Owns welfare cases, sensitive notes and follow-up without a private folder.
SW · Club OS module
Incidents and welfare should leave a trail the next volunteer can follow.
Safety & Welfare is the Club OS desk for incidents, injuries, medical notes, welfare concerns, participation and return-to-play. Actions and follow-ups stay attached to the case so the club is not relying on a text thread that disappears when a coordinator steps down.
The job
What Safety & Welfare is for.
Give welfare officers, first-aid leads and coaches one place to log what happened, what was done, who still owns an action, and whether a player is cleared to participate.
Who uses it Welfare / child safety officer First-aid / medical lead Coach / team manager President Incoming committee
Built around real club roles.
Logs injuries and medical events against the person who was involved.
Sees participation and return-to-play status for their team without chasing inboxes.
Knows incidents are recorded in the club system, not only in someone’s memory.
Inherits open actions and settings instead of starting from a blank page.
Inside the module 01 02 03 04 05 01 02 03 04
The functionality committees actually run.
Incidents, injuries and welfare
Capture what happened once, with the people and context Club OS already knows.
Incident logging
Record what happened, where, when and who was involved. Link people from the register so the club is not retyping names from a paper form.
Injuries and medical events
Capture injury detail, first response and any medical notes the club is allowed to keep. Sensitive fields stay role-gated.
Welfare cases with care
Welfare concerns sit in a controlled workflow — not a group chat. Access follows roles from People & Teams and Documents & Vault for supporting files.
Participation and return-to-play
Mark who can train, who is restricted and who is cleared. Coaches should not guess from sideline gossip.
Linked policies and quals
Point a case at the policy in force and the courses or clearances people should hold. Safety work connects to Policies and Courses, not a separate binder.
Actions, register and settings
Follow-up is the job — not just filing the form.
Actions and follow-ups
Assign owners, due dates and status on every case. Open actions stay visible until someone closes them.
A living safety register
Browse open, closed and overdue items without hunting email. The register is the operating view for the welfare desk.
Club settings that stick
Configure who can create cases, who can see welfare fields, and what notifications fire — so the process survives a role change.
A record for auditors and handover
When association, insurer or committee asks what was done, the club can show the trail. Incoming officers inherit open work, not a USB stick.
How it runs
A path volunteers can repeat.
01 · Log the event Create an incident, injury or welfare case against Club OS people and context.
02 · Capture response Record what was done on the day and attach controlled documents where needed.
03 · Assign follow-up Give each action an owner and a due date.
04 · Clear participation Update RTP and participation status so teams are working from the same truth.
What it replaces
The hidden systems clubs already have.
- Injury forms in a shed folder
- Welfare notes in a personal phone
- RTP decisions in a coach group chat
- Open follow-ups nobody owns
- A process that resets every AGM
Connected modules
This work does not sit alone.
See Safety & Welfare in a walkthrough.
We will show the working screens, the volunteer path, and how this module connects to the rest of Club OS for your club.
Ready when your committee is
Give the club a system that outlasts the season.
Start with the workflows causing the most pressure, then grow into a full Club Operating System.