead.
- 7
Approve several at once (admins): Press "Review and approve" on the line that says how many documents are waiting. Untick any you do not want, then press "Set Current".
- 8
Work on several at once: Tick the documents you want. Everyone can submit them for review or archive them. Admins can also set them Current, set them back to Draft or delete them.
- 9
Find a document: Use the search box, the status tabs, and the category and department lists. Press "Group by Category" to see them grouped.
Statuses
Draft, Pending Sign-off, Current, Due for Review and Archived. Due for Review is shown for a Current document whose review date has passed. Only admins can make a document Current or set it back to Draft.
Document approvers
Admins choose who gets the approval emails in Settings, on the Notifications tab, under "Document approvers". If nobody is ticked, every admin gets them. Approvers also see the documents waiting for them at the top of the dashboard.
Duplicates
If a document with the same name and version is already in the library, you cannot add it again. If the name is the same with a different version, or very close, you are warned and can press "Add anyway".
Required documents
The "Required documents" panel lists the documents your club is expected to hold: Health and Safety Policy, Fire Risk Assessment, General Risk Assessments, Emergency and evacuation plan, Employers’ Liability Insurance certificate. Some apply only if relevant to your club: Legionella risk assessment, LOLER thorough examination reports, Electrical Installation Condition Report (EICR) and portable appliance testing, Gas safety records, Asbestos management survey.
Based on the law in England and Wales. Some items only need to be written down if the club has 5 or more employees. Each item says when it applies.
The panel suggests a document from your library when its title matches an item, for example a document called "Fire Risk Assessment, Clubhouse". A suggestion is not linked until an admin accepts it.
Admins can press "Link a document" to link an item to a document in the library, "Upload" to add a new one for it, or "Link this" to accept a suggested match. A linked item shows "Linked". The panel does not affect your Records Score.
Opening and sharing
Press "View PDF ↗" to open a stored PDF. You need to be signed in to ClubSentinel to open it, so to share a document with someone outside the club, download it and send the file.
Your Records Score
Pending Sign-off, Archived, and Current documents within their review date count as up to date. Draft and Due for Review count against you, so submit drafts for review.
💡 Tip
Always check the review date the AI suggests before you save. Some policies need a shorter review cycle than the date written in the document.