Live accreditation and access exposure board
Problem
Access sits scattered across a door system export, an accreditation spreadsheet, HR's contractor list and a safeguarding record that was checked once at onboarding. Nobody holds the combined view of who can currently get into the building and why. A contractor's clearance can lapse quietly while their pass keeps working. A media pass from last season can still open a door because nobody remembered to pull it. The safety officer and accreditation manager each know their own slice, but neither sees exposure across the whole venue, so the first time anyone notices a stale credential is often during an incident review, days after the fact.
Product idea
A live board that pulls the current state from each source, active door credentials, issued accreditation, contractor and safeguarding expiry dates, and shows one row per person: what access they hold, against what authorisation, and how current that authorisation is. Rows go amber ahead of an expiry date and red once a credential has outlived the record that justified it. Each amber and red state has a named owner (accreditation manager, safeguarding officer, or reception lead depending on category) and an escalation path if it sits unresolved past an agreed window. The board does not issue or revoke passes itself. It shows exposure and pushes the alert to whoever can act on it.
Who it is for
Head of security and safety officer as primary users, sponsored by the accreditation manager or safeguarding officer, with reception and front-of-house staff acting on the alerts day to day.
Possible first version
A dashboard fed by scheduled CSV exports from the door system, accreditation spreadsheet, contractor list and safeguarding record, matched on a shared identifier such as name or badge number. One combined view with status per person, a filter by category, and email escalation to a configured owner when a row goes amber or red. No live door system integration and no automatic pass revocation in version one; the board flags, a person still acts.
- Build classification
- Workflow application
- Rough effort
- 4-6 week first release
- Roles involved
- Head of security, Safety officer, Accreditation manager, Safeguarding officer
- Relevant to
- Professional club, Venue & stadium operator, Federation / governing body, Academy & youth
- Systems in play
- Access control and door systems, Accreditation platforms, HR and contractor records, Spreadsheets
- Product framing
- Monitor
Questions we get asked
What data do we need on day one to make this worth looking at?
An export from the door system's active credential list, the accreditation spreadsheet, and whatever record holds contractor and safeguarding expiry dates. If those exports do not share a common identifier such as a badge number or full name, matching people across them will be the first piece of work, and it is worth doing that check before committing to a build.
Does this replace our access control system?
No. The door system stays the system that actually locks and unlocks doors. This sits above it as a view that compares what the door system currently allows against what the accreditation and safeguarding records say should be allowed. Version one reads from the door system on a schedule rather than controlling it.
We already track expiry dates in a spreadsheet each function owns. Why add a screen?
Because those spreadsheets never get compared against each other. The safeguarding officer's expiry list and the door system's active credential list can both be individually correct and still disagree, and nobody currently checks. The board's only job is to sit across those separate records and surface the mismatch, not to replace any one of them.
Who has to act when something goes amber?
Whoever owns that category: the accreditation manager for media and contractor passes, the safeguarding officer for clearance lapses. The board assigns the alert but the person still decides whether to renew, extend or pull the credential. If nobody is willing to own their category's queue, the board becomes a list of unresolved amber rows rather than a working control.
Is this your workflow?
Tell us one sports workflow that still runs on paper, spreadsheets, WhatsApp or an outdated system. We will map it and show you what a simpler product looks like.
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