Use this when…
Use this guide when you need an overview of compliance work in TuitionFlow. It explains how to use the compliance area as an operational tracker for checks, consent, documents, GDPR work, incidents, and audit history.
Before you start…
Make sure your organisation has clear safeguarding, data protection, and tutor compliance policies. TuitionFlow helps track activity, but your organisation is responsible for deciding what evidence is required, who reviews it, and what action is appropriate.
What compliance covers
The compliance area brings together several related workflows: DBS checks, consent, documents, GDPR requests, breach incidents, audit logs, and operational review items. Use it to see what needs attention and to keep records consistent.
Review DBS and tutor readiness
DBS and tutor compliance records help admins understand whether tutors are ready to work. Track status, renewal dates, reference checks, right-to-work evidence, and approval steps according to your internal policy. If a check is expired or missing, investigate before scheduling new work.
Track consent and learning needs
Consent and learning needs can include special-category or sensitive information. Record only what is necessary, keep wording clear, and ensure the right people know how to use the information. Do not bury important learning support needs in unrelated notes.
Manage GDPR requests
Use GDPR tools to track data subject requests, deadlines, exports, and erasure work. Assign ownership and check due dates carefully. GDPR tasks should be handled deliberately because they may affect many records across families, students, tutors, invoices, messages, reports, and audit history.
Record incidents and breaches
Use breach or incident workflows when something needs formal review. Include what happened, when it was discovered, who is affected, actions taken, and next steps. Keep the language factual. Avoid adding speculation or unnecessary personal detail.
Use the audit log for traceability
The audit log helps answer who changed what and when. It is useful for investigations, support, and governance. It should not replace clear internal procedures, but it gives admins a factual trail when questions arise.
Common mistakes
Using free-text notes for compliance items that need a structured workflow.
Recording excessive sensitive detail where a concise operational note would be enough.
Letting renewal reminders sit unresolved until a tutor is already scheduled.
Assuming the dashboard itself makes a compliance decision. A qualified person still needs to review evidence.
Troubleshooting
If a record is missing from compliance, check the linked tutor, student, family, or document record. If a deadline looks wrong, confirm the original request date and policy. If access seems too broad, review roles and permissions before adding more sensitive content.
Expected outcome
The compliance dashboard should help admins see what is complete, what is missing, what is due soon, and where a human review is required.