Members & Club

Safeguarding that enforces itself

Expiry tracking for DBS, PVG, AccessNI and coaching awards, coach eligibility rules that cannot be bypassed, and a cover dashboard that shows an understaffed session while there is still time to fix it.

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Safeguarding

Recording a certificate is not the same as enforcing it

Most club software will let you type a coach's DBS number into a notes field. None of it stops that coach turning up to a junior session eighteen months later with a certificate that lapsed in the spring. The record and the rule live in different places, and the gap between them is where safeguarding quietly fails.

ClubPal closes it. A credential is a real record with an issue date, an expiry date and a status, not a line of free text. A session can require one, and that requirement is enforced wherever a coach is added, including when an administrator adds them by hand. Because the check runs against the date of the session rather than today, a certificate that lapses before a session three months out is refused now, while there is still time to renew it.

Credentials with an expiry date
DBS, PVG, AccessNI, Garda Vetting, Working With Children Checks, first aid and coaching awards, each held against the member with dates and a status that keeps itself current.

Rules that cannot be bypassed
A session can require a credential of anyone added as a coach. The check runs on every path, including a manual add by an administrator, so there is no back door.

Cover, before the night
Set one coach per so many participants and ClubPal works out how many you need as bookings arrive, then lists every session in the next 28 days that is short.

The lapsed certificate problem

Nobody finds out until somebody asks

How it usually goes wrong

A club records its DBS checks once, at the point somebody chases them, and then never again. The spreadsheet is accurate on the day it is made and decays from there.

Certificates recorded as free text, with no dates attached

Renewals tracked in one volunteer's inbox

No prompt until a parent or a governing body asks

An administrator can always add a coach and skip the check

Nobody knows a session is short of coaches until the night

What ClubPal does instead

Every credential carries dates, so the platform can tell you what is about to lapse. Every session can carry a rule, so the platform can refuse what should be refused.

Issue and expiry dates on every credential

A warning window you set per credential type

A dashboard that defaults to everything not currently valid

Enforcement inside the booking layer, not on the form

A count badge on the admin home, so somebody actually looks

Everything included

The safeguarding tools a volunteer committee will actually use

Qualification catalogue

Define the credentials your club tracks once. The create form suggests DBS Enhanced and Basic, PVG, AccessNI, Garda Vetting, Working With Children Checks and SafeSport, alongside first aid and coaching awards.

Status that keeps itself current

Valid, expiring soon, expired, renewal in progress, or incomplete. A renewal in progress shows amber so the dashboard stays worth reading, but it does not satisfy a rule: an expired credential is expired.

Coach eligibility rules

Require a qualification, an age, a member group or a profile field of anyone added as a coach. Age on its own answers "coaches must be over 18" with nothing else to configure.

Cover dashboard

Every session in the next 28 days that is short of coaches or whose coaches are not credentialed, with the date, cover against required, expected attendance and the reason for the gap.

Under 18s flagged where it counts

Junior members are badged on the session booking list and on the check-in screen, so whoever is running the session can see at a glance who they are responsible for.

Chat somebody can report

Any member can report a message. Reports gather in one queue for anyone with Manage Chats, who can dismiss, hide reversibly, or delete outright.

Full feature breakdown

Everything in safeguarding

Qualification catalogue

Define each credential once for the whole club. Renaming a type updates every holder without touching a single member record

Issue and expiry dates

Every credential carries both, so the platform calculates status rather than relying on anyone remembering

Per-type warning window

Set how many days before expiry a credential starts showing amber, separately for each credential type

Five statuses

Valid, expiring soon, expired, renewal in progress, and incomplete for a record imported without dates

Expiring dashboard

Member, credential, date and status, soonest first, filterable by type and by state, defaulting to everything that is not valid

Exportable

Export the expiring list for a committee meeting or a governing body return

Archive without losing history

Archiving a credential type hides it from the picker and keeps every existing holder visible

Import from a spreadsheet

A member import creates the credential types it finds and flags the records that arrived with no dates

Credentials on the member profile

A card on the admin member page listing every credential the member holds, with its dates and status

Coach eligibility rules

A second rule set on the session, separate from the rules governing who is allowed to book

Four rule types

Required qualifications, age range, member groups, and profile field value

No administrator back door

The check sits in the booking layer, so an administrator adding a coach by hand goes through the same rule as a coach adding themselves

Checked against the session date

A credential that lapses before the session is refused now, while there is time to renew, rather than at the door

Clear batch feedback

Adding several coaches at once reports which of them were refused and why, rather than failing silently

Session leaders too

Assigning an uncredentialed leader is refused when the session is saved

Renewal does not count

A credential marked as renewing shows amber on the dashboard but does not satisfy an eligibility rule

Participants per coach

Set one coach per so many participants and required cover recalculates itself as bookings arrive

Fixed minimum still applies

Required cover is the higher of your fixed number and the ratio, so a small session still gets a coach

Per-session override wins

An administrator who sets a specific night by hand beats the formula for that night

Advisory, never blocking

A ratio drives the dashboard and the warning. It never turns a member away or strands a booking that is already confirmed

28-day cover dashboard

Matches the default booking window, so a gap surfaces while the session is still fillable

Two gap reasons

Understaffed, and cover not credentialed, with every row naming which one applies

Expected attendance

The mean of confirmed bookings over the last six occurrences, so a session three weeks out does not look covered simply because bookings are late

Badge on the admin home

A count of sessions lacking cover, linked straight through to the list

Under 18 badge

Junior members are flagged on the session booking list and on the check-in screen

Check in and check out

Both ends timestamped, giving a record of who was present and when they left

First session indicator

A member attending for the very first time is flagged, as a prompt to welcome them properly

Age-band eligibility

Age range rules keep a junior out of an adult session and an adult out of a junior one, without anyone checking birth dates by hand

Linked profiles

A parent account can act for a child, booking sessions and managing membership on their behalf

Attendance history

Reviewable per session and on each member profile

Any member can report a message

Reporting is open to everyone in the conversation, with an optional reason in their own words

One queue for reports

Reports gather in a single place for anyone holding the Manage Chats permission, with the message, its author, the conversation it came from and every report against it

Dismiss, hide or delete

Dismiss clears the reports and records that a moderator looked. Hide is reversible and keeps the message from everyone but moderators. Delete is permanent

Deleted messages do not break a thread

A reply that quoted a deleted message still reads, showing that the quoted message was deleted

Filter by what is outstanding

Switch between reports still needing attention and those already dealt with, and search by message or author

Emergency contacts

Contact name and number held on every member record

Medical conditions

Captured on the member record alongside emergency contact details

Role-based permissions

Who can see and edit member data is controlled by role, with the qualification pages gated separately

Audit log

Six months of activity covering every admin and member action, recording the previous state alongside the change

Policy documents

Safeguarding and child protection policies live in the file manager with controlled sharing and optional link expiry

Consent with a timestamp

Contact consent recorded against the profile with the date it was given

Included in every account

Safeguarding that does not rely on someone remembering

Credential tracking, coach eligibility rules and the cover dashboard are part of ClubPal, not an add-on and not a higher tier. One flat fee on what you collect, no subscription.

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What clubs say

Loved by administrators, members, and coaches

“ClubPal really does work alongside clubs to add in features that help manage the club better. The system is designed by an active triathlete who understands the management issues behind running a club.”

“ClubPal was a no brainer. We now have a personalised one stop shop for all the needs of our members. Session costs can be paid online; no more hassle of collecting money manually.”

“It's the best decision we ever made. We used to have 3 or 4 different ways of doing our admin. ClubPal has rolled into one everything we could possibly need.”

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