Help CentreSign in

Check many Victorian cards at once (bulk status check)

Download one file of every Victorian WWC card number you hold, upload it to Service Victoria's status checker, then record the results Service Victoria emails you.

2 min readLast updated

Applies to: People & Volunteers · Administrator, Team member, Safety officer (HSEQ)

On this page
iComply doesn't check the register itself. It prepares the file; Service Victoria checks the cards and emails you the results. Nobody shows as checked in iComply until someone at your business records the result.

Who's in the file

Every Victorian WWC card number your business holds: people in WWC Connect, the staff list, volunteers, program presenters on site, and WWC documents from linked businesses and their workers. A card held in more than one place appears once.

  • Only those due (the default): never checked, checked longer ago than your re-check interval, expiring within 30 days, or status changed.
  • Everyone: every Victorian card on file.

Left out, and listed with the reason: interstate cards, records with no card number, numbers that aren't in the Victorian format (letters and digits only, 4 to 20 characters, once spaces and hyphens are removed), and records with no family name. A family name that starts with = + - or @ is left out rather than changed: fix the name on the person's record first.

If the same card is held under different family names, it's in the file once and flagged under Check before uploading. Where a record only has a full name (staff, volunteers, presenters, workers), the family name is the last word, with "van", "de" and similar kept, and marked from full name.

Download, upload, record

  1. Step 1: Open WWC Connect → Exports & settings → Bulk status check (or the link on People or Volunteer re-checks).
  2. Step 2: Choose Only those due or Everyone, then Download for the status checker.
  3. Step 3: Open Service Victoria's WWC Check status checker (the link is on the page) and upload the file. More than 1,499 cards (or over 1 MB) comes as a ZIP of numbered files: upload each one.
  4. Step 4: Service Victoria emails you the results.
  5. Step 5: Record each result in iComply: volunteers and presenters on Volunteer re-checks (all at once), people in WWC Connect on their record (Record the check), and staff on the staff list.

After uploading, Mark these as sent for checking adds a dated note to each record. It doesn't mark anyone as checked.

The file

Two columns, in this order, with the header row FamilyName,CardNumber; UTF-8, comma-separated, one card per row, at most 1,499 rows and under 1 MB per file. Card numbers are upper case with spaces and hyphens removed.

The file holds full card numbers, so only admins can download it. Every download is recorded in the audit log and the access log (counts only, never card numbers).
Open Bulk status check
Was this helpful?

Related articles