Compliance Management for Primary Schools
From safeguarding to site safety, manage all your school compliance requirements with digital tools designed for education.
The Challenge
Primary schools face intense regulatory pressure from Ofsted, local authorities, and statutory safeguarding requirements - all while managing compliance with limited administrative support. When Ofsted calls on Monday for a Tuesday inspection, schools need immediate access to safeguarding evidence, single central records, and site safety documentation. Paper-based systems make this impossible. DBS renewals are missed, playground equipment inspection records can't be found, and fire drill logs are scattered across different filing cabinets. Problems surface during Ofsted inspections, after playground incidents, or when parents question safety procedures.
How Assistant Manager Solves Primary Schools Compliance
Each module is designed to address the specific challenges primary schools businesses face every day.
Checklist Management
Primary schools need daily, weekly, and termly checklists covering playground safety, building premises, fire safety, and safeguarding environment checks - all aligned to statutory guidance and Ofsted expectations
The Problems
Why This Matters for Primary Schools
- Daily playground checks are rushed before break time, with staff ticking boxes on paper forms without actually testing equipment or photographing hazards
Damaged or dangerous playground equipment goes undetected until a child is injured, and the paper check provides no defence that inspection was thorough
- Fire safety checks, water temperature testing, and building walkarounds are inconsistent because there's no systematic way to ensure all required checks happen
Fire doors are left wedged open, water temperatures exceed safe limits, or building hazards develop because checks were forgotten or never properly documented
The Solution
How Checklist Management Helps
Location-specific digital checklists with mandatory photo evidence, GPS verification of physical inspection, and automatic escalation when checks are overdue or hazards are found
Every playground, building area, and safety system has documented evidence of thorough inspection, hazards are photographed and tracked to resolution, and the head knows immediately if critical checks are missed
Use Cases:
- • Daily playground and outdoor equipment safety checks
- • Weekly fire safety checks including fire doors, extinguishers, and evacuation routes
- • Morning building walkaround covering entry points, classrooms, and communal areas
- • Water temperature testing for handwashing facilities
- • EYFS environment safety checks for reception classes
- • After-hours premises security checks
- • Seasonal checks for heating systems, ventilation, and weather-related hazards
- • Pre-event safety checks before school fairs, sports days, and parent evenings
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Daily playground checks are rushed before break time, with staff ticking boxes on paper forms without actually testing equipment or photographing hazards
Real Scenario
"A child falls from climbing equipment with a cracked support. Investigation reveals the daily check was marked as complete, but staff admit they didn't actually climb up to inspect the structure - they just looked from ground level."
Example 2: Fire safety checks, water temperature testing, and building walkarounds are inconsistent because there's no systematic way to ensure all required checks happen
Real Scenario
"A fire drill reveals emergency exits are blocked by PE equipment. The premises log shows weekly checks are 'complete', but clearly the actual walkthrough wasn't thorough - or didn't happen at all."
Training & Development
Primary schools must track safeguarding training for all staff, DSL certification, paediatric first aid, fire warden training, and EYFS-specific qualifications - with automatic reminders to maintain Ofsted compliance
The Problems
Why This Matters for Primary Schools
- Safeguarding training certificates are filed in personnel folders, and there's no system to track when staff need refreshers or alert when DSL training expires
Staff work with out-of-date safeguarding training, DSL certification lapses, and Ofsted find gaps in statutory training compliance during inspection
- New staff receive verbal induction about fire procedures and safeguarding, but there's no standardized training or record that everyone received the same information
When an incident occurs, you can't prove what training staff received, and inconsistent induction means some staff don't know basic safeguarding procedures
The Solution
How Training & Development Helps
Role-specific training modules with completion tracking, automatic expiry alerts, and digital certificates that prove every staff member completed required training
Safeguarding, first aid, and fire safety training is tracked automatically, heads are alerted before certifications expire, and Ofsted inspections find complete, current training records
Use Cases:
- • Whole-staff safeguarding training with annual refresher tracking
- • DSL and Deputy DSL certification management
- • Paediatric first aid qualification tracking
- • Fire warden and evacuation procedure training
- • New staff induction with completion verification
- • EYFS-specific training for reception staff
- • Online safety and Prevent duty training
- • Allergy awareness and medical condition training
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Safeguarding training certificates are filed in personnel folders, and there's no system to track when staff need refreshers or alert when DSL training expires
Real Scenario
"Ofsted inspectors ask to see safeguarding training records. The head discovers three teaching assistants completed their training three years ago when it should be refreshed annually, and the Deputy DSL's certificate expired four months ago."
