For UK golf clubs
Health & safety compliance that completes itself.
The records get written as the work happens — so there's nothing to reconstruct when the HSE, the insurer or the committee asks.
It's not one logbook. It's a dozen, in a dozen different places.
Greenkeeping's records are in the shed, the kitchen's are by the pass, the cellar checks are on a clipboard and the training certs are in someone's inbox. You're accountable for all of it — and on any given day, nobody's quite sure what's current. (The greenkeeper writing up the day's checks from memory at 6pm is just the part you can see.)
The cost of inaction.
An HSE inspection that finds a material breach is chargeable by the hour — billed for every hour of the investigation, not just the visit. If the paperwork doesn't stand up, the hours mount.
An insurer declines
A claim following an accident turns on whether your risk assessments and equipment records were current at the time — not whether they exist now.
An inspection escalates
Missing evidence turns a conversation into an investigation. Fines for health & safety offences are set against turnover, and the guidelines reach well beyond what most clubs assume.
A committee is exposed
Duties sit with the people running the club. ‘We thought it was covered’ has never been a defence.
None of this is about paperwork. It's about being able to show, on any given day, that the club did what it said it did.
Case study
“Managing health and safety compliance across a busy golf club is no small task. Like many clubs, we were struggling with documentation spread across multiple areas — paper records, certificates, COSHH product registers, equipment checks — all held in different places with no single system joining them together.
We had tried an online solution previously, but it was cumbersome to use and offered little in the way of automated reminders or reporting. Staff were left to remember what needed doing and when, which simply isn't sustainable.
The issue was raised at a committee meeting, and Kevin — who manages our website, social media and club technology — proposed building something purpose-built for the club. ClubSentinel was developed over approximately three months, with input from all heads of department throughout the process to make sure it reflected how we actually work.
We have now been live on the system for several months. It handles everything we needed and more. Heads of department receive automatic notifications when a document or task is due, so nothing gets missed. Incidents can be dictated and analysed using AI, which saves considerable time compared to manual reporting. Our head greenkeeper uses a dedicated greens report module that lets him walk the course and record observations by voice — no paperwork, no delay. Every piece of equipment and club asset carries a QR code. Staff scan it on the spot to view the full service history, log an inspection or raise a fault — no going back to the office to update a spreadsheet.
There was nothing like this available specifically for the golf industry. For any club that takes health and safety compliance seriously, I would strongly recommend ClubSentinel.”
Ray TattersChairman — Wearside Golf ClubInteractive demo
See it in action, try it yourself.
Walk through a real Monday morning at the club — from overdue certificates to a logged incident to a print-ready evidence pack. No sign-up, and every name, date and figure is fictional.
Compliance walkthrough
Seven scenes from a Monday morning — AI surfacing what’s overdue, an incident logged by voice, equipment scanned on the course, and a print-ready evidence pack.
Try the walkthrough →No sign-up, nothing is sent, and every name, date and figure is fictional.
Speak it or upload it
Two ways in. One system that answers back.
Not everything starts as a voice note. Hand ClubSentinel the paperwork you already have — it reads the documents and builds the records, then answers your questions from them.
Upload it
The AI reads your documents.
Drop in a safety data sheet, a certificate or a policy PDF and ClubSentinel pulls the fields straight out — populating your COSHH register, training matrix and document store from what you already hold.
Ask it
Answers from your own records.
Ask in plain words and get a straight answer, drawn only from your club's data — no digging through folders or inboxes.
And it joins the dots. One voice note is read by the AI, which decides what the club actually needs. A spilled chemical adds the substance to your COSHH register. A cracked bracket raises a maintenance job. A reportable injury flags itself against RIDDOR 2013. Sometimes nothing needs raising, and it says so. Every record it creates carries the same reference.
Every duty, covered
One less thing to worry about. Then another. Then another.
Fifteen modules, grouped the way the club already works — Operations, Records and Audit. One platform, one score, everything connected.
Greens Report ★ Featured
Daily greenkeeping record, spoken from the course.
Assets
Scan any machine for history and checks.
Maintenance
Faults raised the moment they are spotted.
Inspections
Course, clubhouse and kitchen walks, recorded and dated.
Scheduled Checks
Recurring checks arrive on schedule.
Training
Certificates flagged before they lapse.
Safe Working
Method statements and risk assessments.
Documents
Policies, certificates and records in one current place.
Incidents & RIDDOR
Near-misses logged and RIDDOR checked by voice.
Reports
Evidence packs build themselves, ready to hand over.
Audits
Findings file against the right standard.
Templates
Club checks built once, reused often.
Compliance Register
One register for every duty.
COSHH Register
Every chemical read from the SDS.
Safeguarding
Concerns documented, thresholds checked.
