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How to provide your WWCC details in PlayHQ

Applicable to: Positions of Trust (e.g. Coaches, Team Managers)
Applicable to: Australian Sports
Application(s): Participant Portal

This article will cover the following:

  1. Adding WWCC details during registration
  2. Updating WWCC information in your profile
  3. Checking your Child Safety status
  4. Understanding WWCC validation results
  5. Troubleshooting common issues

Related articles:

Overview

A Working with Children Check (WWCC) or equivalent check based on Australian jurisdiction indicates whether a person is suitable to work with children. All people who work directly with children under 18 years of age must have a valid Working with Children Check unless an exemption applies.

PlayHQ allows you to add or update your WWCC details either during registration for positions of trust (such as Coach or Team Manager roles) or anytime within your profile. Your WWCC information can be managed by logging into playhq.com and accessing your account details.

Depending on your sport, your WWCC details may be processed in one of two ways:

  1. Automated validation via PlaySafe: Many sports use PlayHQ's PlaySafe system to automatically validate your WWCC against government databases and provide continuous monitoring of your status.
  2. Manual verification: If your sport hasn't implemented PlaySafe, your WWCC details will be manually validated by an administrator at your club or association.

In both cases, when a WWCC is required, this must be validated before you can be allocated to teams or participate in official competitions. 

This article explains how to provide and manage your WWCC information in PlayHQ.

Adding WWCC details during registration

During the Registration Process

  1. Select your role type (e.g. Coach or Team Manager)
  2. Complete your personal details
  3. Reach the Child Safety section
  4. Select your state/territory
  5. Enter your WWCC details exactly as they appear on your card, including the number and expiry
  6. If your card name differs from the name entered in your participant details, please add your name as it appears on your card

⚠️ Important: Your WWCC details must match exactly what appears on your card. Any discrepancies will delay validation.

If your sport uses PlayHQ's PlaySafe system to automatically validate your WWCC, you can perform a lite validation check of your WWCC details entered.

State-specific exemptions are supported in this automatic validation process. If you are unsure how to proceed, please contact your sport's governing body for guidance. 

Click here to learn more about PlaySafe: PlayHQ's Automated WWCC Verification.

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PlaySafe Only: Adding an Exemption

Registered Teachers Exemption

  1. Select "I am a registered teacher" option
  2. Enter your teacher registration number (VIT or state equivalent) and expiry date
  3. System will validate your teacher registration as an accepted exemption

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⚠️ Important: Additional state-specific exemptions may apply in your region. PlayHQ regularly updates supported exemption types based on regulatory requirements. If you believe you qualify for an exemption not currently listed, please contact your sport's governing body for guidance.

Updating WWCC details in your profile

If you need to add or update your WWCC after registration:

Access Your Profile

  1. Go to playhq.com and log in to your PlayHQ account
  2. Click on your initials in the top right for direct access to your Account details
  3. Navigate to the Child Safety section under your Profile tab

Update Your Details

  1. Click Edit in the Child Safety section
  2. Enter or update your WWCC information
  3. Click Save

If your sport uses PlayHQ's PlaySafe system to automatically validate your WWCC, you can perform a lite check of your WWCC details entered. Your updated WWCC details will automatically be submitted for validation. 

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Checking Your Child Safety Status

Your Child Safety status shows whether your WWCC has been validated:

View Your Status

  1. Log in to your PlayHQ account
  2. Go to My Profile
  3. Check the Child Safety section
  4. Your current status will be displayed

Understanding Status Types

  • VALID - Your WWCC has been verified successfully
  • PENDING - Your WWCC is awaiting validation or has discrepancies
  • EXPIRED - Your WWCC has expired and needs renewal
  • EXPIRING SOON - Your WWCC will expire within 6 weeks
  • U18 - NOT REQUIRED - You're under 18 and exempt from WWCC requirements

Status changes will be reflected in real-time across your profile, both in the public and the admin portal.

