Child protection register: record criminal-record checks and follow-up
How to record who has shown an extended certificate of good conduct and keep deadlines in view without collecting copies.
AdminBasic (free)Checked on 30.10.2026
Prerequisites
- You have the right “Keep child protection register” directly in the club (role Youth leader / child protection, board, or “Manage members”).
- If “Leadership requires second factor (2FA)” is switched on, you need an authenticator app or passkey.
- The people are adult active members.
Who may do this?
Only people with “Keep child protection register” directly in the club (the right “Manage members” includes it). For everyone else, including members, moderators and the umbrella association, the function is not visible. The association sees nothing.
Step by step
Open the register
Open “Club life”, switch to “Leadership” and choose the “Child protection register” in “Planning and minutes”. At the top you see the counters “with check obligation”, “Inspection valid”, “Inspection missing”, “Follow-up overdue” and “relevant entry”.
Create activities requiring a check
Under “Activities requiring a check” click “New activity”, for example “Group leader” or “Supervision at camp” (at most 50). Which activities require a check depends on your agreement with the youth welfare office.
Assign people
For a person choose “Change activities” and tick “Performs”. With no tick for any activity the check obligation lapses for this person.
Record the inspection
Choose “Record inspection”, tick “I have inspected the extended certificate of good conduct”, enter the “Date of inspection” and state whether “There was a relevant entry”. Only the date, you as the inspecting person and this statement are stored, never a copy or the content.
Set the follow-up
Under “Follow-up” set “Next inspection after (years)” (default 5, possible 1 to 10). The certificate should be no older than three months at inspection; otherwise a note appears (not a blocker).
Read the status
Each person shows a status: “Inspection missing”, valid, “Follow-up soon” (up to 90 days before expiry), “Follow-up overdue” or “Relevant entry” (takes precedence, the leadership decides). The leadership gets a daily reminder without names.
Figures for the youth welfare office
Under “Figures for the youth welfare office” click “Calculate figures”. You get people with a check obligation, of whom with and without a valid inspection, without names. With fewer than 5 people CLUP.life gives no figures for privacy reasons.
You can find the feature here: /organisation/<verein>/vereinsleben/kinderschutz
Common errors and solutions
- “Please choose a person.”
- Choose a person in the list before you record the inspection.
- “No further activities are possible.”
- The maximum of 50 activities is reached. Delete ones you no longer need.
- “The certificate was older than three months at inspection.”
- This is a note, not a blocker. Check whether you require a more recent one.
- The function is not visible.
- You lack the right “Keep child protection register” or the leadership has required 2FA, which you have not yet set up (Settings, Security).
Good to know
- Art. 10 GDPR: the register stores only the note (date, inspecting person, relevant yes/no), never a copy or the content. The note is deleted at the latest three months after the activity ends, immediately if the activity is not taken up. Assignments lapse when a person leaves.
- The register is tied to the right, not to the person: if the child protection officer changes, the successor (office with the role Youth leader / child protection) sees the same status. Leave a pointer to it in the handover folder.
- Not legal advice: which activities require a check (§ 72a SGB VIII) is decided by the agreement with the local youth welfare office. The function is free.