Compliance Management for Soft Play Centres
Handle equipment safety, hygiene standards, and safeguarding with digital tools built for play centre operations.
The Challenge
Soft play centres face intense scrutiny on equipment safety, hygiene, and safeguarding - all while managing high staff turnover and peak-time chaos during school holidays and weekends. Paper logbooks and filing cabinets make it impossible to prove daily equipment checks were done, track which staff have current DBS clearance, or demonstrate cleaning schedules to worried parents. Problems only surface when a child gets hurt, a parent complains to Environmental Health, or an insurer questions your safety records.
How Assistant Manager Solves Soft Play Compliance
Each module is designed to address the specific challenges soft play businesses face every day.
Checklist Management
Soft play centres need zone-by-zone checklists covering equipment safety, hygiene, and toilets, with different frequencies for busy periods and the ability to prove compliance at any moment to parents, insurers, or EHO
The Problems
Why This Matters for Soft Play
- Staff rush through or skip equipment checks during busy periods like birthday parties and school holidays, ticking boxes without actually inspecting slides, ball pools, and padding
Damaged equipment goes unnoticed until a child is injured, leaving you unable to prove the equipment was inspected that day
- Ball pool cleaning schedules slip during busy weekends, with deep cleans postponed because 'it's too busy to close the area'
Hygiene complaints to Environmental Health, negative reviews from disgusted parents, and potential norovirus outbreaks that force temporary closure
The Solution
How Checklist Management Helps
Digital checklists with scheduled tasks, photo evidence requirements, and real-time completion tracking across all play zones
Every piece of equipment is checked before opening, every cleaning task is documented with photo proof, and managers get instant alerts when tasks are overdue - before problems are discovered by parents or inspectors
Use Cases:
- • Pre-opening equipment safety checks with photo evidence of padding condition
- • Ball pool daily inspection and weekly deep-clean scheduling
- • Hourly toilet and changing area cleanliness checks
- • Frame and netting inspection checklists aligned to RPII requirements
- • Party room setup and turnover checklists
- • End-of-day closing procedures with security verification
- • Cafe and food service area cleaning schedules
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Staff rush through or skip equipment checks during busy periods like birthday parties and school holidays, ticking boxes without actually inspecting slides, ball pools, and padding
Real Scenario
"A split foam pad on a climbing frame goes unrecorded for three days during half-term. When a child catches their finger in the gap, parents demand to see inspection records and find nothing for that area."
Example 2: Ball pool cleaning schedules slip during busy weekends, with deep cleans postponed because 'it's too busy to close the area'
Real Scenario
"A parent finds a used plaster in the ball pool and posts photos on Facebook. When EHO visit, you can't prove when the ball pool was last emptied and sanitized because the paper log is incomplete."
Employee Scheduling
Soft play centres need scheduling that enforces safeguarding requirements - you can't just fill shifts with any available body when children's safety depends on staff having current DBS checks, first aid training, and appropriate supervision ratios
The Problems
Why This Matters for Soft Play
- Rotas are created on paper or spreadsheets without checking who actually has current DBS clearance, first aid certification, or safeguarding training, leading to unqualified staff being scheduled for supervisory roles
Children are supervised by staff who lack required certifications, creating serious safeguarding exposure and potential Ofsted concerns if discovered during inspection
- Weekend and school holiday rotas are chaotic, with managers calling staff at the last minute to cover gaps because nobody knows who's actually available or already working maximum hours
Staff burnout from being repeatedly called in, Working Time Regulations breaches from overworked staff, and constant understaffing during your busiest and most profitable periods
The Solution
How Employee Scheduling Helps
Drag-and-drop scheduling with automatic qualification checks, real-time availability visibility, Working Time Regulations compliance monitoring, and instant shift vacancy notifications
Every shift is covered by properly qualified staff, schedules are created in minutes instead of hours, and the system automatically prevents you from scheduling staff without required DBS or training certifications
Use Cases:
- • Weekend and school holiday rota planning with qualification checks
- • DBS and safeguarding certification verification before shift assignment
- • Toddler area supervision ratio compliance scheduling
- • Part-time and zero-hours staff availability management
- • Shift swap handling with automatic qualification verification
- • Birthday party staffing requirements and coverage
- • Working Time Regulations compliance for young workers
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Rotas are created on paper or spreadsheets without checking who actually has current DBS clearance, first aid certification, or safeguarding training, leading to unqualified staff being scheduled for supervisory roles
Real Scenario
"During a surprise Ofsted visit, inspectors discover that the only staff member in the toddler area has an expired DBS check and no paediatric first aid certificate. You scheduled her because she was available, not because you checked her qualifications."
