Safeguarding
Safeguarding holds your DBS records and the club's safeguarding concerns. It is for club admins only. Staff cannot open it, and they see no safeguarding records anywhere else in the app, including the dashboard and the AI Assistant.
Common actions
- 1
Add a record: On the "DBS Register" tab, press "+ Add DBS Record". Fill in the person's name, the DBS Level, the certificate number, the date issued and the renewal date. Press "Add Record".
- 2
Keep records up to date: Open a record. Press "Mark as Current" to record a new check. Enter the new issue date and press "Confirm". The renewal date is set 3 years later. You can also press "Mark as Renewal Due" or "Mark as Overdue".
- 3
Log a concern: Press "+ Log Concern". Choose the concern type and describe it in the reporter's own words. What you type in Description is kept word for word and cannot be changed after saving. Add the date raised, the person involved and who raised it. Press "Log Concern".
- 4
Log a concern by voice: Press "Voice" and describe the concern. The reporter's own words are kept exactly as spoken, and the AI writes a summary you can edit. Check the details, then press "Log Concern".
- 5
Move a concern on: Open the concern. Press "Under Review" while you look into it. Press "Refer" when you pass it on, and record who it went to in "Referred To", for example the Local Authority Designated Officer (LADO), your county welfare officer or another agency.
- 6
Close a concern: Press "Close" and say why the concern is being closed. A reason is always needed. It is kept on the record and in the activity log.
- 7
Print a concern: Open the concern and press "Print".
- 8
Find records: Use the tiles at the top ("DBS Records", "DBS Overdue", "Renewal Due", "Open Concerns") and the chips on each tab.
How status is worked out
A record with a renewal date in the past shows as Overdue. A renewal date within 30 days shows as Renewal Due. Not Required always stays Not Required. ClubSentinel does not send renewal emails: check the tiles and the dashboard.
Deleting
Admins can delete a record or a concern. It disappears from the app and cannot be brought back from there, so only delete a record made in error.
Your Records Score
A record counts as up to date when it is Current or Not Required. Renewal Due and Overdue count against you. A concern counts against you while it is Open, and as up to date once it is Under Review, Referred or Closed.
💡 Tip
Never delete a concern because it turned out to be unfounded. Close it with the reason instead. A complete record of every concern raised, how it was handled and what the outcome was shows a strong safeguarding culture.