Example 2: New staff receive verbal induction about fire procedures and safeguarding, but there's no standardized training or record that everyone received the same information
Real Scenario
"A lunchtime supervisor witnesses concerning behavior but doesn't report it because they don't know the procedure. Investigation reveals their 'induction' was a 10-minute chat in the staff room with no documentation of what was covered."
HR Management
Primary schools must maintain a single central record covering all staff, regular volunteers, governors, and anyone with unsupervised access - with specific DBS requirements and barred list checks
The Problems
Why This Matters for Primary Schools
- The single central record is maintained in a spreadsheet with manual checks, and there's no systematic way to track DBS renewal dates or qualification verification
DBS checks expire unnoticed, staff work beyond their renewal date, and Ofsted inspection reveals gaps in the single central record
- Volunteers and regular visitors like sports coaches are tracked separately from staff, and there's confusion about who needs DBS checks and what level of check is required
Unsupervised access is granted to individuals without appropriate checks, creating safeguarding risk and Ofsted non-compliance
The Solution
How HR Management Helps
Digital single central record with automatic DBS renewal alerts, visitor and volunteer tracking, and complete audit trail of all checks and verifications
The SCR is always complete and Ofsted-ready, DBS renewals are flagged 8 weeks before expiry, and every person on site has appropriate checks documented
Use Cases:
- • Single central record for all staff with automatic DBS renewal alerts
- • Volunteer and visitor vetting record management
- • Governor DBS and section 128 check tracking
- • Supply teacher and contractor verification
- • Right to work documentation for all employees
- • Prohibition from teaching checks
- • Overseas checks for staff from abroad
- • Emergency contact information accessible to all staff
Feature Screenshot
HR Management
Real-World Examples
Example 1: The single central record is maintained in a spreadsheet with manual checks, and there's no systematic way to track DBS renewal dates or qualification verification
Real Scenario
"During an Ofsted inspection, the SCR spreadsheet shows a teaching assistant started work on 15th September, but their DBS certificate in the personnel file is dated 20th September - they worked 5 days without clearance. The head hadn't realized the start date was wrong."
Example 2: Volunteers and regular visitors like sports coaches are tracked separately from staff, and there's confusion about who needs DBS checks and what level of check is required
Real Scenario
"A parent volunteer helps regularly in the library and gradually starts supervising small groups unsupervised. An incident occurs and investigation reveals they never had a DBS check - staff assumed someone else had verified them."
Accident & Incident Records
Primary schools need incident reporting that covers playground accidents, medical incidents, safeguarding concerns, and behavioral issues - with clear audit trails and GDPR-compliant parent communication
The Problems
Why This Matters for Primary Schools
- Playground accidents are recorded in a paper first aid book in the office, safeguarding concerns are logged separately, and behavioural incidents are in class teacher notes - there's no complete picture
Patterns go unnoticed, recurring issues aren't identified, and when a serious incident occurs you can't demonstrate what warning signs existed
- Parents collect injured children and are told verbally what happened, with no systematic record of what information was shared or acknowledgment received
When a parent later claims they weren't told about an injury or what first aid was provided, there's no evidence of the conversation that took place
The Solution
How Accident & Incident Records Helps
Mobile incident reporting with photo evidence, safeguarding concern flagging, automatic parent notification, and trend analysis across all incident types
Every accident is documented with photos and parent acknowledgment, safeguarding concerns are flagged immediately to DSL, and patterns are identified through trend analysis
Use Cases:
- • Playground accident recording with injury photos
- • Safeguarding concern logging with automatic DSL notification
- • Behavioral incident tracking and pattern analysis
- • First aid administration records
- • Head injury documentation and parent notification
- • Medication incident recording for children with medical needs
- • Bullying incident tracking and intervention documentation
- • RIDDOR-reportable incident management
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Playground accidents are recorded in a paper first aid book in the office, safeguarding concerns are logged separately, and behavioural incidents are in class teacher notes - there's no complete picture
Real Scenario
"A child makes a disclosure. Investigation reveals three previous 'low-level' concerns were noted in different places - the class teacher's diary, a first aider's note about unexplained injuries, and a conversation a lunchtime supervisor mentioned to the head. Because they weren't centrally recorded, nobody connected them."
