The Team Compliance Dashboard gives club owners, admins, and safeguarding officers one place to check every coach on the team and the state of their safeguarding and coaching credentials. Instead of chasing people individually, you get a single view that flags who's current, who's about to lapse, who's overdue, and what the team has verified. It's available on the Club plan as part of Teams.
Where to find it
Go to Team Settings and scroll to the Safeguarding Compliance card. The card lists every active member of the team, with a status badge and a summary of their credentials. Only owners, admins, and safeguarding officers see this card -- see Who can see it below.
You'll also see a smaller status badge next to each member's name in the regular member list, so the basic state is visible without opening the dashboard.
What the dashboard shows
For each team member:
- Name and role.
- Total credentials on file -- the coach's self-declared rows plus any the team has recorded.
- Expired count -- credentials past their expiry date.
- Lapsing count -- credentials inside their type-specific lapsing window (see Renewal Reminders).
- Team-verified count -- credentials a safeguarding officer or admin has confirmed (see Verifying a credential below).
- Earliest expiry date -- the next credential due to lapse.
- Overall status badge.
Select any row to open that coach's credentials -- to verify what they've declared, or to record a credential the club holds directly.
Overall status badges
| Badge | Meaning |
|---|---|
| Self-declared current | Member has at least one credential and none are expired or lapsing. |
| Lapsing | At least one credential is inside its lapsing window. |
| Expired | At least one credential has already passed its expiry date. |
| No certs on file | The member hasn't recorded any credentials yet. |
The wording "Self-declared current" is deliberate -- see the disclaimer below.
Who can see it
| Role | Compliance dashboard | Member status badges |
|---|---|---|
| Owner | Yes | Yes |
| Admin | Yes | Yes |
| Safeguarding Officer | Yes | Yes |
| Coach | -- | -- |
| Assistant | -- | -- |
| Viewer | -- | -- |
Owners, admins, and safeguarding officers can also open individual credential records to see the issuer, dates, notes, and any uploaded document. Other roles see only their own credentials in their own Settings.
Verifying a credential
A coach enters their own credentials, but only the team can confirm them. Owners, admins, and safeguarding officers can mark a credential as team-verified -- this is how you record that a coach's DBS (or WWCC, SafeSport, or federation licence) has actually been checked.
To verify a credential:
- Open the coach -- either from a row on the dashboard or from their compliance badge in the member list.
- Find the credential, click Mark as verified, and choose how it was checked:
- Original sighted -- a safeguarding officer or admin has seen the physical certificate.
- Checked on official register -- you've confirmed it against the issuing authority's register. In the UK a coach applies for a DBS through their national governing body (NGB) or club; record it here once the NGB or the DBS Update Service has confirmed it. (Planner.coach does not call the register itself.)
- On club register -- recorded in your club's existing internal vetting register.
Verified credentials show a green Verified by the team badge in the credential drawer; the coach sees a Verified by your club badge on their own record.
To remove a verification, open the credential and choose Remove verification. The coach's underlying record stays in place -- only the team's attestation is cleared.
Every verification, removal, and edit is written to the team activity log under the Team settings category, with who acted and when. Verification is always a second pair of eyes -- if you open your own row in the credential drawer, the verify controls are hidden.
If a coach later edits a fact the attestation was made against -- the credential type, issuer, reference number, dates, level, jurisdiction, or DBS Update Service status -- the verification clears automatically, because it no longer describes the current record. Editing notes or re-uploading the document does not clear it. There is no in-product alert when this happens, so if a previously-verified row appears unverified, check the activity log: the coach has changed the underlying data and you'll need to re-check before re-verifying.
Recording a credential the club holds
Verification works on a credential the coach declared first. But often the club -- not the coach -- is the party that holds the record. In the UK only an organisation can submit an enhanced DBS application: a coach applies through their NGB or club, and the result comes back to the club. In that case there is nothing for the coach to declare.
So you can also record a credential directly:
- Open the coach from the dashboard (or their member-list badge).
- Choose Record a credential.
- Fill in the type, dates, and reference, and pick how it was checked (original sighted, official register, or club register).
The result is a team record -- a club-held credential shown with a small "Team record" outline badge inside the credential drawer:
- It counts as team-verified from the moment you create it, and shows the green Recorded by the team line in the drawer.
- The coach sees it on their own Settings page, marked Added by your club, but cannot edit, delete, or silence reminders on it.
- Owners, admins, and safeguarding officers can edit it (for example to update the expiry when the DBS is renewed) or remove it. Each edit re-stamps the verification date and verifier to whoever made the change.
- Create, edit, and removal are all written to the team activity log under the Team settings category.
Team records hold credential metadata only -- they don't carry a document upload. If a certificate scan needs to be on file, the coach uploads it to their own self-declared record (see Coaching Credentials).
Acting on lapsing or expired members
The dashboard surfaces information; it doesn't enforce anything. When you spot a lapsing or expired status:
- Open the member's credential list to see exactly which credentials are involved.
- Reach out to the coach directly -- the credential holder also gets renewal reminder emails at 120, 90, 60, 30, and 7 days before expiry, on the day, and a week after. Those reminders fire for club-recorded credentials too, even though the coach can't act on them, so the coach may forward those to you.
- Once they've renewed, ask the coach to update the expiry date in their Settings -- or for a club-recorded credential, edit it yourself from the credential drawer, since the coach can't. The status refreshes automatically.
- If a coach can't or won't renew, your club's safeguarding policy should determine next steps -- such as reassigning duties or pausing their team membership.
The platform doesn't automatically restrict an expired coach's access to team data. That decision -- and any verification with the issuing authority -- stays with your club.
Self-declared until you verify it
Records on the dashboard are entered by each coach themselves. Planner.coach never contacts the issuing authority on your behalf -- the team-verified mark records a check your club has carried out, not one the platform has done. The official checks still belong to:
- The UK Disclosure and Barring Service (DBS).
- A state Office of the Children's Guardian or equivalent (Australia).
- The U.S. Center for SafeSport.
- Your national governing body or sport federation.
The overall status badge ("Self-declared current") reflects expiry dates only -- it doesn't change when you verify a credential. Use the team-verified count, and the badges inside each coach's credential list, to see what's actually been checked. Always verify with the regulator before relying on the dashboard for a safeguarding decision.
Related
- Coaching Credentials -- How coaches add and manage their own credentials.
- Safeguarding Officer role -- A read-only role with compliance-dashboard access.
- Renewal Reminders -- Email cadence and lapsing windows.
- Roles & Permissions -- The full team permissions matrix.