Police vetting lets your organisation collect consent and vetting details when people register, check their ID, and track each vetting through to a result, all inside Sporty. No more paper forms, emailed copies of driver licences, or spreadsheets to keep in sync.
Here's what it gives you:
- Only the right people are asked. Vetting questions appear only for people who will work with under-18s, or who pick a role that needs vetting.
- No double-ups. If someone already holds a current Police Vetting accreditation from your organisation, they don't need to be vetted again.
- One place to track progress. The Police Vetting tab in SuperCRM shows who needs action, who is with Police, and who is complete.
- Sensitive details stay protected. Only people with the Safeguarding Admin permission can see vetting details, and ID documents and Police results can't be downloaded.
In this article:
- Who does what
- What registrants see
- Checking a registrant's ID
- When an ID can't be verified
- Sending to Police
- Police results
- The Police Vetting tab at a glance
- Privacy and document handling
- Frequently asked questions
Who does what
Four groups play a part. Your vetting owner is the organisation responsible for vetting in your hierarchy e.g. in football that's usually the national body. A netball centre can be its own vetting owner.
| Who | What they do |
|---|---|
| Registrant | Ticks the under-18 declaration (if shown), gives consent, enters their vetting details, and uploads a photo ID. |
| Club safeguarding admin | Checks each registrant's photo ID against their details, then verifies it or marks it as 'ID cannot be verified'. |
| Sportsground | Sends verified requests to NZ Police. |
| Vetting owner's safeguarding admin | Sees requests across their hierarchy, and decides what happens when Police return results that need review. |
If your organisation is its own vetting owner, the same people check the ID and review any results.
What registrants see
Most registrants never see anything different. The Police Vetting section only appears when both of these are true:
- They're registering for a role that needs vetting.
- They tick the under-18 declaration (if the form asks for it).
When the section appears, it starts with an 'I consent' checkbox. The form can't be submitted until they tick it. They then fill in:
- Legal first, middle, and last names, exactly as shown on their ID
- Up to three previous names (first and last name required for each one entered)
- Date of birth and town or city of birth
- Address
- Driver licence number (if they have one)
- Whether they are a paid worker or volunteer
- A photo ID document
Some details are pre-filled from the registration, and the registrant can correct them.
If they untick the declaration or change to a role that doesn't need vetting, the section disappears and no vetting request is raised.
Already covered? If someone registers again while a vetting is underway or still current, they aren't asked again. Reopening their registration shows a short note saying a Police vetting already covers it.
Checking a registrant's ID
Every new vetting request lands in Needs your action on the Police Vetting tab. Your job is to confirm the photo ID belongs to the person and matches their details.
- In SuperCRM, open the Police Vetting tab.
- Click the Needs your action tile.
- Click Review next to the person.
- Compare the photo ID with the details shown. Any values that differ are highlighted.
- Click Verify ID if everything matches. If not, click ID cannot be verified, enter a reason, and click Confirm ID cannot be verified.
Once you verify an ID, the request moves to In progress. The vetting details then become read-only, because they may already be with Police.
Tip: Search by first name, last name, or both (for example, 'Alex Sample') to find someone quickly. Click a person's name or View Profile to open their CRM profile.
When an ID can't be verified
When you mark an ID as 'ID cannot be verified', the registrant gets an email so they can fix it. Their registration isn't affected.
The email tells them your club was unable to verify their identity, shows the reason you gave, and includes an Update my vetting details link. The link opens their registration with their previous vetting answers filled in. They need to tick 'I consent' again and upload their ID again before submitting.
You can also fix it for them:
- On the Police Vetting tab, click the Awaiting correction tile.
- Click Update next to the person.
- Correct the details in the Police Vetting section. Click the ID file name to view it in a pop-up.
- Click Submit.
Either way, the request goes back to Needs your action for another ID check.
Sending to Police
Once an ID is verified, Sportsground sends the request to NZ Police. You don't need to do anything. While it's with Police, the person shows in In progress with the status 'Awaiting Police result'.
Police results
Most Police results come back clear. When they do, the request moves to Complete and the person's Police Vetting accreditation becomes active.
Reviewing results that need a decision (vetting owners only)
Sometimes Police return information that needs a decision. Only your vetting owner's safeguarding admins can see and act on these.
- On the Police Vetting tab, click the Requires review tile, then View result.
- Choose Vetting outcome approved if the information isn't relevant to the role, or Request applicant response if you'll contact the person outside Sporty so they can respond.
- Once they've responded, open View result again and choose Vetting outcome approved or Vetting outcome declined.
Approving or declining needs a reason, and you can only decline after requesting the applicant's response. An approved outcome moves the request to Complete. A declined outcome moves it to Adverse outcome and removes the person's Police Vetting accreditation, but doesn't change their registrations or team roles.
The Police Vetting tab at a glance
The tiles across the top of the Police Vetting tab show how many requests sit at each stage. Click a tile to filter the list.
| Tile | Who sees it | What's in it | Your action |
|---|---|---|---|
| Needs your action | Everyone with the Safeguarding Admin permission | New requests waiting for an ID check | Review the ID |
| Awaiting correction | Everyone with the Safeguarding Admin permission | IDs that couldn't be verified | Wait for the registrant, or click Update |
| In progress | Everyone with the Safeguarding Admin permission | Verified requests with Police | None |
| Requires review | Vetting owner only | Police results that need a decision | View result and decide |
| Adverse outcome | Vetting owner only | Declined vetting outcomes | None |
| Complete | Everyone with the Safeguarding Admin permission | Finished vettings | None |
| All requests | Everyone with the Safeguarding Admin permission | Every request you can see | None |
The list shows each person's name, registration date, status, and actions.
Privacy and document handling
Sporty keeps vetting details tightly protected.
- Only Safeguarding Admins can see vetting details.
- Clubs can't see results under review or adverse outcomes. Results under review show as 'Awaiting Police result', and adverse outcomes are left out of club lists and counts.
- The Police Vetting tab doesn't show accreditation status or expiry dates.
- Photo IDs and Police results can't be downloaded, and are deleted automatically after 11 months.
- Vetting answers aren't included in exports or confirmation emails.
Frequently asked questions
Where can I see someone's Police Vetting accreditation? Open their CRM profile and go to the Accreditation tab. It shows as 'Police Vetting' in the Qualification column.
Someone made a mistake on their vetting details after I verified their ID. Can I change it? No. Once an ID is verified, the details are read-only because they may already be with Police. Contact support@sportsground.com if something needs fixing.
A coach was declined last season. Will they be asked again if they register? Yes. A declined outcome removes their accreditation, so they'll be asked to vet again.
Why can't I give someone the Safeguarding Admin permission? Only Sportsground can give or remove it, to keep access to vetting details tightly controlled.