Summary: Thanks to automated screening, administrators can manage their whole Safe Ministry Check account with a weekly check-in of no more than an hour. Use your Weekly Snapshot email to action errors, follow up pending trainees, add new people and update anyone whose circumstances have changed.
Key terms
Weekly Snapshot: a weekly email giving an up-to-date overview of every trainee's training and screening status.
WWCC: Working With Children Check (or your state-based equivalent).
1. Review your Weekly Snapshot email
Each week you'll receive a Weekly Snapshot email showing the status of all trainees at a glance.
Error status
An error could mean a trainee's WWCC couldn't be verified, a referee has raised a concern, or the trainee has disclosed a concern. Errors are critical: action them as soon as possible.
Pending status
A pending trainee may not have started their training, their WWCC may be awaiting verification, or they may be waiting on a referee's response. Whether to follow up depends on the reason and how long they've been pending. For example, if someone has taken a few weeks to complete their training, you might check in with them.
2. Add and invite new people
If new volunteers or staff started in the past week, add them and invite them to start their training and screening. There are two ways:
Invite them yourself: from the Trainee menu, select Add / Invite people to be trained, enter their details and send an invitation. This lets you set their trainee type, so they complete the right course.
Share your training link: your dashboard shows a training URL for your church's trainee portal. Trainees use it to create their own profile.
For full steps, see How to invite people to complete their Safe Ministry Training.
3. Update people already in the system
If someone's circumstances change (for example, they take on more responsibility), update the trainee type on their profile and request any further screening. If someone has stopped volunteering, archive their profile.