Club checks

The record that things were checked — the toilets, the fire alarm, the first aid kit, the defibrillator. Most clubs keep this in a book on a shelf, which answers was it done? only if somebody can find the book and read the handwriting.

Members → Club Checks. What is due shows first, then the form to record one, then everything already done.

Under What gets checked you decide what your club records and how often — every so many days or weeks, or a day of each month. Name somebody, a role, or an email address and they are told when it falls due.

Pavilion starts you with the four most clubs do. Change them, add your own, retire the ones you do not.

Common questions

Can I move the next one without changing the schedule?

Yes. Under What gets checked, set Next one due to the date you want. The hall is booked, or the person doing it is away — the calendar is not as tidy as a schedule. It holds until the check is next recorded, then the ordinary schedule takes over again, because a one-off change should not quietly become the new rule. The card on the log says date set by hand so nobody wonders why it has moved.

What does the Report tab show?

For any period you choose: how many times each check was done, the average gap, the longest gap, when it was last done and when it is next due. The longest gap is the number that matters — twelve fire alarm tests in a year is a fine total and still wrong if nine of them were in March. An average hides that; the longest gap does not, and it is shown in red when it is longer than your club said it should be.

Can I give an inspector the actual records?

Yes — Download CSV on the Report tab gives every entry in the period with dates, times, names and notes, which opens in Excel or Numbers. Print gives the summary on paper. The summary is for your committee; the CSV is what somebody asking for evidence actually wants.

Why can I not edit or delete an entry?

Because a safety record that can be tidied up afterwards is not evidence of anything — and the moment it can be, somebody will be asked whether it was. Correct a mistake by recording the correction, the same as you would in a paper book.

What is the difference between “done by” and “recorded by”?

The person who did the check, and the person who typed it in. Very often not the same — a steward writing up what the greenkeeper did that morning is the ordinary case, and a record that cannot tell them apart quietly credits the work to the wrong person. Both are kept.

Somebody outside the club did it — a contractor.

Choose somebody else under who did it and type their name. No login needed.

How often are the reminders sent?

Once per due date, not once a day. A daily email about the same overdue toilet check is one people learn to filter, and then they miss the one that mattered. Set warn beforehand if you want a few days’ notice.

Why does the monthly option stop at 28?

So it falls in every month. A check set for the 30th would simply not happen in February.

I retired a check by mistake.

Nothing is lost — retiring only takes it off the list. Edit it under What gets checked and tick In use again. Everything recorded against it is still there.

Who can record a check?

Volunteers and above by default, since it is an everyday job. Deciding what gets checked and who is nudged about it is limited to administrators. Both are yours to change under Settings → Permissions.