Every safeguarding check in your club, and when it is next due
The safeguarding register in KlubOS lists everyone who works with children at your club: coaches, staff and volunteers. For each person you record the check they hold and the dates, and the club administrator is reminded before anything runs out.
Checks you can record
Enhanced, Standard and Basic DBS
England and Wales, with a note of whether the person is on the DBS Update Service.
PVG Scheme
Scotland (Disclosure Scotland).
AccessNI
Northern Ireland.
Garda vetting
Ireland (National Vetting Bureau).
For each entry: the type of check, the last four characters of the certificate number, the issue date and the date of the next check. The panel suggests three years after the issue date; your club can enter its own date.
A status for every person, worked out each day
One line above the list says how many checks need attention, for example "3 of 7 checks need attention". Click a row to see the details and a link to the official checking service.
- Valid
- The next check is more than 60 days away.
- Due soon
- The next check is due within 60 days.
- Overdue
- The date for the next check has passed.
- No data
- No issue date or next check date has been entered yet.
Welfare Officer and training
Record your Club Welfare Officer (or Designated Liaison Person in Ireland) with an email address and phone number, so every member of staff can find them. You can also note when coaches last completed safeguarding training, for example a Safeguarding and Protecting Children course.
More child safety features
- ✓Collection permissions: who may collect a child, and whether they may walk home alone, visible to coaches and parents.
- ✓Photo and public profile consents controlled by parents.
- ✓Session registers with a record of who attended and when.
- ✓Role-based access: coaches see their own groups, not the club's finances.
What the register does not do
KlubOS does not carry out or verify checks, it does not store certificates or their contents, and an entry in the register is not proof that a check took place or what it showed. It does not replace the guidance of DBS, Disclosure Scotland, AccessNI, the National Vetting Bureau, Sport Ireland, the NSPCC Child Protection in Sport Unit or your governing body. Your club remains responsible for its checks.
Safeguarding questions
Does KlubOS check DBS certificates or Garda vetting?
No. There is no public service that lets a club system check certificates automatically, and KlubOS does not contact any external service. The register records the checks your club has carried out and reminds you when the next one is due. Opening the official checking services is done by a person at your club.
Why only the last four characters of the certificate number?
A full DBS certificate number together with a name and date of birth is enough to look up the certificate on the Update Service. The register does not need it, so it does not keep it. Four characters are enough to match an entry with the paper certificate your club already holds.
Who can see the register?
The club administrator. A head editor can read it, and a coach can only see their own entry. Parents and the public have no access. Every club's data is separated from other clubs at database level.
Who gets the reminders?
The club administrators, by email and push notification: 60 days before a check is due, 14 days before, and once it is overdue. One email lists every check that needs attention, rather than one email per person. Push notifications do not include names.
Does it replace our safeguarding policy?
No. The register is an organisational tool for dates and reminders. Your club's policy and procedures, and the guidance from your governing body and the official checking services, stay as they are.
See the register on your own club
The register is included in every plan for clubs in the UK and Ireland.