Example 2: Parents collect injured children and are told verbally what happened, with no systematic record of what information was shared or acknowledgment received
Real Scenario
"A parent alleges their child had a head injury at school and wasn't informed. The first aider says she told the parent at pickup. With no written record, it becomes a 'he said, she said' situation."
Risk Assessment
Primary schools need risk assessments for school trips, curriculum activities, PE and sports, playground use, and specific hazards like EYFS water play - all proportionate to the activity and age group
The Problems
Why This Matters for Primary Schools
- School trip risk assessments are generic templates filled in quickly before trips, with no specific consideration of the actual venue or group of children
When an incident occurs on a school trip, your risk assessment provides no evidence that specific hazards were considered or appropriate controls were in place
- Activity risk assessments for PE, science experiments, and D&T are created once and never reviewed, even when equipment or procedures change
Risk assessments don't reflect actual practice, providing no protection when a child is injured during an activity that's evolved since the assessment was written
The Solution
How Risk Assessment Helps
Activity and trip-specific risk assessment templates with AI-suggested controls, mandatory review dates, and automatic prompts when circumstances change
Every school trip has a specific risk assessment for that venue and group, activity assessments are reviewed annually, and the system prompts reviews when equipment or procedures change
Use Cases:
- • School trip risk assessments specific to venue and transport
- • Swimming lesson risk assessments
- • PE and sports activity risk assessments
- • Science experiment and D&T activity assessments
- • EYFS specific risk assessments for water play, outdoor learning
- • Playground equipment risk assessments
- • After-school club activity assessments
- • Contractor and maintenance activity risk assessments
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: School trip risk assessments are generic templates filled in quickly before trips, with no specific consideration of the actual venue or group of children
Real Scenario
"A child wanders off during a museum visit. Investigation finds the risk assessment was a generic template mentioning 'getting lost' but with no specific controls for this particular trip - no description of meeting points, head counts, or supervision ratios for this venue."
Example 2: Activity risk assessments for PE, science experiments, and D&T are created once and never reviewed, even when equipment or procedures change
Real Scenario
"A child is injured during a PE lesson using gymnastics equipment. The risk assessment describes equipment that was replaced two years ago with different safety features - nobody updated it when the equipment changed."
Document Management
Primary schools need centralized storage for statutory policies, safety certificates, Ofsted evidence, and contractor documentation - all searchable and accessible to appropriate staff
The Problems
Why This Matters for Primary Schools
- Policies are stored on a shared drive, some staff have printed copies of unknown vintage, and there's no way to confirm everyone has read current versions
Staff follow outdated procedures, can't find policies when needed, and Ofsted find evidence that published policies aren't being implemented consistently
- Building safety certificates, equipment inspection reports, and contractor documentation are filed in folders in the school office with no systematic tracking
When Ofsted asks for gas safety certificates or electrical inspection reports, it takes hours to locate them - and sometimes they can't be found at all
The Solution
How Document Management Helps
Centralized policy library with version control, read receipts, and digital document storage with automatic expiry alerts for certificates
All staff always access current policies, read receipts prove policy communication, and safety certificates are found instantly with automatic renewal reminders
Use Cases:
- • Policy library with read receipt tracking
- • Building safety certificate storage with expiry alerts
- • Equipment inspection report archive
- • Contractor insurance and qualification verification
- • Ofsted evidence bundle preparation
- • Governor document management
- • Staff handbook and procedure distribution
- • Emergency plan and evacuation procedure access
Feature Screenshot
Document Management
Real-World Examples
Example 1: Policies are stored on a shared drive, some staff have printed copies of unknown vintage, and there's no way to confirm everyone has read current versions
Real Scenario
"A safeguarding incident is mishandled because the staff member followed a printed copy of the policy from two years ago that was in the staff room. The procedure had changed, but nobody knew they were looking at an old version."
