Short answer: before the week's roster is published, every person on it is checked against the register: certificate of competency, first aid, WWCC where minors are involved, activity-specific qualifications, and the permit conditions for the site. A short list of problems comes back; you fix them before, not after.
What it catches
A guide's first aid that lapsed over winter. A crew member on a vessel class their certificate doesn't cover. A ratio breach on a school group. A permit condition (season, group size) that changed at renewal.
The workflow
Roster drafted in your tool or a Sheet; export; the check runs; the list comes back to the operations manager; publish. The register warned 90, 60 and 30 days out; this is the last line.
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Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.