Every certification. Every coach.
Every season.
CharterStone replaces your compliance spreadsheet with a system that tells you exactly where your organization stands — before something goes wrong.
Compliance Dashboard — Fall 2024
84%
Compliant
3
Require Action
47
Total Tracked
- Youth Hockey Organizations
- Youth Soccer Clubs
- Lacrosse Associations
- Swim Programs
- Multi-Sport Nonprofits
The Problem
Spreadsheets are failing your organization
Volunteer registrars are doing their best. But certifications expire, people change roles, and spreadsheets don't alert anyone when something lapses.
Expired certs go undetected
A coach's SafeSport certification lapses. Nobody checks until there's a complaint. By then, the liability is real and the coverage gap is already documented.
Knowledge lost in transitions
Your registrar steps down. The spreadsheet they maintained for four years is on their personal laptop. Your new board member starts from scratch every season.
No single source of truth
Certifications are tracked in three spreadsheets, two email threads, and a shared folder nobody manages consistently. Audits take days. Answers are guesses.
How It Works
From spreadsheet chaos to governed clarity
CharterStone models your organization's compliance requirements and continuously evaluates where you stand.
01
Import your existing data
Upload your current spreadsheet. CharterStone parses your roster, roles, and certification records. No data entry required to get started.
02
Define your requirements
Map which certifications each role requires, including expiration intervals and grace periods. Requirements are stored as structured rules, not manual notes.
03
Know your status, always
The compliance dashboard calculates your organization's status in real time. Gaps surface automatically. No auditing, no manual checking.
Features
Built for every role in your organization
Certification Tracking
Complete certification history for every individual
Every certification instance is recorded with issue date, expiration, and verification status. Nothing is overwritten. The record is permanent.
- Document upload and attachment
- Expiration date tracking
- Historical record preservation
- Multi-type certification support
Role-Based Requirements
Requirements follow the role, not the person
Define which certifications each role demands. When someone's role changes, their obligations update automatically. No manual reconfiguration.
- Role-specific requirement rules
- Grace period configuration
- Multi-role support per individual
- Requirement change history
Compliance Dashboard
Real-time visibility into organizational readiness
The dashboard calculates compliance dynamically. It doesn't store a flag. It evaluates your current evidence against your current requirements, every time.
- Missing certification alerts
- Expiration forecasting
- Role risk exposure summary
- Organization coverage percentage
Why It Matters
“One expired SafeSport certification, one incident, and you're explaining to a parent and a lawyer why your tracking system was a spreadsheet.”
Board Director
Regional Youth Hockey Association
100%
Of compliance gaps are calculable from data you already have
0
Compliance flags stored. All status calculated dynamically
1
Import to get your organization fully populated
∞
Seasons of historical record retained
Your organization deserves a system that never misses one.
Request a demo and see how CharterStone works for organizations like yours. Typically live within a single onboarding session.
Or email us directly at hello@charterstone.io