Plan the routine around your site
Identify the rooms, entrance arrangements and shared facilities covered by the club’s approved premises routine. The team may inherit a room from another user, so record its actual condition and the preparation work completed before the session. Assign tasks to authorised roles and use a due window that fits the club timetable. Safeguarding, collection permissions, attendance and child-specific care belong in their designated procedures and records. A general premises finding should use the room or asset reference without naming children. At close, record unfinished room work and the next owner so the following user receives an understandable handover.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Room handover | Review the shared room’s operational condition. | Room and previous action. |
| Session setup | Complete approved premises preparation. | Task, person and result. |
| Shared facilities | Record assigned readiness and cleaning work. | Area and exception. |
| Storage readiness | Follow approved storage-area tasks within scope. | Location and outcome. |
| Premises finding | Report visible room or fixture observations. | Area and escalation. |
| Closing reset | Pass unfinished room work to the next user or lead. | Owner and next review. |
Shared-room reports should not become child records
Use location and asset identifiers for premises work. Attendance, collection, care and safeguarding information require their designated processes and access arrangements.
Give the next shift enough context
A loose accessible cupboard fitting is found in shared room AC-01 before setup. The team follows its restriction and reporting procedure, using the room reference only. The club lead records the temporary storage arrangement and repair owner. The next room user receives the premises action without child-specific details.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review repeated setup exceptions caused by shared-room use and whether closing actions have an agreed next owner. Keep premises completion separate from attendance and safeguarding records. An incomplete room task needs a recorded reason and follow-up rather than a tick added after the session without context.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore opening & closing examples and planning and cleaning & readiness examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
What should a shared-room handover contain?
The room reference, actual premises observation, action taken and next owner. Child-specific information belongs in the club’s approved child-record procedures.
What is the scope of this guide?
Use approved childcare, safeguarding, staffing and premises arrangements. This guide does not determine regulatory registration, child supervision or collection permissions.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: schools and education. Source checked 5 October 2026.
Use approved childcare, safeguarding, staffing and premises arrangements. This guide does not determine regulatory registration, child supervision or collection permissions.