Staff Compliance

Know exactly who's qualified for what — and when it expires

Your team's qualifications are critical to safe operations. SafePlay tracks every DBS check, first aid certificate, and training record automatically. You'll see at a glance who's up to date, who's expiring soon, and where the gaps are in your team's training matrix. No more spreadsheets with 47 tabs and colour-coded cells that only you understand.

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The problem with doing this manually

Losing track of which staff members have current DBS checks

Discovering expired first aid certificates after the fact

No clear view of training gaps across your team

Key capabilities

Staff Profiles

Complete qualification profiles for every team member. One page per person with every cert, every course, every DBS check — all in one place.

DBS Tracking

Monitor DBS check status and renewal dates automatically. Enhanced, standard, basic — the system tracks which level each role needs and flags when updates are due.

Training Matrix

Visual matrix showing who's qualified for what across your team. Spot gaps instantly — if nobody on the Saturday shift has current safeguarding training, you'll know before it becomes a problem.

Certificate Storage

Digital copies of all qualifications linked to staff profiles. First aid certs, food hygiene, manual handling, safeguarding Level 1 — everything attached to the right person.

Expiry Alerts

Automatic reminders before any qualification expires. Your first aider's cert runs out in 60 days? You'll know now, not when someone has an accident.

Onboarding Checklists

Standard onboarding requirements for new team members. DBS applied for, safeguarding completed, fire safety watched, COSHH briefing done — tick them off as you go.

How it works

Most venues get their full team loaded in under 30 minutes.

Add your team

Create a profile for each staff member with their role and start date. Part-time, full-time, seasonal — they all go in the same system.

Log their qualifications

Add each person's DBS check, first aid cert, safeguarding training, and anything else they hold. Upload a scan or photo of each certificate so you've got proof on file.

Track and get alerted

The training matrix updates in real time. When a DBS check is due for renewal or a first aid cert is expiring, you'll get stepped alerts — plenty of time to book the training or submit the application.

Real-world example

Mark runs a trampoline park with 25 staff

Mark runs a busy trampoline park with a mix of full-time and seasonal staff. Before SafePlay, tracking DBS renewals and first aid certificates across 25 people was a nightmare. Now, the training matrix shows him exactly who needs what, and he gets alerts weeks before anything expires.

Common questions about Staff Compliance

What qualifications can I track?

Anything your staff need. DBS checks (enhanced, standard, or basic), first aid at work, paediatric first aid, safeguarding Levels 1-3, food hygiene, COSHH awareness, manual handling, fire marshal training — and any custom qualifications specific to your venue.

How does DBS tracking work?

You log the DBS certificate number, issue date, and level for each team member. SafePlay tracks the status and alerts you when it's time to renew. We don't run the checks for you — that's still through the DBS service — but we make sure you never forget one is due.

Can I see the whole team's status at once?

That's exactly what the training matrix is for. It's a grid view — staff down the side, qualifications across the top. Green means current, amber means expiring soon, red means expired or missing. You can filter by role, shift pattern, or location if you run multiple venues.

What about seasonal staff who come and go?

You can mark staff as active or inactive without deleting their records. When they come back next summer, their profile is still there with all their qualifications. Just reactivate them and check what needs renewing.

Does it help with Ofsted or local authority checks?

It does. If your venue is registered with Ofsted or your local authority asks to see staff qualification records, you can pull up the full training matrix and export it as a PDF. Everything's timestamped and evidenced, which is exactly what they want to see.