Example 2: Weekend and school holiday rotas are chaotic, with managers calling staff at the last minute to cover gaps because nobody knows who's actually available or already working maximum hours
Real Scenario
"It's Saturday morning of half-term and two staff have called in sick. You spend an hour calling people who are either already working 48 hours this week or have plans. The centre opens understaffed, supervision ratios are stretched, and a parent complains to you directly about safety."
Time Clock & Attendance
Soft play centres employ many young and part-time workers who have specific Working Time Regulations requirements - you need attendance tracking that monitors break compliance for under-18s and creates accurate records of who was supervising children at any given time
The Problems
Why This Matters for Soft Play
- Staff clock in late or have friends clock them in, and paper timesheets are filled in from memory at the end of the week with estimated hours that don't match actual attendance
You're paying for hours not worked, have no accurate record of who was actually on-site when incidents occurred, and can't defend against claims that adequate supervision was present
- Young staff don't take proper breaks because they feel guilty leaving colleagues during busy periods, and managers have no visibility into whether Working Time Regulations are being followed
Working Time Regulations breaches for under-18 staff who are entitled to longer breaks, potential HSE enforcement if a fatigued young worker is involved in an incident, and staff burnout leading to high turnover
The Solution
How Time Clock & Attendance Helps
Digital clock in/out with timestamp verification, automatic break monitoring, Working Time Regulations violation alerts, and accurate timesheet generation for payroll
You know exactly who is on-site at any moment, young workers get their legally required breaks, and accurate attendance records support both payroll accuracy and incident investigation
Use Cases:
- • Clock in/out with verification to prevent buddy punching
- • Under-18 staff break compliance monitoring
- • Real-time visibility of who is actually on-site
- • Working Time Regulations violation alerts for young workers
- • Accurate timesheet generation for weekly payroll
- • Attendance records for incident investigation support
- • Overtime tracking during busy periods and school holidays
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Staff clock in late or have friends clock them in, and paper timesheets are filled in from memory at the end of the week with estimated hours that don't match actual attendance
Real Scenario
"A child is injured at 2:15pm. The parent's solicitor asks for records of which staff were on duty. Your paper timesheet shows 4 staff, but CCTV reveals only 2 were actually on the floor - one was on break, one had clocked in but left for a personal errand."
Example 2: Young staff don't take proper breaks because they feel guilty leaving colleagues during busy periods, and managers have no visibility into whether Working Time Regulations are being followed
Real Scenario
"A 17-year-old staff member works a 6-hour shift without a break during a busy Saturday. When she trips and injures herself, HSE investigation reveals she was entitled to a 30-minute break which was never taken - and you have no records to prove otherwise."
Training & Development
Soft play centres have high staff turnover and rely on young, part-time workers who need structured onboarding and ongoing competence verification - especially for safeguarding, first aid, and emergency procedures
The Problems
Why This Matters for Soft Play
- Safeguarding training is delivered during induction then never refreshed, with certificates stored in personnel files that nobody checks
Staff can't recognise or respond to safeguarding concerns, training expires without anyone noticing, and you can't prove competence to inspectors or parents
- New staff are thrown onto the floor after a quick verbal briefing because 'we're too busy for proper training' during peak periods
Untrained staff don't know emergency procedures, equipment check requirements, or how to handle difficult situations with parents, creating safety and reputational risk
The Solution
How Training & Development Helps
Learning management system with mandatory training courses, certificate tracking, automatic expiry alerts, and training matrix reporting for compliance oversight
Every staff member completes required training before working with children, certificates are tracked automatically with renewal reminders, and you can produce instant training reports for inspectors
Use Cases:
- • Safeguarding Level 1 and Level 2 training with certificate tracking
- • Paediatric first aid certification management
- • Equipment safety and daily check procedures training
- • Emergency evacuation and lockdown procedure training
- • Food hygiene certification for cafe staff
- • Customer service and complaint handling training
- • New starter induction with competency sign-off
- • Annual refresher training scheduling and tracking
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Safeguarding training is delivered during induction then never refreshed, with certificates stored in personnel files that nobody checks
Real Scenario
"A child discloses abuse to a staff member who doesn't know the correct procedure and tells the parent directly. Your safeguarding lead discovers the staff member's Level 2 Safeguarding certificate expired two years ago and was never renewed."
