Compliance Management for Arcades
Handle gaming permits, machine safety, and age compliance with digital tools built for arcade operations.
The Challenge
Arcades operate under intense regulatory scrutiny from the Gambling Commission, with machine categories, stake limits, age restrictions, and anti-money laundering requirements all subject to inspection. Every machine needs PAT testing, different categories require different age policies, and staff need documented training on Challenge 25 procedures. Paper systems can't track which machines need testing, prove age verification training is current, or demonstrate AML compliance when inspectors visit.
How Assistant Manager Solves Arcades Compliance
Each module is designed to address the specific challenges arcades businesses face every day.
Checklist Management
Arcades need machine-specific checklists that track PAT testing by individual machine, verify category-appropriate positioning, and ensure age restriction signage is correctly displayed
The Problems
Why This Matters for Arcades
- Machine safety checks and PAT testing schedules are tracked on spreadsheets that nobody updates, with expired certificates and faulty machines remaining in use
A machine gives a customer an electric shock, and investigation reveals expired PAT certificates and no evidence of daily safety checks
- Opening and closing checks are rushed, with machines switched on without verifying condition, signage, or category-appropriate positioning
Category C machines end up positioned near children's areas without appropriate age restriction signage, putting your permit at risk
The Solution
How Checklist Management Helps
Machine-by-machine digital checklists with PAT scheduling, category and positioning verification, and automated alerts when tests are due
Every machine has current PAT certification, positioning and signage are verified daily, and managers are alerted before any test expires
Use Cases:
- • Daily machine safety checks before opening
- • PAT testing scheduling and certificate tracking per machine
- • Machine category and positioning verification
- • Age restriction signage compliance checks
- • Prize machine value compliance verification
- • CCTV functionality verification
- • Fire safety and emergency exit checks
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Machine safety checks and PAT testing schedules are tracked on spreadsheets that nobody updates, with expired certificates and faulty machines remaining in use
Real Scenario
"A child gets an electric shock from an arcade machine. HSE investigate and find the machine's PAT certificate expired 14 months ago. Your spreadsheet still shows it as current - nobody updated it after the last test was due."
Example 2: Opening and closing checks are rushed, with machines switched on without verifying condition, signage, or category-appropriate positioning
Real Scenario
"Gambling Commission inspectors find a Category C machine positioned near the children's prize area with no age restriction signage. Your opening check log shows 'all machines checked' but nobody specifically verified machine positioning and signage."
Employee Scheduling
Arcades need scheduling that ensures age verification trained staff cover all operating hours, with adequate floor presence to monitor age-restricted machines
The Problems
Why This Matters for Arcades
- Staff are scheduled without checking age verification training status, leaving shifts covered by people who can't legally challenge young-looking customers
Under-18s access Category C machines, and Gambling Commission inspection reveals the staff on duty weren't trained in age verification
- Weekend and evening shifts are short-staffed, with one person covering large floor areas and unable to monitor age-restricted zones effectively
Under-18s access restricted machines because staff are too busy with change or maintenance to supervise properly
The Solution
How Employee Scheduling Helps
Age verification training status checking during scheduling, minimum staffing requirements for age-restricted zones, and coverage visibility for managers
Every shift has staff trained in age verification, age-restricted zones have adequate supervision, and Gambling Commission inspections find compliant operations
Use Cases:
- • Age verification training verification in scheduling
- • Minimum floor coverage for age-restricted zones
- • First aider and fire warden coverage
- • Multi-site scheduling for arcade chains
- • Evening and weekend coverage planning
- • Event and busy period staffing
- • Manager on duty scheduling
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Staff are scheduled without checking age verification training status, leaving shifts covered by people who can't legally challenge young-looking customers
Real Scenario
"Gambling Commission inspectors visit on a Saturday. They observe a young-looking customer playing Category C machines unchallenged. The staff member on duty admits they haven't been trained on Challenge 25 - they only started last week."
Example 2: Weekend and evening shifts are short-staffed, with one person covering large floor areas and unable to monitor age-restricted zones effectively
Real Scenario
"A test purchase by the local authority finds an under-18 accessing age-restricted machines. The single staff member was in the back giving change to another customer and didn't see the teenager. Your permit faces formal review."
