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Audit Report: overview, export, and confidentiality

Summary

When a concern or allegation is reported, the Audit Report helps your church respond calmly, consistently, and with documentation you can stand on. This article covers what the report is, why insurers and boards care about it, who can generate one, how to export it, and the confidentiality rules that travel with it.

Who this is for

  • Church Administrators authorized to generate Audit Reports
  • Response Leads handling a concern or allegation

What you’ll need

Make sure you have:

  • Admin access with the “Generate audit reports” capability
  • The name of each volunteer the report should cover
  • Optionally, the date range that matters to the situation

Before you start

The Audit Report compiles time-stamped records into one export, so authorized admins and Response Leads are never scrambling through inboxes, binders, or spreadsheets in a difficult moment. Use it when you need to show what your church knew, what was completed, and when: screening and Police Check records, training completions and quiz scores, signed policy acknowledgements, administrator notes, and key audit events tied to the selected timeframe.

This report does not decide guilt or innocence, and it isn’t legal advice. It is a factual record to support proper reporting, insurer requirements, and a fair process. Follow your safeguarding policy: report, don’t investigate, keep matters confidential, and share the export only with those who have an authorized need to know.

Why insurers and boards care comes down to one question: can you show what you knew and what you did? A time-stamped record generated in minutes answers it. And because Safe Pathways archives the Audit Report for 50 years, the record outlives staff transitions, software changes, and filing cabinets.

Steps to generate and export an Audit Report

1. Open the Audit Report page

Select the Audit Report item in the left menu of the Admin Dashboard (the menu label currently reads “Audit”). The page opens with the guidance above and a search bar.

2. Search for the volunteer

Search by name, email, phone, or notes. You can also set a start and end date beside the search box; leave them empty for all-time records. The date range filters the detailed records in the report (training, quiz, and audit events), so set it only when a specific window matters.

[Screenshot: Audit Report page showing the search bar with the date range fields and a list of matching volunteers]

3. Add each volunteer to the report

Select Add beside each person. Their badge changes to Added, and they appear in the report roster below. One report can cover one volunteer or several.

4. Review the roster

The roster section lists everyone the report will cover. Remove anyone added by mistake using the delete icon on their row.

[Screenshot: Report roster showing the selected volunteers and the Report Options card with the Export Format dropdown and Generate Report button]

5. Choose the export format

Pick from Both (PDF + Text), PDF only, or Text only. PDF is the format insurers and boards usually want; the text file is useful when the contents need to be quoted or processed.

6. Select Generate Report

The report builds and downloads to your device, named AuditReport with a timestamp. The report records who generated it, which is part of the documentation trail.

What happens next

From the moment it downloads, the export is a confidential safeguarding record. Store it according to your safeguarding policy, and share it only with people who have an authorized need to know: typically your Response Lead, your insurer when required, and authorities when reporting obligations apply.

You can generate a fresh report any time; each one reflects the records as they stand at generation. The underlying records stay in Safe Pathways, and the Audit Report is archived for 50 years.

Troubleshooting

I can’t see the Audit Report page

  • Your admin role does not include the “Generate audit reports” capability. Ask your Account Owner to review your role.

A volunteer doesn’t appear in the search results

  • Try a different spelling, or search by their email or phone number instead.
  • Clear the date range and search again; a narrow range can hide matches.

The report is missing records I expected

  • Check the date range. It filters the detailed records (training, quiz, and audit events); leave it empty for all-time.
  • Confirm the right volunteers are in the roster before generating.

Generation failed partway

  • Try again; a brief connection drop is the usual cause.
  • For a very large roster, generate in smaller batches.
  • If it keeps failing, contact Safe Pathways support with the approximate time it happened.

Notes

  • The Audit Report compiles time-stamped screening, training, policy, notes, and audit event records into one export.
  • It does not decide guilt or innocence, and it is not legal advice.
  • Only admins with the “Generate audit reports” capability can produce one.
  • Export formats: PDF, text, or both. Every report records who generated it.
  • Share the export only with those who have an authorized need to know.
  • The Audit Report is archived for 50 years.

Last reviewed

June 11, 2026