Example 2: New staff are thrown onto the floor after a quick verbal briefing because 'we're too busy for proper training' during peak periods
Real Scenario
"A new starter on their third shift is alone in the toddler area when a child goes missing. They don't know the lockdown procedure and panic. The child is found in the toilets, but parents witness the chaos and post about it online."
HR Management
Soft play centres work with vulnerable children, making enhanced DBS checks mandatory and safeguarding compliance critical - paper-based systems create unacceptable risk of staff with expired checks working with children
The Problems
Why This Matters for Soft Play
- DBS check expiry dates are tracked on a spreadsheet that nobody updates, and enhanced DBS certificates are stored in a filing cabinet that's rarely opened
Staff with expired or missing DBS checks work with children, creating serious safeguarding risk and regulatory exposure if Ofsted or parents discover non-compliance
- Staff medical conditions and emergency contacts are collected on paper forms during onboarding then filed away, with no easy way to access critical information in an emergency
When a staff member collapses or is involved in an incident, you can't quickly access their emergency contact or relevant medical information
The Solution
How HR Management Helps
Complete employee records with DBS tracking, automatic expiry alerts, encrypted medical records, and instant access to emergency contacts from any device
Every employee's DBS status is tracked automatically with 90-day renewal reminders, medical information is accessible when needed, and you can instantly prove safeguarding compliance to any inspector
Use Cases:
- • Enhanced DBS check tracking with automatic renewal alerts
- • Right-to-work documentation and verification
- • Staff emergency contact quick access for incidents
- • Medical information storage for first aid situations
- • Proof of safeguarding compliance for inspectors
- • Staff qualification and certificate storage
- • Holiday and absence tracking during peak periods
Feature Screenshot
HR Management
Real-World Examples
Example 1: DBS check expiry dates are tracked on a spreadsheet that nobody updates, and enhanced DBS certificates are stored in a filing cabinet that's rarely opened
Real Scenario
"During an Ofsted spot check for your after-school club registration, inspectors ask to see DBS certificates for three staff members. You discover one expired 8 months ago and another was never completed - they just 'started on the floor' during a busy period."
Example 2: Staff medical conditions and emergency contacts are collected on paper forms during onboarding then filed away, with no easy way to access critical information in an emergency
Real Scenario
"A young staff member has a seizure on shift. While waiting for the ambulance, you realise you don't know her emergency contact or whether she has epilepsy documented. Her personnel file is locked in the office and you can't find the key."
Risk Assessment
Soft play centres need equipment-specific risk assessments that cover child-unique hazards like entrapment, falls, and collision, plus activity risk assessments for parties and external providers using your premises
The Problems
Why This Matters for Soft Play
- Risk assessments for play equipment are created once and filed away, never reviewed even when equipment is modified or new activities are added
Outdated assessments don't reflect current hazards, leaving you exposed when HSE or insurers ask how you identified and controlled risks for a specific piece of equipment
- Birthday party activities like face painting, balloon modelling, and bouncy castles are run without any risk assessment, relying on external providers to 'handle their own safety'
When an incident occurs during a party activity, you're liable as the venue operator but have no documented risk assessment or control measures
The Solution
How Risk Assessment Helps
Comprehensive risk assessment system with hazard identification, AI-suggested control measures, automatic review reminders, and version history tracking
Every piece of equipment and every activity has an up-to-date risk assessment, with automatic reminders when reviews are due and a complete audit trail showing how risks have been managed over time
Use Cases:
- • Play frame and climbing equipment risk assessments
- • Ball pool and foam pit hazard identification
- • Toddler area age-separation risk management
- • Birthday party activity risk assessments
- • External entertainment provider risk review
- • Food service and allergen risk assessment
- • Fire and emergency evacuation risk assessment for child-focused venue
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Risk assessments for play equipment are created once and filed away, never reviewed even when equipment is modified or new activities are added
Real Scenario
"You add a new toddler zone with a ball cannon feature. When a child is hit in the face by a ball, your insurer discovers you never risk-assessed the new attraction - your existing 'soft play equipment' assessment is three years old."
Example 2: Birthday party activities like face painting, balloon modelling, and bouncy castles are run without any risk assessment, relying on external providers to 'handle their own safety'
Real Scenario
"A hired bouncy castle collapses during a birthday party. Parents sue both the operator and your venue. You have no risk assessment for external equipment used on your premises."