Training & Development
Arcades need documented training covering machine categories, age restrictions, Challenge 25 procedures, and AML requirements - with evidence that satisfies Gambling Commission scrutiny
The Problems
Why This Matters for Arcades
- Age verification training is done once during induction with no refresher, and records are paper certificates filed in the office
Staff forget Challenge 25 procedures, don't know which machine categories require age checks, and Gambling Commission find no evidence of current training
- AML (Anti-Money Laundering) training requirements aren't tracked, with staff unaware of suspicious activity indicators or reporting procedures
Suspicious transactions go unreported, and Gambling Commission find no evidence of AML training during their compliance review
The Solution
How Training & Development Helps
Age verification and AML training modules with assessment, automatic refresher scheduling, and Gambling Commission-ready reporting
All staff have current Challenge 25 and AML training, assessments prove understanding not just attendance, and training records satisfy regulators
Use Cases:
- • Challenge 25 age verification training
- • Machine category and restrictions training
- • AML awareness and suspicious activity training
- • First aid certification tracking
- • Fire safety and evacuation training
- • Customer service and conflict resolution
- • New starter arcade-specific induction
- • Annual refresher training scheduling
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Age verification training is done once during induction with no refresher, and records are paper certificates filed in the office
Real Scenario
"During a Gambling Commission inspection, an officer asks a staff member which machine categories require age verification. They don't know the answer. Your training record shows they attended 'induction' 2 years ago - no detail on content or refresher."
Example 2: AML (Anti-Money Laundering) training requirements aren't tracked, with staff unaware of suspicious activity indicators or reporting procedures
Real Scenario
"The Gambling Commission's compliance assessment includes AML training verification. You can't produce any evidence of AML training for any staff member. This is flagged as a significant breach of permit conditions."
Time Clock & Attendance
Arcades need attendance records that can demonstrate who was working during compliance incidents, plus verified closing procedures for insurance purposes
The Problems
Why This Matters for Arcades
- There's no accurate record of who was working during specific incidents, with paper timesheets completed days later from memory
When regulators ask who was on duty when an under-18 accessed restricted machines, you can't provide reliable evidence
- Staff working alone close up and leave without accurate clock-out times, with no record of whether security procedures were completed
Insurance requires proof of proper closing procedures, but you have no verified records of when staff left or what they did
The Solution
How Time Clock & Attendance Helps
Digital clock in/out with verification, closing procedure confirmation, and accurate records for regulatory and insurance purposes
Accurate attendance records for regulatory investigations, closing procedures are verified and documented, and insurance claims have reliable evidence
Use Cases:
- • Clock in/out with manager verification
- • Accurate shift records for incident investigation
- • Closing procedure completion verification
- • Break tracking and compliance
- • Timesheet generation for payroll
- • Real-time visibility of staff on site
- • Evidence for regulatory investigations
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: There's no accurate record of who was working during specific incidents, with paper timesheets completed days later from memory
Real Scenario
"The Gambling Commission investigate an age verification failure that occurred at 7pm on Saturday. Your timesheet shows who was scheduled, but staff swapped shifts and nobody updated the record. You can't prove who was actually working."
Example 2: Staff working alone close up and leave without accurate clock-out times, with no record of whether security procedures were completed
Real Scenario
"Overnight break-in causes significant damage. Insurance asks for evidence of closing procedures. Your paper records show 'closed at 10pm' but there's no detail on what checks were done, and the staff member clocked out at 9:45pm according to CCTV."
Risk Assessment
Arcades need risk assessments that go beyond electrical safety to cover machine positioning, age restriction enforcement, vulnerable persons, and Gambling Commission requirements
The Problems
Why This Matters for Arcades
- Gaming machine risk assessments cover electrical safety but ignore Gambling Commission requirements like positioning, signage, and age restriction enforcement
Risk assessments don't address regulatory compliance, and when permit issues arise, you can't demonstrate systematic risk management
- New machine installations or floor layout changes happen without updating risk assessments, particularly for category positioning and supervision lines
Machine categories end up positioned where staff can't supervise age-restricted areas, and the risk assessment shows an old layout
The Solution
How Risk Assessment Helps
Gaming-specific risk assessments covering regulatory and physical hazards, floor layout tracking, and automatic review prompts when machines are moved
Risk assessments cover both HSE and Gambling Commission requirements, layout changes trigger reassessment, and regulators see systematic compliance
Use Cases:
- • Machine positioning and supervision risk assessments
- • Age restriction enforcement risk assessments
- • Vulnerable persons and social responsibility assessments
- • Electrical and equipment safety assessments
- • Floor layout change risk reviews
- • New machine installation assessments
- • Fire safety and emergency access assessments
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Gaming machine risk assessments cover electrical safety but ignore Gambling Commission requirements like positioning, signage, and age restriction enforcement
Real Scenario
"Your risk assessment covers 'electrical equipment' generically. When Gambling Commission query your social responsibility measures, you have no documented risk assessment covering age restriction, vulnerable persons, or regulatory compliance."
Example 2: New machine installations or floor layout changes happen without updating risk assessments, particularly for category positioning and supervision lines
Real Scenario
"You rearrange machines to fit new cabinets. Category C machines end up in a blind spot behind a pillar. Your risk assessment still shows the old layout. Gambling Commission note the supervision issue and question your procedures."
