Security and accreditation obligation register
Problem
Every function in the building tracks its own expiry dates separately. The safety officer keeps safety certificate conditions in a folder reviewed before the annual renewal visit. The safeguarding officer holds DBS (Disclosure and Barring Service) check renewal dates in a HR spreadsheet, updated when someone remembers. Contractor insurance certificates arrive by email and get filed, not diarised. Right-to-work documents sit in individual staff files with no shared expiry view. No one holds the full picture, so nobody can answer what lapses this month without ringing round five people. A DBS check runs out quietly, a contractor's insurance expires mid-contract, or a safety certificate condition is missed, and it only surfaces at an audit, a renewal deadline, or after something has already gone wrong.
Product idea
A register that holds every expiring obligation in one place: safety certificate conditions, DBS and safeguarding recheck dates, contractor insurance and right-to-work document expiries, accreditation licences. Each entry has an owner, an expiry date, a document reference and a status. Reminders fire at set intervals before expiry, first to the named owner, then escalating to the head of security or safety officer if nothing is actioned. A single dashboard groups everything by how soon it falls due, filterable by category and owner. An audit export produces a dated snapshot of what was current, what had lapsed and when it was renewed. It does not perform the verification itself and does not issue or revoke passes; it is the register that watches the dates and forces someone to act before they run out.
Who it is for
Safety officers, safeguarding officers, accreditation managers and heads of security who each currently track a slice of compliance separately. The head of security or safety officer would sponsor it, since they carry the consequence when an obligation lapses unnoticed.
Possible first version
A web register with manually entered or CSV-imported obligations across four fixed categories: safety certificates, safeguarding checks, contractor insurance and right-to-work documents. Each entry carries an owner, expiry date and uploaded document. Email reminders fire at set intervals before expiry, escalating to a second named owner if unactioned. A dashboard groups obligations by category and how soon they fall due, and a CSV or PDF export gives a dated compliance snapshot. Version one has no integration with HR, accreditation or access control systems: obligations are entered and updated by hand.
- Build classification
- Workflow application
- Rough effort
- 4-6 week first release
- Roles involved
- Head of security, Safety officer, Safeguarding officer, Accreditation manager
- Relevant to
- Professional club, Venue & stadium operator, Federation / governing body, Academy & youth
- Systems in play
- Spreadsheets, HR and contractor records, Accreditation platforms, Access control and door systems
- Product framing
- Manage compliance
Questions we get asked
What data do we need pulled together before this is worth switching on?
A list of current obligations with their expiry dates and a named owner for each category: whoever holds the safety certificate file, whoever tracks DBS renewal dates, whoever files contractor insurance. That is a few hours of pulling together existing spreadsheets, not a data migration project. You do not need historical records of past renewals to start; the register earns its value from the obligations that are live and expiring next, not from the ones already closed out.
Our safety officer's spreadsheet has never let a certificate lapse. Why change it?
If every category owner genuinely checks their own list on a schedule and nothing has ever slipped through, there may be no case for this. The register earns its place where the failure mode is different: an obligation that sits in someone else's file and nobody else knows exists, so when that person is away, or leaves, or simply forgets one entry among many, nothing catches it. It brings the whole picture into one place that more than one person can see.
Does this check credentials when someone is issued a pass?
No. It does not verify anything at the point a pass is issued and does not touch access control or door systems. It sits upstream of that moment, watching expiry dates across categories so an obligation does not lapse quietly between checks. If your accreditation desk needs a point-in-time verification step, that is a separate tool; this one is the register that tells you what is about to run out, wherever in the building it sits.
Who has to keep the entries current once this exists?
Each category owner updates their own entries when a renewal happens: the safeguarding officer re-dates a DBS check, the accreditation manager updates an insurance certificate. That is a few minutes per renewal, not a new job. If nobody treats updating their entries as part of the renewal process, the register drifts out of date the same way the spreadsheets it replaced did, and it is worth being honest about that before it is built.
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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