Short answer: record the WWCC number, the expiry and, critically, the date you verified it on the Office of the Children's Guardian portal, because sighting a card is not compliance in NSW.
The rule
In NSW a Working With Children Check clearance is valid five years; employers of child-related workers must verify each worker's clearance online and keep the record. Other states have equivalents with different terms (Blue Card in Queensland, three years; WWCC Victoria, five years; WWC Check WA, three years). Volunteers and contractors count.
What to record
Person, role, WWCC number, expiry, verification date and result, and the sites or programs where child-related work happens. Contractors and instructors as well as employees.
The workflow
Onboarding form collects the number; the register prompts the verification and stores the result; warnings at 90 and 30 days before expiry to the person and the manager. Renewals should start well before expiry because a lapsed clearance stops the work immediately.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
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.