Accident & Incident Records
Arcades need to log age verification challenges and refusals as evidence of compliance, alongside standard incident recording for customer injuries and machine faults
The Problems
Why This Matters for Arcades
- Age verification challenges and refusals aren't logged, so there's no evidence of systematic enforcement if Gambling Commission question compliance
When regulators ask how often you challenge and refuse underage customers, you have no data to demonstrate consistent enforcement
- Machine faults and customer incidents aren't formally recorded, with verbal reports that never get documented
When claims or investigations follow, you have no records of what happened or what action was taken
The Solution
How Accident & Incident Records Helps
Mobile incident and challenge logging, age verification refusal records, machine fault tracking, and Gambling Commission-ready reporting
Age verification challenges are logged demonstrating enforcement, machine faults are tracked systematically, and regulators see comprehensive incident management
Use Cases:
- • Age verification challenge and refusal logging
- • Customer injury documentation
- • Machine fault and malfunction reporting
- • Suspicious activity logging for AML compliance
- • Near-miss and hazard reporting
- • RIDDOR determination for serious incidents
- • Trend analysis by machine and incident type
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Age verification challenges and refusals aren't logged, so there's no evidence of systematic enforcement if Gambling Commission question compliance
Real Scenario
"Gambling Commission ask for your refusal log. You don't have one - staff say they 'definitely challenge people' but there's no record. The inspector notes this as a failure to demonstrate age verification procedures are being followed."
Example 2: Machine faults and customer incidents aren't formally recorded, with verbal reports that never get documented
Real Scenario
"A customer claims a machine 'ate their money' and they injured themselves hitting it in frustration. Staff remember 'something happened' but there's no incident record. Six months later, a solicitor's letter arrives with no documentation to defend against."
COSHH Assessments
Arcades use cleaning products on sensitive electronic equipment and have staff handling coins and cash all day - both need proper COSHH management
The Problems
Why This Matters for Arcades
- Cleaning chemicals used on machines and floors have no COSHH assessments, with products chosen based on price rather than safety or suitability
Staff develop skin reactions from handling unsuitable products, or machines are damaged by incorrect cleaning chemicals
- Change machine chemicals for hand hygiene and coin cleaning have no assessments despite staff handling them daily
Staff develop skin conditions from frequent chemical exposure without proper PPE or handling procedures
The Solution
How COSHH Assessments Helps
COSHH management for cleaning and hygiene products, product suitability verification for electronic equipment, and mobile SDS access
All chemicals are assessed with proper handling procedures, equipment-appropriate products are specified, and staff can access safety information instantly
Use Cases:
- • Electronic equipment cleaning product assessments
- • Floor and surface cleaning chemical management
- • Coin and cash handling hygiene products
- • Hand sanitiser and hygiene product assessments
- • Glass and screen cleaning product suitability
- • Staff training on correct product use
- • Mobile SDS access for first aid situations
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Cleaning chemicals used on machines and floors have no COSHH assessments, with products chosen based on price rather than safety or suitability
Real Scenario
"A cleaner uses a strong degreaser on touch screens, damaging the coating. Investigation reveals no COSHH assessment, no product suitability verification, and no training on correct cleaning products for electronic equipment."
Example 2: Change machine chemicals for hand hygiene and coin cleaning have no assessments despite staff handling them daily
Real Scenario
"A staff member who handles coins all day develops contact dermatitis. Occupational health ask about coin cleaning chemicals and hand hygiene products - you have no COSHH assessments and no record of safe handling procedures."
HR Management
Arcades need to track Gambling Commission-required training alongside standard certifications, with robust DBS management for venues serving families
The Problems
Why This Matters for Arcades
- Age verification and AML training status is tracked on spreadsheets that aren't updated when training expires or new staff join
Staff work without current training, and Gambling Commission inspections find training gaps that should have been addressed
- DBS checks aren't tracked systematically, with some staff never checked and others' checks outdated
Staff without proper vetting work in environments with unaccompanied children, creating safeguarding risk
The Solution
How HR Management Helps
Complete staff profiles with training status, DBS tracking, automatic expiry alerts, and Gambling Commission-ready reporting
All training is current with automatic alerts, DBS status is tracked systematically, and regulatory requests can be answered instantly
Use Cases:
- • Age verification training status tracking
- • AML training certification management
- • DBS check tracking with update service monitoring
- • First aid certification management
- • Fire warden training tracking
- • Gambling Commission-ready training reports
- • Emergency contact quick access
Feature Screenshot
HR Management
Real-World Examples
Example 1: Age verification and AML training status is tracked on spreadsheets that aren't updated when training expires or new staff join
Real Scenario
"Gambling Commission request training records for all staff. Your spreadsheet shows 12 trained - but 3 have left, 2 never completed training (they're 'scheduled'), and 4 certificates expired. You actually have 3 staff with current training."
Example 2: DBS checks aren't tracked systematically, with some staff never checked and others' checks outdated
Real Scenario
"A parent asks if all staff are DBS checked. You confidently say yes - then check and find two staff were never processed (they 'started urgently') and three update service subscriptions have lapsed."
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