Accident & Incident Records
Soft play centres see frequent minor injuries that need documenting without creating excessive paperwork, but must also capture serious incidents thoroughly for insurers, HSE, and potential legal claims
The Problems
Why This Matters for Soft Play
- When a child is injured, staff focus on first aid and calming upset parents, leaving incident documentation until later when details are forgotten or inconsistent
Incomplete accident records make it impossible to defend against claims months later, and fail to identify patterns that could prevent future injuries
- Near-misses and minor bumps go completely unrecorded because staff don't want to 'make a fuss' or fill out paperwork for every tumble
You miss warning signs before serious injuries occur, and can't demonstrate to insurers that you have a learning culture around safety
The Solution
How Accident & Incident Records Helps
Mobile incident reporting with structured forms, photo evidence, witness capture, RIDDOR determination, and follow-up action tracking to closure
Every incident is documented immediately and completely, with automatic RIDDOR assessment, follow-up actions tracked, and pattern analysis to prevent future injuries
Use Cases:
- • Child injury reporting with parent notification records
- • Near-miss and hazard spotting documentation
- • RIDDOR determination and reporting for serious injuries
- • Witness statement capture at time of incident
- • Follow-up action tracking (equipment repair, staff retraining)
- • Monthly incident trend analysis and pattern identification
- • Insurance claim documentation preparation
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: When a child is injured, staff focus on first aid and calming upset parents, leaving incident documentation until later when details are forgotten or inconsistent
Real Scenario
"A child breaks their wrist on the slide. Six months later, solicitors request all records. Your handwritten accident book entry has no witness details, no description of how the fall happened, and no record of the equipment check that morning."
Example 2: Near-misses and minor bumps go completely unrecorded because staff don't want to 'make a fuss' or fill out paperwork for every tumble
Real Scenario
"Three children slip on the same step in one week - nobody records it. The fourth child falls and breaks their arm. Your insurer asks for near-miss data and you have none, suggesting inadequate safety monitoring."
COSHH Assessments
Soft play centres use strong cleaning chemicals to maintain hygiene standards in environments where children crawl, touch everything, and put objects in their mouths - proper COSHH management protects both staff and the vulnerable children in your care
The Problems
Why This Matters for Soft Play
- Cleaning chemicals are used without COSHH assessments because managers assume household-type cleaners don't need formal documentation, and Safety Data Sheets are buried in a drawer nobody opens
Staff suffer skin reactions or respiratory issues from improper chemical use, HSE find no COSHH assessments during inspection, and you can't prove you trained staff on safe handling
- Strong sanitizers and disinfectants required for infection control in children's play areas are stored unlocked, and staff don't know dilution ratios or contact times for effective sanitization
Either surfaces aren't properly sanitized (creating infection risk) or chemicals are used at dangerous concentrations (creating chemical exposure risk to children crawling on wet surfaces)
The Solution
How COSHH Assessments Helps
COSHH assessment management with AI-powered chemical identification from photos, automatic Safety Data Sheet retrieval, hazard classification tracking, and review period reminders
Every cleaning chemical has a current COSHH assessment, staff can quickly access safety information on their phone, and you can prove proper chemical management to HSE, EHO, and insurers
Use Cases:
- • Ball pool sanitizer and disinfectant COSHH assessments
- • Toilet and changing area cleaning chemical management
- • Food service area cleaning product assessments
- • Staff training records on chemical handling procedures
- • Dilution ratio and contact time documentation
- • Chemical storage and COSHH cabinet compliance
- • Safety Data Sheet library accessible from any device
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Cleaning chemicals are used without COSHH assessments because managers assume household-type cleaners don't need formal documentation, and Safety Data Sheets are buried in a drawer nobody opens
Real Scenario
"A cleaner mixes bleach with another cleaning product while sanitizing the ball pool, creating toxic chlorine gas. When HSE investigate, they discover you have no COSHH assessment for either product and no record of training staff on chemical safety."
Example 2: Strong sanitizers and disinfectants required for infection control in children's play areas are stored unlocked, and staff don't know dilution ratios or contact times for effective sanitization
Real Scenario
"After a norovirus outbreak, a well-meaning staff member uses undiluted industrial sanitizer on the ball pool balls. A toddler puts a still-wet ball in their mouth and suffers chemical burns. Your COSHH assessment doesn't even list the product."
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