Example 2: Building safety certificates, equipment inspection reports, and contractor documentation are filed in folders in the school office with no systematic tracking
Real Scenario
"Ofsted inspectors ask to see the most recent gas safety certificate. The premises manager searches for 30 minutes before finding it in a folder labeled 'Utilities' rather than 'Safety Certificates'. The professional impression is damaged."
Visitor Management
Primary schools must control access, verify identity of all visitors, ensure regular visitors have appropriate checks, and maintain accurate records for safeguarding and emergency purposes
The Problems
Why This Matters for Primary Schools
- Visitors sign a paper book at reception, but there's no systematic way to verify their identity, check they should have access, or track where they go on site
Unauthorized individuals gain access to school buildings, safeguarding risk is increased, and evacuation accountability is compromised
- Regular visitors like sports coaches, music teachers, and maintenance contractors are 'known faces' but there's no systematic verification that their DBS checks are current
Regular visitors work unsupervised with children without current DBS checks because staff assume someone else verified them
The Solution
How Visitor Management Helps
Digital visitor sign-in with photo ID verification, automatic DBS check validation for regular visitors, and real-time visibility of who is on site
Every visitor is properly verified before entry, regular visitors have documented DBS validation, and evacuation accountability is accurate
Use Cases:
- • Visitor sign-in with photo ID verification
- • Regular visitor DBS check tracking
- • Contractor induction and safety briefing records
- • Parent volunteer visit logging
- • Emergency evacuation visitor accountability
- • Safeguarding concern flagging for visitors
- • Governor visit sign-in and purpose tracking
- • Professional visitor coordination (EWO, social workers, etc.)
Feature Screenshot
Visitor Management
Real-World Examples
Example 1: Visitors sign a paper book at reception, but there's no systematic way to verify their identity, check they should have access, or track where they go on site
Real Scenario
"A fire drill occurs during parent consultations. The visitor book shows 12 sign-ins but only 8 sign-outs. Nobody knows if 4 visitors are still on site, left without signing out, or if the records are just inaccurate."
Example 2: Regular visitors like sports coaches, music teachers, and maintenance contractors are 'known faces' but there's no systematic verification that their DBS checks are current
Real Scenario
"A music teacher who visits weekly is later found to have an expired DBS. Investigation reveals staff assumed the agency had checked them, the agency assumed the school had checked, and nobody actually verified the certificate date."
Communication Platform
Primary schools need communication systems that work for teaching staff, support staff, and after-school provisions - with verified delivery for safeguarding-critical information
The Problems
Why This Matters for Primary Schools
- Communicating policy changes, safety alerts, and compliance updates to all staff relies on verbal briefings, emails that may not be read, or notices in the staff room
Critical information doesn't reach all staff, procedures are inconsistently applied, and the school can't prove what information was communicated to whom
- Shift handovers between teaching staff and after-school club leaders rely on verbal updates, with critical information about children's needs sometimes forgotten
Children's medical needs, behavioral concerns, or parental instructions are not passed on, leading to incidents that could have been prevented
The Solution
How Communication Platform Helps
Role-specific communication channels with message read confirmation, critical alert notifications, and documented handover logs
Policy updates reach all staff with read confirmation, critical alerts are acknowledged, and shift handovers are documented systematically
Use Cases:
- • All-staff safety alerts with read confirmation
- • Policy update distribution with acknowledgment tracking
- • Daily staff briefing communication
- • Shift handover logs between teaching and after-school staff
- • Medical alert distribution for children with new health needs
- • Premises issue reporting and resolution updates
- • Emergency procedure activation and confirmation
- • Safeguarding information sharing with DSL escalation
Feature Screenshot
Communication Platform
Real-World Examples
Example 1: Communicating policy changes, safety alerts, and compliance updates to all staff relies on verbal briefings, emails that may not be read, or notices in the staff room
Real Scenario
"A child with a severe allergy joins the school mid-term. The information is shared in a staff meeting and via email, but a supply teacher working that day doesn't know. The child has an allergic reaction because the supply teacher offered food containing the allergen."
Example 2: Shift handovers between teaching staff and after-school club leaders rely on verbal updates, with critical information about children's needs sometimes forgotten
Real Scenario
"A parent instructs that their child must not go home with their usual childminder today and will be collected by grandma instead. The class teacher forgets to tell the after-school club leader, who releases the child to the childminder."
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