Never miss a DBS renewal again
Automated tracking for DBS checks, safeguarding certificates, and coaching qualifications. Be audit-ready at all times, not just when you know an inspection is coming.
Compliance dashboard on desktop, certificate alerts on mobile
vs days with spreadsheets
Reminders before anything expires
Built to SE safeguarding standards
Encrypted, access-controlled
One missed renewal puts your club at risk
Non-compliance with Wavepower can mean loss of Swim England affiliation, invalidated insurance, and personal liability for committee members. Most clubs track this in spreadsheets. Some don't track it at all.
Expired DBS
A coach with an expired DBS can invalidate your club's insurance overnight. One missed date, one major problem.
Lost records
Paper certificates in filing cabinets. An outgoing Welfare Officer takes the folder home. Sound familiar?
Audit panic
Swim England calls. You have a week to produce every certificate. The spreadsheet hasn't been updated since September.
Spreadsheets vs Swimly
What Swim England auditors look for, and how you can produce it.
| Requirement | Manual Process | With Swimly |
|---|---|---|
| DBS certificates | Filing cabinet, often out of date | Dashboard with colour-coded expiry status |
| Safeguarding training | Email history, paper certificates | Digital records with completion dates |
| Coaching qualifications | Physical certificates, sometimes missing | Upload once, never lose again |
| Consent forms | Paper forms, often incomplete | Digital forms with e-signature tracking |
| Audit trail | None, or manual notes | Automatic timestamped audit log |
| Renewal tracking | Calendar reminders (if you remember to set them) | Automated alerts at 90, 60, and 30 days |
DBS check tracking
Every coach, volunteer, and committee member who works with children needs a valid DBS. Swimly tracks them all in one place with automatic renewal alerts, so your Welfare Officer can sleep at night.
- Record certificate numbers, issue dates, and DBS Update Service status
- Automatic alerts 90 days before any DBS renewal is due
- Colour-coded dashboard: green (valid), amber (expiring soon), red (expired)
- Upload scanned certificates for secure digital storage
Every certificate in one place
Coaching levels, first aid, safeguarding training, lifeguard qualifications. Swimly tracks them all with expiry dates and sends reminders before anything lapses.
- Track Level 1, 2, and 3 coaching qualifications
- First aid and pool lifeguard certificates with expiry dates
- See which coaches are qualified for each session at a glance
- Custom certificate types for anything your club needs
Digital Consent Forms
Parents complete medical, emergency contact, and photography consent online. No more chasing paper forms at the start of term.
- Medical information and allergy records
- Photography and social media consent
- E-signature tracking with timestamps
Full Audit Trail
Every change is logged. When a Swim England inspector asks "who updated this and when?", you have the answer instantly.
- Timestamped log of every record change
- Export audit reports for SwimMark assessments
- Role-based access controls (who can see what)
How compliance management works
From first upload to audit-ready reports in four simple steps.
Add your team
Create profiles for coaches, volunteers, and committee members. Upload their existing certificates.
Set expiry dates
Swimly tracks DBS (3-year), safeguarding (3-year), and coaching qualifications. Alerts are automatic.
Collect consent
Digital forms sent to parents automatically. Medical, emergency, and photography consent completed online.
Stay compliant
Your dashboard shows who needs renewals. Automated reminders keep everyone up to date without manual chasing.
Built for Welfare Officers and committee volunteers
Your Welfare Officer shouldn't need a spreadsheet degree. Swimly makes compliance management simple enough for any volunteer, with clear dashboards, plain-English alerts, and one-click audit reports. Hand over the role with confidence.
See how it worksOne click, audit-ready
90, 60, 30 day alerts
Encrypted certificate storage
New Welfare Officer? Sorted
"Swimly's compliance tracking saved us during our Swim England inspection. Everything was up to date, certificates were in one place, and we had full audit trails."
Welfare Officer, Leeds Penguins
Related features
Protect your club, save your committee time
Automated compliance tracking, audit-ready reports, and peace of mind for every Welfare Officer.
Join the waitlistFree for clubs with fewer than 50 members. No credit card required.