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Staff and Volunteer Records
Specific problem
Volunteer training can sit outside the staff systems used by the charity.
How SkillProof helps
Keep the people included in your process in one controlled workspace and filter by role or group.
Charities & Not-for-Profits
Training and safeguarding records for staff and volunteers in one place
Turn the charity's safeguarding training plan into role-specific records for trustees, staff and volunteers. Keep regular training for relevant people, induction evidence and selected check details visible without forcing every role into the same process.
14-day trial. No card. Use test data first.
What managers can check
- Trustee, staff and volunteer training plans kept distinct
- Regular safeguarding training visible for relevant roles
- DBS details recorded only for eligible roles where appropriate
SkillProof workspace
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Separate groups
Review the staff, volunteer or role group relevant to the task.
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Right requirement
Assign only the training and evidence the role needs.
- 3
Visible follow-up
See overdue, upcoming and missing records without another tracker.
Sector pressure
What charity teams need to keep visible
Charity Commission guidance makes safeguarding a trustee governance priority and expects training plans for trustees, staff and volunteers. Where a charity works with children or adults at risk, relevant staff and volunteers should receive regular training. The requirement must follow the role and risk; it is not one identical checklist for everyone.
DBS eligibility also depends on what the role actually does. A charity must decide whether a role qualifies and what level of check is appropriate. SkillProof can record selected check details after that decision, but it does not make the eligibility decision or carry out a check.
SkillProof gives charities one place to keep staff and volunteer training, safeguarding and evidence current - and to prove it when it matters.
01
Volunteers and staff tracked in different places: Volunteer records and staff records often sit in separate spreadsheets with different rules, making a single compliance picture almost impossible.
02
Safeguarding by role and risk: Staff, volunteers and trustees can need different training plans, with regular safeguarding training for the relevant people where the charity works with children or adults at risk.
03
Limited admin time, lots of manual chasing: Small teams can struggle to sustain manual certificate, renewal and induction chasing across a large workforce.
04
Evidence for trustees and funders: Trustees need governance oversight and funders attach training and safeguarding conditions to grants - both need evidence that's quick to produce.
05
Role checks before someone starts: The charity must decide what suitability, reference, right-to-work or DBS checks apply to the specific role and keep a proportionate record of completion.
Connected workflow
A proportionate training record for staff and volunteers
Charity Commission guidance expects safeguarding training plans for trustees, staff and volunteers. The charity decides which roles and requirements belong in SkillProof; the system keeps those records consistent without collecting unnecessary personal data.
Step 1
Define the role
Separate staff, volunteer and other role groups that need different requirements.
Step 2
Assign the record
Add induction, safeguarding or other training required for that role.
Step 3
Collect the evidence
Request and review the certificate or proof against the right person and requirement.
Step 4
Report what matters
Give managers or trustees a scoped view without exposing unnecessary staff detail.
Records to manage
Different people need different charity training records
A volunteer, trustee and employee may have different responsibilities. SkillProof lets the organisation define and review those differences.
RecordWhat sits against itWhat managers review
Record
Volunteer or staff induction
What sits against it
Role-specific induction requirements, completion date and evidence.
What managers review
Complete, outstanding or missing evidence
Record
Safeguarding training
What sits against it
The training plan and evidence set by the charity, including regular training for relevant staff and volunteers where it works with children or adults at risk.
What managers review
Current status and next review
Record
DBS check information
What sits against it
Check details for eligible roles where the charity lawfully chooses to record them.
What managers review
Recorded status and local follow-up
Record
Role-specific training
What sits against it
For example, lone working, first aid, food safety or project-specific requirements where applicable.
What managers review
Requirement, completion and renewal
Feature by feature
How SkillProof handles the work
The system should make the difference between staff and volunteer responsibilities clearer, not add the same admin to every role.
2
Safeguarding Training
Specific problem
Trustees need assurance that the charity's safeguarding training plan covers the relevant trustees, staff and volunteers.
How SkillProof helps
Assign the requirement to the right roles and review completion and evidence status.
3
DBS Checks
Specific problem
Check information for eligible roles can be held separately from the training record.
How SkillProof helps
Record the details your charity is entitled and chooses to hold. SkillProof does not run checks or decide eligibility.
4
Evidence Uploads
Specific problem
Certificates and proof arrive through different coordinators and local folders.
How SkillProof helps
Request and review evidence against the person and requirement it supports.
5
Automated Reminders
Specific problem
Volunteer coordinators and managers spend time chasing renewals manually.
How SkillProof helps
Send reminders before renewal dates and keep overdue follow-up visible.
6
Governance Reports
Specific problem
Boards and managers need assurance without a spreadsheet rebuild or unnecessary personal detail.
How SkillProof helps
Export a scoped training and evidence view for management or trustee review.
Inside SkillProof
See this SkillProof view in context: Evidence review
The product view shows the current record and the follow-up it creates. It is demo data, not a claimed sector result.
SkillProof workspace
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Evidence status
See what has been supplied, what is missing and what still needs review.
- 2
Connected record
Keep the document with the person and requirement it supports.
Who uses the view
One source record for coordinators, managers and trustees
The detail can stay with the operational team while leaders receive the level of reporting they need.
Volunteer coordinators
See induction, training and evidence gaps for the volunteer groups they support.
Operations and safeguarding leads
Review requirements, evidence and upcoming dates across staff and volunteer roles.
Trustees and senior leaders
Receive a scoped governance view without reviewing every individual record.
Explore the next workflow
Move from the sector view to the exact SkillProof workflow or guidance you need.
Recommended next
Charity and volunteer training tracking
See how charities can manage staff and volunteer training records with limited administration time.
Training Records Management
Run one consistent process for recording staff training, reviewing evidence, monitoring renewals and reporting on gaps.
Evidence & Certificate Tracking
Stop losing compliance evidence in inboxes and shared folders. SkillProof helps teams request, upload, review and report on staff evidence and certificates while keeping proof linked to the record it supports.
View 4 more relevant workflows
Questions
Charities & Not-for-Profits questions
Straight answers about what SkillProof records, what your team remains responsible for and how the workflow works.
Can SkillProof track volunteers as well as staff?
Yes - this is a core strength. Volunteers and staff are held in one workforce record, each with the right training and safeguarding requirements for their role, so you get a single compliance picture across everyone.
Can it track safeguarding and DBS?
SkillProof can track safeguarding training and the DBS check details your charity lawfully chooses to hold for eligible roles. It does not decide eligibility, run DBS checks or treat a DBS certificate as having an official expiry date.
Is it manageable for a small admin team?
Yes. SkillProof is built to reduce manual chasing - reminders, evidence requests and the live matrix do the work that would otherwise fall to one person and a spreadsheet.
Can it produce reports for trustees and funders?
Yes. You can export clear reports and evidence packs from live records for governance reviews or funder and grant compliance requirements, whenever they're needed.
Is SkillProof a training course provider?
No. SkillProof doesn't deliver courses - it tracks whether training has been done, holds the evidence, and shows what's overdue. It works alongside whichever training you already use.
How do staff and volunteers upload evidence?
They receive a request and upload from a phone or computer - no app to install. You review and approve, and it links to the right record automatically.
Next step
See how staff and volunteer records stay distinct.
Start with test data to review role requirements, evidence, reminders and governance reporting.
No card required. 14-day trial. Start with test data first.