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Personnel

See the expiry before it lapses.

One directory of the people in the school, the roles they hold, the certifications they carry and the dates those lapse.

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In one paragraph

Personnel in EthosOne is the people register for a school: a directory of active, pending and deactivated people

Each with explicit roles at the entity or group they belong to, and a record of certification, compliance requirements and Working with Children Check expiry with reminders to the person and to the owner before a date lapses.

The problem

  1. Cleared meant checked on the day the spreadsheet was built

    A Working with Children Check has a date on it, a first aid certificate has another, and the register that says everyone is current was true when someone last typed into it. The reviewer's question is not whether the school checks. It is who, on this date, was cleared to be here.

  2. Induction lives with one person

    The slides, the completion spreadsheet and the knowledge of who has not done the WHS module all sit with the lead who ran it. When they are away, the school cannot say which of the six new staff finished, and a completion nobody can produce is a completion that did not happen.

  3. A role is not a name

    Access, training and certification are granted to people and then follow them as they change roles, go on leave and come back. Without an explicit role at an explicit entity, the school ends up with a directory that describes who used to be here.

What we keep hearing

It is 4:30 and a parent volunteer has arrived to coach the under-14s. The deputy asks the front office whether his Working with Children Check is current, and the spreadsheet says it was, on the day the spreadsheet was built. Tomorrow is the swimming carnival, with eleven more volunteers and a reviewer's question waiting for any of them: who, on this date, was cleared to be here? Before the carnival, cleared still has to mean checked.

This is the room where the dates are already known, and the reminder went out before one lapsed.

Free template pack

Every policy a school is expected to hold, already listed

A register that says which of the expected policies you hold, with an owner and an approver on each, and the gaps named.

What it does

Three views, one reconciled picture. Each one drills to the record it came from.

  • Certification currency in EthosOne.
    01

    Certification

    First aid, teacher registration, the school's own requirements and every other credential a person carries are recorded per person, each with its expiry date. The person and the owner are reminded before a date lapses, not after, and staff see their own certifications and what is due.

  • The outstanding training card from a school's learning dashboard: six named courses still due, among them Child Safety Core, mandatory reporting for New South Wales and Queensland, and the Victorian standards and screening course.
    02

    Compliance training

    Compliance and work health and safety induction as a learning management system. Versioned SCORM courses sit in a library that staff search by role, enrolment and duration, each course stating its content, duration, version and completion rule before anyone commits time to it.

  • Working With Children Check currency in EthosOne.
    03

    Working with Children Checks

    Every person who works with or around students carries their Working with Children Check as a record with a number, a State, an expiry and a verification date, whether they are staff, a contractor or a volunteer. The register shows who is cleared today, who lapses this term and who has never been verified, and the reminders go to the person and to the owner before a date passes.

What it does not do

  • It does not use a display title as an authorisation role.
  • It does not grant access across entities implicitly.
  • It does not delete ownership history when access is revoked.
Customer stories

Made for the people who run their school.

Frequently asked questions

The seven we are asked every time.

Still weighing something up? Thirty minutes with us, on your own registers, answers the rest.

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  1. 01Can it track staff training and compliance?

    Yes. Personnel is the people register: every person carries their roles, certifications, compliance requirements and Working with Children Check expiry, with reminders to the person and to the owner before a date lapses. Training runs in the same module: SCORM courses with a completion rule, assignments with a due date and a recurrence, and a valid-until date on each completion, so an expired refresher stops counting as current.

  2. 02Does it remind people before a WWCC or first-aid certificate expires?

    Yes. Each requirement has an expiry date per person, and both the person and the owner are reminded before it lapses. Staff see their own certifications and what is due.

  3. 03Can staff see their own record?

    Yes. A staff member sees their own certifications, what is due and the learning assigned to them, and nothing beyond their role.

  4. 04Is personnel data kept in Australia?

    Yes. Databases and infrastructure are onshore, and the AI helper is Frontier AI hosted via Amazon Bedrock in AWS Sydney, with no school data training any model.

  5. 05What happens when a staff member leaves?

    Deactivate them. EthosOne lists the risks, controls, treatments, actions and compliance items they own, asks you to name a successor for each, records the transfer and then removes access. Their history stays.

  6. 06Do board members and volunteers need a paid seat?

    No. There are no per-user fees. Give a volunteer a custom role with only the modules they need.

  7. 07Focus module, in full: what does it cover?

    People are invited, added from an existing account or imported by CSV; roles come from a read-only built-in matrix or a custom role the school builds; and when someone leaves, their open responsibilities are transferred before access is removed. Personnel is part of the HR Compliance focus module at $5,000 a year on top of Core, with no per-user fees.

Built to scale

Run at any scale. From one campus to a diocese, with every entity reporting the same way.

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25
policy domains help you make sense of the policies you have, and the ones you need
Every regulator
in Australia and New Zealand supported
Safe
data, processing and AI based in Sydney and Melbourne via AWS

Coverage spans the eight Australian states and territories, with Commonwealth law applying across all of them, and separately New Zealand. Domain figures come from the PolicyAI Research Atlas, refreshed weekly.