Working with Children Checks
How ToyHive helps you keep records of your team's Working with Children Checks, Blue Cards and similar clearances, and, just as important, what it doesn't do.
What ToyHive does, and what it doesn't
ToyHive is your record-keeping and reminder tool. It holds what your team enters about each person's check, reminds people before a check expires, and can stop someone being rostered when nothing suitable is on file.
It does not check government records. ToyHive has no connection to any state's screening system, so it never finds out when a check is refused, suspended or cancelled. A clearance can be cancelled long before the expiry date on the card. Your state's own online check is the only word on whether someone's check is current right now.
The legal duty to screen the people your library engages sits with your library, not with ToyHive. Treat ToyHive's record as your notes, not as the verification itself.
What the words on screen mean
- Sighted: someone on your team recorded that they saw the card and confirmed it's current with the state's online check. The record shows the date. It says what your team did on that day, nothing more.
- Unsighted: the details were typed in, but nobody has recorded checking them yet.
- Expiring soon / Expired: worked out from the expiry date your team entered.
- No check on file: nothing suitable has been recorded for that person.
None of these mean "cleared". When the roster gate lets someone through, it only means a sighted record that hasn't reached its expiry date is on file.
Recording a check
Under Settings → Team, open a person's Credentials and add their check: the type, the card number, and the expiry date. Before you tick Sighted, look up the card on your state's online check and confirm it's current. When a card is renewed, update the expiry and number and tick Sighted again.
Card numbers are encrypted when stored, and only people with permission to view checks can see them.
Don't record why a check was refused, suspended or cancelled, in the notes or anywhere else. That can reveal someone's criminal history, which the law treats as sensitive information. If a check stops being current, update or remove the record and follow your library's child safety policy.
When a check stops being current
Most states tell the organisation when a linked worker's check changes (for example, if it's cancelled), as long as your library is registered or linked with them in the state's system. Those notices go to your library, not to ToyHive, so make sure the email address you registered with the state is one your committee reads and hands on when people change roles.
When a notice arrives, act on it first. Then update ToyHive so the record and the roster reflect it.
Victoria: changes from 19 October 2026
From 19 October 2026, Victorian organisations must register for WWC Connect and record each worker there, with a start date (approximate is fine for people who started earlier) and a finish date when they leave. Workers include volunteers and members of a committee of management of an unincorporated association. Teachers registered with the Victorian Institute of Teaching don't need a WWC Check, but if they volunteer with you they still need to be added in WWC Connect. New and renewing checks also need about 30–40 minutes of online child safe training before the card is issued, so encourage people to start renewals early.
ToyHive doesn't record anything in WWC Connect for you. See vic.gov.au for how to register. (Checked 3 October 2026.)
Who the roster gate screens
See Roles, members & volunteers for which roles the Require a sighted child-safety check on file setting applies to, and who it leaves out.