It all lands here
Everything from the day, in one live score.
Records go in by voice at the point of work — and land on one dashboard that updates the moment a record closes. One number for where the club stands today.
Your score is 84 — Training is your lowest area at 71%. Renew the 3 expiring tickets this week.
Inspection ready
The morning the inspection stops being scary.
Walk in with every check evidenced, every action dated, nothing left to dig for — whether it's the HSE, the insurer or the committee.
Inspection evidence pack
After setup
The hard part's already done. Keeping it up is the easy bit.
The AI does the heavy lifting at the start — reading your documents and building the records — so you never face a blank system. After that it's a few seconds a day: speak the check, confirm the prompt, done. The score stays current on its own.
Questions clubs ask
The honest answers, before you ask.
What actually is ClubSentinel?
A single place to run your club's health & safety compliance. Instead of records scattered across the greenkeeping shed, the clubhouse, the kitchen, the cellar and the office, everything lives in one system — captured by voice or by uploading documents you already have, structured automatically by AI, and rolled up into one live compliance score you can show an inspector, insurer or committee at any time. Records connect themselves. When someone logs an incident by voice, the AI reads what happened and creates whatever follows from it: a COSHH register entry, a maintenance job, a RIDDOR assessment, or nothing at all if nothing is needed. You get told what was created, and each record links back to the incident it came from.
How does the compliance score actually work?
Your overall score is a single number from 0–100, weighted across seven core areas. Each area scores its own percentage based on whether records are present, current and complete — and each contributes a different weight to the total, reflecting how much it matters to real-world safety:
- Incidents22%
- Maintenance18%
- Training16%
- Documents13%
- Inspections12%
- COSHH12%
- Assets7%
Incidents carries the heaviest weight, because unreported or unmanaged incidents carry the most risk. As records go in and obligations are met, each area's percentage rises and the overall score moves with it. The tiers are Excellence (96–100), Advanced (80–95), Good (67–79), Developing (50–66) and Needs Improvement (0–49).
A “this week's focus” line tells you, in plain English, your lowest area and the single most useful thing to do next — e.g. “Training is your lowest at 71% — three tickets expire within 30 days.”
Do I have to type everything in to get started?
No — that's the part most systems get wrong. You populate ClubSentinel from the documents you already have. Upload a safety data sheet and the AI reads it into your COSHH register; upload certs, policies and records and they're filed and dated automatically. The heavy lifting is at the start, and the AI does most of it. After that, keeping it current is a few seconds a day — speak what happened, and the record's written.
Is it built specifically for golf clubs?
Yes. The modules, language and workflows are built around how clubs actually run — the greenkeeping shed, the course, the clubhouse kitchen, the bar cellar — not generic compliance software bent to fit. The Greens Report module in particular has no equivalent in general H&S tools.
Do I need any technical knowledge to set it up?
No. If you can take a photo, send a voice note or upload a PDF, you can run it. Onboarding is included, and the system is designed to be set up in an afternoon.
Can the whole team use it — including volunteers?
Yes. Unlimited staff accounts are included at no extra cost, so greenkeepers, bar staff, the club manager and committee members can all log and view what's relevant to them. There's no per-user fee.
Does it cover our HSE obligations?
ClubSentinel is built around UK health & safety duties — risk assessments, COSHH, RIDDOR reporting, training records, equipment checks and the evidence trail an inspector or insurer expects. It helps you stay inspection-ready and prove what you've done, though it doesn't replace your own legal responsibility for compliance.
Is our data secure?
Yes. Your records are stored securely on enterprise-grade EU infrastructure, encrypted in transit and at rest, and only accessible to your club's authorised users. You can generate and download reports of your records at any time, and if you ever leave we provide a full export of your data.
Is there a contract or lock-in?
No long contract. It's a flat monthly price, billed monthly, cancel anytime. Annual billing is available if you'd prefer it.
What does it cost?
£199 per month for one club — every module, the live compliance score, unlimited staff accounts and onboarding included. No tiers, no per-user fees, no surprises at renewal. Prefer to pay yearly? Annual billing is £1,995 a year — two months free.
Still have a question? hello@sentinelhq.co.uk
Simple, one-club pricing
Everything included. One flat price per club.
What it replaces
- A retained H&S consultancy contract — typically several thousand a year, and the records are still yours to keep.
- A consultant's day rate for a single audit.
- A single chargeable HSE investigation.
£199 a month is £2,388 a year. One club, every module, unlimited staff.
One club · all modules · unlimited staff accounts · onboarding included.
- All 15 modules & the live H&S score
- Voice capture on any device
- Live compliance dashboard
- Unlimited staff & data export
Easy enough to use today. Ready for the day it counts.
£199/month · billed monthly · cancel anytime.