Nobody is given a training requirement by hand. The post a person holds decides the level of DBS and the exact courses they need — and the whole diocese’s position is recalculated every morning, before anyone opens it.
The deepest single compliance area in the product — built with diocesan safeguarding teams, not adapted for them afterwards.
Every minister’s DBS status with expiry partitions, renewal chasing and per-role-category compliance tables — who’s current, who’s expiring, who’s overdue, by archdeaconry or deanery.
Every post belongs to a job category, and the category carries the DBS level and the exact courses that go with it — Basic Awareness, Foundation, Leadership, Domestic Abuse, Safer Recruitment. Take up a post and the requirement changes the same night. Leave one and it changes back. Nobody maintains a list.
The allegations register, conduct cases and redress casework live behind restricted access, invisible outside the safeguarding team — in the same system, without the general office ever seeing them.
This is the part that makes the rest work, and the part every other system leaves to a spreadsheet: the link between what someone does and what they therefore need.
Posts are grouped into categories that carry the safeguarding requirement. “Churchwarden”, “incumbent”, “foundation governor”, “choir leader” — each category, set once, applies to everyone who holds one.
Enhanced with barred list, enhanced, basic or none — decided by the post rather than by whoever filled the form in. A person holding three posts gets the highest requirement of the three.
The whole diocese’s training and DBS position is rebuilt before the working day — so a post that ended yesterday is not still generating a chase today.
What falls due next year, by course and by month — so training is commissioned against a number rather than a feeling.
Who needs Foundation, who has booked it, who has not, and who is overdue — as a working list with the contact details beside it.
The category that decides someone’s training also shapes what they see in the platform and the portal. One definition of a role, used everywhere. Permissions →
DBS 318 reports, training-badge exports, exemption emails, portal declarations — the messy inputs are the product’s job, not yours.
Course and DBS reminders sent on schedule, with a full audit of exactly what was sent to whom, and when.
DBS 318 reports and training-badge exports imported and matched to contacts, with a manual-linking queue for near-misses — nothing silently overwrites the record.
Exemptions logged with reasons and expiry dates — not lost in an email thread when the auditor asks.
Overview, training compliance and DBS status — role-based views for DSAs and archdeacons, updated as the data changes.
Wellbeing referrals and appraisals tracked alongside the compliance picture, where the safeguarding team works.
Office-holders see their own per-role training checklist in the Parish Portal — completed, outstanding and expiring — so the chasing starts before your team has to.
Conduct, redress and retention are where a well-meaning system does the most damage if it treats them like ordinary records.
Cases are recorded under the Clergy Discipline Measure 2003 or the Clergy Conduct Measure 2026 — and the regime is a property of the case, chosen deliberately, not inferred from a date and quietly re-interpreted after commencement. Statutory compliance →
Abuse redress casework sits at the tightest access level in the platform, separately permissioned from everything else including the rest of safeguarding.
Safeguarding material is protected by a retention floor enforced against the retention policies themselves — so a well-intentioned tidy-up cannot shorten it.
A data-subject erasure request touching safeguarding material is placed on legal hold rather than actioned, with the reason recorded. The right answer to some requests is a documented refusal. GDPR & audit →
The employment-side processes sit beside conduct without being confused with it — different records, different permissions, different people.
Licence and PTO compliance treats an expiring DBS as an expiring permission, so a licence is never valid for longer than the check supporting it.
A representative scenario, not a named diocese — but the pattern every safeguarding team will recognise.
Safeguarding data is the one place where “it’s probably fine” is never an acceptable answer. The system’s job is to replace “probably” with a table.— Why we built the safeguarding area first with real diocesan teams