Guides · 5 min read
Records for people who do not have a login
A bar's Saturday crew, an agency steward, a volunteer on the door. They need to have been told the procedure. Giving them all accounts is the wrong answer.
The evidence gap is structural
Most systems assume the workforce has accounts. Casual and agency workers frequently have no organisational email address, work a handful of shifts, and are gone. So the organisations with the highest turnover — hospitality, events, venues — have the weakest records for exactly the people an inspector is most likely to ask about.
What actually needs evidencing
Usually three things: that the person was given the current version of a procedure, that they confirmed they had read it, and when. Not a course, not a score — a dated acknowledgement of a specific version.
Why the version matters
An acknowledgement pointing at "the evacuation procedure" is worth very little once the procedure has been revised twice. The record should capture what they were actually shown, so it still means something after the document moves on.
Links rather than accounts
A one-time link, sent to whatever address or number the person does have, shows them the current approved version and records the confirmation. It is not identity verification and should not be described as such — it records that somebody holding the link confirmed. For a casual workforce that is the appropriate trade, and it is a trade worth making deliberately rather than by default.
Where real training is involved
Where there is genuine course content — fire warden, food hygiene, ACT awareness — a course with a score and an expiry is the right record, and refresher cycles matter more than the original certificate. The two approaches sit side by side; the mistake is using the heavyweight one for "I have read the fire procedure".
This guide describes what organisations are commonly asked for. It is not legal advice and it is not a statement of what your organisation must do — that depends on your premises, your activities and your own assessment, and it is a question for you and your adviser. The regime pages linked below name the legislation so you can read the source.