Compliance Tracks

Compliance Tracks define the requirements that apply to different categories of Safety Team Members. This guide explains how to create, configure, and assign tracks — including the Phase system for sequential requirement gates.

Understanding Compliance Tracks

A Compliance Track is a collection of requirements that “stack” onto a Safety Team Member. Each track can target a specific global role or stand alone as a manually assigned track.

Track	Requirements	Assigned To
Onboarding	Questionnaire, Interview, Background Check	New applicants
Civilian Armed	Firearms Qualification, Range Training, Liability Waiver	Civilian armed members
Active LEO	Proof of LEO Status, Training Record	Active law enforcement members
Retired LEO	Proof of Retired LEO Status, Training Record	Retired law enforcement members

Protected Tracks

The platform includes four protected tracks that cannot be deleted:

• Active LEO — For active law enforcement officers serving on your team
• Retired LEO — For retired law enforcement officers
• Civilian Armed — For civilian members authorized to carry
• Onboarding — For new applicants going through the intake process

You can modify the requirements within these tracks, but the tracks themselves are permanent fixtures of the compliance system.

The Phase System

Tracks can organize their requirements into sequential phases with gate logic. This means a Safety Team Member must complete all requirements in Phase 1 before Phase 2 requirements become actionable, and so on.

This is particularly valuable for the Onboarding track, where you want applicants to complete steps in a specific order:

Phase	Example Requirements	Gate
Phase 1	Application Form, Initial Interview	Must complete before Phase 2 opens
Phase 2	Background Check, Reference Checks	Must complete before Phase 3 opens
Phase 3	Policy Acknowledgements, Training Enrollment	Final phase

The phase system ensures your intake and qualification processes follow a logical, enforceable sequence.

Track Components

Each track contains:

Component	Description
Track Name	Descriptive name (e.g., “Civilian Armed”)
Global Role	Optional: auto-assign to all members with this role
Track ID Assignment	Optional: manually assign to specific members
minRoleToUpdate	Controls which role level can approve or update compliance items in this track
Requirements	List of compliance items organized by phase

The minRoleToUpdate Field

Each track has a minRoleToUpdate setting that controls who can approve compliance items within that track. For example:

• Setting it to COORDINATOR means only Coordinators and above can mark items as complete
• Setting it to ORG_ADMIN restricts approval to Organization Admins only

This gives you fine-grained control over who can sign off on critical requirements like firearms qualifications or background checks.

Accessing Compliance Configuration

1. Navigate to Admin in the sidebar.
2. Click on Compliance or Compliance Tracks.
3. The configuration screen shows all tracks and their requirements.

Requirement Types

Tracks can include various requirement types:

Type	Description	Verification
Document	Uploaded proof (certificate, license)	File upload
Certification	Training completion with expiration	Date entry
Questionnaire	Form responses	Survey completion
Verification	Manual leadership confirmation	Admin marks complete
Policy	Policy document acknowledgement	Signature

Creating a New Track

1. Click Add Track (or the + button).
2. Enter the track name and description.
3. Set the minRoleToUpdate to control who can approve items.
4. Choose assignment method: Global Role (auto-assign) or manual assignment.
5. Add requirements organized by phase.
6. Click Save.

Adding Requirements to a Track

1. Open the track for editing.
2. Click Add Requirement.
3. Configure the requirement:

Field	Required	Description
Name	Yes	Display name (e.g., “Background Check”)
Type	Yes	Document, Certification, etc.
Phase	Yes	Which phase this requirement belongs to
Renewal Period	Optional	Months until expiration (0 = never expires)
Description	Optional	Instructions for the Safety Team Member
Blocking	Optional	Whether this blocks readiness if missing

4. Save the requirement.

Assigning Tracks to Members

Tracks can be assigned in two ways:

By Global Role (Automatic)

Configure the track’s Global Role field to auto-assign the track to all members with that role. For example, setting the global role to “Member” applies the track to every active Safety Team Member.

By Manual Assignment

Leave the Global Role field empty and assign the track to specific members through their profile’s Compliance section.

Expiration Logic

Requirements with renewal periods follow this lifecycle:

1. Valid — Current and not expiring soon.
2. Expiring — Within 30 days of expiration (Yellow indicator).
3. Expired — Past expiration date (Orange indicator).
4. Missing — Never uploaded or completed (Orange indicator).

Best Practices

• Layer Tracks — Use a base track for all members, then add specialized tracks for subgroups (armed, LEO, leadership).
• Use Phases Wisely — For onboarding, phases enforce a logical sequence. For ongoing compliance, a single phase may suffice.
• Set Realistic Renewal Periods — Match real-world certification and licensing cycles.
• Document Changes — Keep notes when modifying track configurations so your team understands what shifted.
• Test First — Assign a new track to yourself before rolling it out to the full ministry.

Next Steps

• Training Admin — Schedule training events that help members meet compliance requirements.
• Admin Panel Overview — Return to the full list of admin areas.
• Compliance Tracking — See the Safety Team Member-facing compliance guide.