Your compliance profile

Your compliance profile is the list of what your school keeps on top of: licences and registrations, insurance, tickets and cards, clearances and checks, training and inductions, policy sign-offs, inspections and tests, and reports and returns. Each item applies to people, providers, assets, sites or the school itself, and shows who's up to date, who needs attention soon and who needs action.

Before you start

• The profile is part of Core, so every school has it. It's off until one of your school admins turns it on.
• Only school admins turn it on, add items and change settings. Everyone else can look at the profile and its counts and propose changes.

How to turn it on

1. 1Step 1: Open Settings and find the Compliance profile card (or open Compliance profile from the menu).
2. 2Step 2: Select Set it up with the guide (about 10 minutes) to be walked through it, or Turn on the compliance profile to start with an empty profile.
3. 3Step 3: Add items: see The set-up guide and Add items from the iComply catalogue.

Turning it on changes no existing status. Your requirements, staff qualifications, people's checks and asset register keep working exactly as they do, and are listed on the profile under Already tracked elsewhere in iComply so you see everything in one place. You can turn it off again (Turn off on the Settings card); everything is kept.

What's on the page

• The overall light: the worst of your switched-on items, with how many items are on and off.
• Updates to review: new versions of catalogue items you follow, and anything iComply has retired. See Updates to review.
• Compliance score: what's up to date as a share of everything that counts, with the things missing and a Fix link for each.
• Suggested for you: items iComply suggests from what you have (Add or No thanks).
• Items: each item, who it applies to, its time frame, where everyone is, and Switch off or Switch on.
• Drafts and Templates of your own rules, and Proposals from your team.
• The buttons along the top: Add from the catalogue, Build your own rule, Packs, Gaps, Evidence pack, Set-up guide and, for a peak body, Share with members.

The lights

• Green: up to date, or a one-off that isn't due yet.
• Amber: expiring or due within 30 days, waiting for approval, or a Recommended item that's missing (a recommended item is never worse than amber).
• Red: missing, expired, rejected, or details missing on a Required item.
• Grey: not needed for this one (its conditions don't apply), or an item that's For information only.

The compliance score

The score counts every switched-on item for everyone it applies to: green counts in full, amber counts half, red counts nothing. A Required item weighs three times a Recommended one; For information items and grey ones never count. Under it is a second score with everything else iComply tracks for you counted too (providers' requirements, people's checks, staff qualifications and assets), with See every gap. People's lines are shown only to school admins and each item's approvers; everyone else sees how many there are.

Counting profile items in overall status

Profile items always show on each person's, provider's, asset's and site's own page. If you also want them to change that page's overall light, select Count them in overall status (the page then shows the worse of its existing light and its profile items). Stop counting them in overall status puts every light back exactly as its own engine works it out. A new school gets this ticked on the last step of the set-up guide; an existing one keeps it off unless it chooses.

Contractors' documents

Providers upload each licence, insurance and ticket once for everyone they work with. Only your own decision on each document counts for your profile items (you decide in the provider's file). If you prefer, select Accept documents checked by iComply until I decide: a document iComply checked then counts until you decide on it yourself, and your own approval or rejection always wins. Count only my own decisions turns it off. Your requirement sets aren't affected either way.

Who can do what

• School admins: everything, including people's names and evidence.
• An item's named approvers: that item's people and evidence; record and approve it.
• Everyone else: see the profile and its counts (never people's names or evidence), record evidence for the school, assets and sites, and propose a change or a rule for your school admins to accept or decline. Read-only roles look but never record.

Propose a change

1. 1Step 1: On the profile, under Propose a change, choose What you're proposing (change an item, switch an item off, or something else) and, for a change, Which item.
2. 2Step 2: Write What and why and select Send to an administrator.

School admins are emailed. They Accept or Decline it under Proposals, with an optional Note to them, and you're emailed the decision.

Common questions

• I can't see Compliance profile in the menu. It shows once one of your school admins has turned the profile on. Until then only school admins can open it.
• Will turning it on make anyone red? No. Nothing changes for anyone's existing status unless you choose Count them in overall status.
• Does iComply decide what applies to us? No. Catalogue items are starting points iComply reviews; your own adviser and the regulator decide what applies to you.