Plan the routine around your site
Plan the premises routine around the training room, entrance, changing facilities and the shared equipment storage assigned to the person completing it. Approved floor, mat and equipment procedures determine the actual work and competent roles. The opening record should identify their relevant confirmation and any restriction rather than asking for a broad “dojo safe” answer. Fit the assigned due window to the class timetable and allow an honest exception if preparation cannot be completed. Keep participant attendance, health and safeguarding information in its designated records. At changeover, name the room and next operational owner so findings remain clear when a different instructor takes over.
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 |
|---|---|---|
| Instructor handover | Review unresolved room and storage actions. | Room reference and lead. |
| Room preparation | Follow the approved premises setup task. | Actual outcome and time. |
| Shared facilities | Record assigned cleaning and readiness work. | Area and exception. |
| Equipment reference | Refer to required authorised equipment checks. | Asset and approved record. |
| Operational finding | Report visible observations within the assigned role. | Location and response. |
| Class changeover | Carry unfinished preparation to the next instructor. | Owner and next review. |
Keep a room finding separate from participant records
A premises action needs an area or asset reference. Attendance, injuries, safeguarding and personal information follow their own approved records and access arrangements.
Give the next shift enough context
A loose accessible storage fitting is noticed beside dojo MA-02’s entrance. The instructor follows the premises restriction process and records the exact area. The school lead assigns assessment and records the temporary arrangement. The next class instructor sees the current action without receiving unrelated participant 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 room-preparation exceptions and whether handovers arrive before the next class. Separate premises completion from equipment approval and participant decisions. A finding carried forward across several instructors should retain its original location and next owner rather than becoming a series of disconnected messages.
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 the next instructor see in a handover?
The affected room or asset, current restriction, action already taken and next responsible lead, with the review point for unresolved operational work.
What is the scope of this guide?
Activity supervision, mat and equipment procedures, safeguarding and participant decisions follow the school’s approved competent arrangements.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: entertainment and leisure. Source checked 5 October 2026.
Activity supervision, mat and equipment procedures, safeguarding and participant decisions follow the school’s approved competent arrangements.