Important: This is general information, not legal advice or a determination that any club or person is compliant. Check current legislation and your governing body's rules.
Short answer: a spreadsheet is flexible and familiar. ClearCheck is purpose-built for a narrower workflow: adult roster records, role-based credential requirements, status tracking, reminders, verification actions, reporting and an activity trail. Neither option makes the club legally compliant by itself.
Where spreadsheets work well
- Fast setup and familiar editing.
- Flexible columns and calculations.
- Easy exchange where recipients already use spreadsheet software.
Questions a club should ask
- Can access be limited by role, and is access reviewed?
- Can the club see who verified or changed a status?
- Are requirements applied consistently when a person's role changes?
- Are reminders and follow-ups recorded?
- Can records be reviewed without copying files between personal devices?
What ClearCheck is designed to add
ClearCheck provides role-based access, configurable credential requirements, missing/expiring/expired status tracking, SMS reminder workflows, verification records, reporting and CSV import/export features. Its terms expressly limit the product: it records club-confirmed information and does not conduct vetting, verify underlying facts or guarantee compliance.
Method: this comparison uses ClearCheck's implemented feature set and published terms, reviewed on the date above. It does not claim that every spreadsheet is insecure or unsuitable.
Official and primary sources
- ClearCheck — Terms of Service
- ClearCheck — Privacy Notice
- Data Protection Commission — Data Security Guidance
Sources were accessed and checked on 12 August 2026.