A protection policy only protects children if you keep it.
Track every volunteer’s police check, training and policy sign-off dates in one place. Get reminded before anything expires — and so do they. Collect policy confirmations by email, no logins for volunteers.
$9.95/month after a 14-day free trial. Included free with any ChurchWiseAI plan.
Built for the safeguarding coordinator
- Overdue, due soon, missing and current — at a glance
- Reminders to you and to each volunteer, with unsubscribe
- Policy sign-off links: read, type your name, done
- We never store police checks — only dates
- Export your roster as CSV any time
Four steps, then it runs itself
Add your volunteers
One at a time, or upload a CSV with name, email and ministry. Children, youth, vulnerable adults, other.
Record the dates
Policy signed, training, police check (vulnerable sector), reference or interview. Each has a “completed on” and a “renew by”; your renewal cycles fill the second one in.
Send the policy sign-off
Link your adopted policy. Every volunteer gets a personal link, reads it, and types their name to confirm. The date and version are recorded.
Let the reminders go out
Volunteers are reminded 60 and 30 days before a date expires and on the day it lapses (you choose the days). You get a monthly summary of who is due, and a yearly nudge to review the policy itself.
or $99.50/year (two months free). 14-day free trial, no card to start. Same numerals in CAD and USD.
- Unlimited volunteers
- 1 owner + up to 3 coordinators
- Reminders to coordinators and volunteers
- Policy sign-off links and history
- CSV import and export
Included free with any ChurchWiseAI plan.
Start your free trialWe never store police checks. Only dates.
No documents, no results, no check numbers, no uploads. Your church keeps the check itself. ChurchWise records the date it was completed and the date it should be renewed — and there is no field for anything else, by design.
What is stored
Volunteer name, email, ministries, the item dates, sign-off records (name typed, time, version) and the reminder log.
Who controls it
Your church. Each church sees only its own volunteers. Delete a volunteer at any time, permanently. Cancel, and the data is kept 90 days for export, then deleted.
Emails
Reminders go only to people your church added, say who they are from, and carry a working unsubscribe. A coordinator can pause all volunteer emails with one switch.
Full details in the privacy policy. Volunteers can ask for deletion through their church or at privacy@churchwiseai.com.
Frequently asked
What does the tracker store about a volunteer?
Their name, email, the ministries they serve in, and dates: when each item was completed and when it should be renewed. For the policy sign-off, the name they typed and the time. Nothing else — no dates of birth, no addresses, no documents.
Do you store police checks?
No. Never. Not the document, not the result, not the check number. Your church keeps the check itself, as most insurers and provinces require. ChurchWise records only the date it was completed and the date it should be renewed.
Who gets reminded?
Both the coordinator and the volunteer. The coordinator gets a monthly “who is due” summary and a yearly “time to review your policy” note. Each volunteer gets their own reminders before a date expires (60 and 30 days by default — you choose) and one on the day it becomes overdue, sent “from [your church] via ChurchWise”, with a one-click unsubscribe.
How does policy sign-off work?
You record the version your board adopted (with a link to the document). The tracker emails each volunteer a personal link; they read the policy and type their name to confirm they have read and will follow it. That records the date and the version. Volunteers need no account or password. When you adopt a new version, ask everyone to re-confirm; the old confirmations stay in the history.
What does it cost?
$9.95 a month or $99.50 a year (two months free), with a 14-day free trial and unlimited volunteers. The same numerals in Canadian and US dollars; checkout states the currency. It is included at no charge for churches on any ChurchWiseAI plan.
Can I get my data out?
Yes, any time, as a CSV. It is your church’s data. If you cancel, it is kept for 90 days so you can export or come back, then deleted.
Is this made with AI?
We use modern software, including AI, to help build our tools. The tracker itself is plain record-keeping: dates in, reminders out. Nothing is judged or decided for you.
Start with the free Protection Policy Generator, then keep the policy current here.