Accreditations

The Accreditations page tracks the credentials your people must hold — Working with Children Checks, first aid certificates, coaching qualifications, umpire grades — with expiry dates, verification and automatic reminders before anything lapses. You'll find it under Club operations → Accreditations. A number here starts out as what the member told you: it becomes a check when somebody records how it was verified, and ClubHelix never contacts a regulator on your behalf.

Who can use this

Accreditations are a Standard plan feature. Credential numbers are sensitive, so the page needs the Manage accreditations permission — club administrators have it automatically; moderators and council positions need it granted on User management → Roles.

What's on the page

• Stat tiles: total records, expiring within 30 days, expired, and how many have no record of a check.
• Credential types: your club's catalogue (WWCC, First Aid, Coach Level 1, …).
• Member records: who holds what, with numbers, dates and a Check column reading Checked, Ticked only or Self-declared.
• Position requirements: mark which council positions require which credentials, and see at a glance who's missing one.

Step by step

Set up your credential types

1. Add a type for each credential your club cares about. Tick whether it has a card/reference number and whether it expires.
2. If the credential has a standard validity (say, a five-year WWCC), set the validity in months — recording an issue date will then suggest the expiry automatically.
3. Tick Show on public coach profiles for qualifications you're happy to advertise, such as a coaching accreditation. Its name then appears beside each coach who holds it in a Coaches section on your website, but only while it's current, has been ticked as sighted and hasn't been marked withdrawn. The number, document, dates and notes never appear. Leave it off for screening checks such as a WWCC. It's off for every type until you turn it on.

Record a member's credential

1. In Add / update record, pick the member and the credential type.
2. Enter the number and the issue/expiry dates from the actual card — the suggested expiry is a convenience, not a substitute.
3. Tick the box once someone on the committee has sighted the document. On its own that tick shows as Ticked only, because it doesn't say when, how or against what — recording that is the Verification record card below, and it's what turns the row into Checked. Saving again for the same member and type updates the existing record — that's how renewals work.

Require a credential for a position

1. In Position requirements, tick the credential each position needs (e.g. Coach → current WWCC).
2. The compliance readout underneath lists every position holder missing a current credential — that's your pre-season checklist.

The verification record

Ticking "verified" never said what was actually checked. The Verification record card turns that tick into a record you could show an auditor: which jurisdiction the clearance is from, how it was checked, against which register or letter, and by whom.

No Australian regulator lets us check a clearance automatically, so nothing here is an integration. What does the real work is the link between your organisation and the person inside the regulator's own system — in the states that support it, once you are linked the regulator tells you when a clearance is withdrawn.

Record a check

1. Find the record in the Verification record table and click Record a check.
2. Choose the Jurisdiction and How did you check? — the online register, a notice from the regulator, a bulk check file, or a card or letter sighted.
3. Fill in What did you check it against?, such as NSW OCG online check. This is the field that makes the record mean something a year later.
4. Set Linked in the regulator's system? and the date you linked.
5. Click Record this check. The checker's name is stored as text, so the record still reads properly after their account is gone.

Set a re-check cadence

On a credential type, set Re-check it every (months) and tick The regulator lets us link our organisation to the person where it applies. The cadence is counted from the last check, not from the expiry date — because a clearance that has been withdrawn keeps its original expiry, so an expiry reminder would never fire for the case that matters most.

When a clearance is withdrawn

Use Mark as withdrawn as soon as you hear, and record what you were told. Nothing else in the system notices a withdrawal on its own: the card keeps its original expiry date, so without this the record goes on looking valid.

What the states mean

• Verified — checked, within its cadence, not withdrawn.
• Not linked — checked, but your organisation is not linked to the person in the regulator's system, so nobody will tell you if it changes.
• Due to be re-checked — past the cadence you set for this credential type.
• No record of the check — marked verified, with nothing recorded about how. Every record verified before this feature existed starts here.
• Expired / Withdrawn — needs attention now.

Field reference

• Number — the card or reference number. It's masked in the table (only the last few characters show); the full number is visible when editing.
• Expiry status — derived automatically: current, expiring soon (within 30 days), or expired. Nothing needs to be swept or updated by hand.
• Check — what stands behind the number. Self-declared is what the member told you and nobody has looked at it. Ticked only means someone sighted the document but recorded nothing about how. Checked means there's a verification record naming when, how, against which register and by whom. Members can never mark their own records.

Tips & FAQ

• Who gets the expiry reminders? The member (if they have an account) and everyone with the Manage accreditations permission, 30 days and again 7 days before expiry. Renewing the credential re-arms the reminders for the new date.
• Is this a background check? No — ClubHelix records what your state's checker issued. Always verify the credential with the issuing body's own lookup tool.
• What about officials? Officials linked to your roster get the same tracking — the Officials page leans on the records you keep here.

Why is every record we already verified showing "No record of the check"? Because that is the truth about them: they were ticked before there was anywhere to record how they were checked. Work through them as they come up for renewal rather than in one sitting — recording a check takes about twenty seconds each.

Which qualifications show on our website? Only types with Show on public coach profiles ticked, only for people shown in a Coaches page section, and only while the record is current, sighted and not withdrawn. Nothing else about a credential ever reaches the public site. If you've hidden your committee under scrape protection, coaches are hidden too.

Does ClubHelix check a clearance with the regulator for us? No, and it is not coming. No Australian jurisdiction offers a way to check one programmatically — Queensland has refused in writing, citing its own Act. What does the monitoring is the link between your organisation and the person inside the regulator's system, which you set up with the regulator and record here.

Will we be emailed when a re-check falls due, or when one is withdrawn? Not yet. Expiry reminders still go out as they always have; the re-check and withdrawn states are shown on this page only, so make the Verification record card part of a regular committee check.

Someone's clearance was withdrawn but the card has not expired. That is exactly the case this exists for. Mark it withdrawn straight away and record what you were told — nothing else in the system will notice, because the card keeps its original expiry date.