Screening compliance for sport organizations
Is every adult on your floor today cleared to be there?
Most associations cannot answer that on a Saturday morning. Cleared reads every police check, coach training record and safe sport certificate, chases the people missing one, and fails their credential at the gym door until they fix it.
- Police checkValid to 2028
- Coach trainingValid to 2027
- Safe sport courseValid to 2028
Example people, real logic.
Your screening policy is fine. Nobody is checking it.
Every provincial sport body in Canada now publishes a screening policy. Risk tiers. Enhanced police checks. Vulnerable sector checks. Renewals every three years.
Then the policy goes to a volunteer with a spreadsheet. Hundreds of documents a season arrive as phone photos, encrypted police PDFs and screenshots of a laptop screen. Half of what comes in is the receipt for the check, not the check. The spreadsheet says compliant because a file exists.
A compliance report nobody reads prevents nothing. Cleared turns the policy into a control: the credential fails at the door until the adult behind it is cleared.
The first sweep
Thirty six hours.
One Canadian youth basketball association. Seven thousand athletes, 1,029 adults in scope, a problem that had not moved in years. Here is what happened after the notices went out.
Forty three documents arrived in the first hour. The review queue peaked at twenty six and one person cleared it in a couple of hours. Read the case study
The engine decides. People handle the exceptions.
Load your policy
Your validity window, the vendors you accept, who is exempt. Your rules, configured once.
Read every document
Phone photos, HEIC files, encrypted police PDFs. Each one gets a named verdict, not a score.
Chase on a ladder
Specific notices at seven, three and one day out. Rejections tell the person exactly what to upload instead.
Enforce at the door
The credential is scanned at the gym. If the adult is not cleared, the scan fails.
A rejection that gets the right document back.
The notice copy matters as much as the engine. "Document rejected" gets a complaint to a board member. This gets a transcript.
Your document was rejected. Please upload a valid document.
You uploaded your NCCP coaching card. It shows your number but not your training. Upload the transcript from your Locker instead: Locker, then My Transcript, then Download PDF.
Built for the people who carry the liability.
Provincial sport organizations
You wrote the screening policy. You cannot see whether your member clubs follow it. Cleared gives every club the same engine and gives you one view of all of them.
For provincial bodiesAssociations with 1,000 adults or more
One volunteer, one spreadsheet, a deadline every September. Cleared runs the sweep, works the queue and holds the door, so the volunteer only handles the exceptions.
See pricingA disclosure goes to one person.
Criminal record disclosures never land in a field a zone admin, a coach or our own staff can read. They route to the one person your organization names. Everyone else sees six words: reviewed and referred to the association.
Data stays in Canada. Documents are purged on your schedule. Every time a human opens a file, it is logged. Security and privacy
Built by an Executive Director, not a vendor.
Ken King ran this problem before he solved it. Twenty years in sport, fifteen of them coaching university basketball, and now Executive Director of a 7,000-athlete association.
Cleared was built inside that association, tested on a real deadline with real volunteers, and every rule in it was learned the expensive way. It knows volunteers upload receipts. It knows police PDFs are encrypted. It knows a coach in two zones is one person, not two. More about Ken
What associations ask first.
Does Cleared run police checks?
No. Your adults keep using the police service or the commercial vendor your policy already accepts. Cleared reads the result they upload, decides whether it meets your policy, and tracks when it expires. Staying out of the check keeps us neutral on vendors.
We already use a registration platform. Why would we need this?
Your registration platform knows who signed up. It does not read the document, it does not know the receipt someone uploaded is not a result, and it does not stop anyone at the door. Cleared imports your roster from it and does the part it skips.
Who sees a criminal record disclosure?
One person your organization names, in writing. Not zone presidents, not other admins, not Cleared staff. Every readable field says only that the file was reviewed and referred.
What happens when the classifier is not sure?
It does not guess. The upload is accepted and stored, the person is told it is under review, and it goes to a human queue. A false rejection makes a good volunteer quit. A pending file costs a reviewer about ninety seconds.
How long does setup take?
A typical association goes from signed agreement to first sweep in about four weeks. Most of that time is translating your screening policy into rules and importing the historical documents you already have.
Is Cleared only for basketball?
No. It was built inside basketball, but the rules come from your screening policy, not from the sport. Any organization that puts adults around other people's children has the same problem.
Find out who is on your floor this Saturday.
Thirty minutes, your screening policy, and an honest answer about whether Cleared fits your organization.