If the Status column is blank or no status exists, this means your sport doesn't currently use PlayHQ's PlaySafe system to automatically validate your WWCC. Your WWCC details will be manually validated by an administrator at your club or association.

Troubleshooting & Frequently Asked Questions

My status is still "PENDING" after providing WWCC details - why?

This could be due to:

  • Data discrepancies - Check that your WWCC number, expiry date and name are entered exactly as they appear on your card, within the Child Safety section under your Profile tab. In Victoria, you can find out why your details have returned Pending on the Service Victoria website.
  • Name differences - If your name on the WWCC differs from your PlayHQ profile, edit your WWCC details and add your name as it appears on your card.
  • Processing delays - Some states (ACT/NSW) use batch processing which may take longer than other states.
  • Validation cycles - The system updates statuses after each validation cycle, with most validations completing within minutes to hours.

My WWCC is expiring soon - what should I do? You should renew your WWCC before it expires to maintain eligibility. Note that renewal processing times vary by state/territory. Once renewed, update your WWCC details in your PlayHQ profile. The system will validate your new information and update your status to "VALID" upon successful validation.

I need to complete my registration, but my Working with Children Check (WWCC) details stored on my profile are outdated and I don't have my new details yet. What should I do? You can still complete your registration by selecting Clear details in the Child Safety section. This removes the outdated information so you can proceed. Once your new WWCC details are available, go to My Account > Profile and update them before your next game.

Do I need to provide my WWCC details every season? No, once you've entered your WWCC information in your PlayHQ profile, it remains there for future registrations. You only need to update it when your WWCC is renewed or if your details change.

I'm under 18. Do I need a WWCC? This may vary by state/territory. In Victoria, participants under 18 are automatically exempted from WWCC requirements. The system will mark your status as "U18 - NOT REQUIRED" based on your date of birth. Check with your State/Territory authority to understand requirements in your jurisdiction. 

I skipped entering my WWCC details during registration. Can I add them later? Yes, you can add your WWCC details in your profile after registration. The PlaySafe system will then validate these and update your WWCC status accordingly if enabled for your sport.

I'm a registered teacher. How do I use my teacher registration instead of a WWCC? During registration or in your profile, select "I am a registered teacher" and provide your teacher registration number (VIT or state equivalent) and expiry date. The system will validate this as an accepted exemption.

I'm a registered Police Officer - do I still need to provide WWCC details? Yes. While police officers are typically exempt from WWCC requirements, we require all police officers to apply for a WWCC because we cannot independently verify police badge numbers. This ensures consistent verification processes for all applicants.

I believe I qualify for an exemption, but it's not listed in the system. What should I do? PlayHQ regularly updates the system to accommodate various state-specific exemptions as regulatory requirements evolve. If you believe you qualify for an exemption that isn't currently supported in the system, please contact your sport's governing body for guidance on how to proceed.

Why can't I be added to a team? If your registration status is "Pending," it means your WWCC hasn't been validated yet. Check your Child Safety status in your profile and ensure your WWCC details are correct. You cannot be allocated to teams until your status becomes "Active."

What happens if my WWCC details don't match my registration information? Your status will remain "PENDING" until the discrepancies are resolved. Ensure your WWCC number, expiry date, and name match exactly what appears on your card. If your name differs, add your alternative name in your profile.

How will I know if my WWCC is about to expire? The system will mark your status as "EXPIRING-SOON" when your WWCC will expire within 6 weeks. This gives you time to renew before it affects your eligibility.

How is sensitive WWCC data protected? All sensitive WWCC data is processed and stored securely within Oho's systems, not by PlayHQ. PlayHQ only retains compliance status outcomes (e.g., "valid", "expired". Oho is fully compliant with privacy legislation and data protection requirements.

Who has access to WWCC information? Access is strictly controlled:

  • Oho: Handles all sensitive WWCC data and validation
  • PlayHQ: Receives compliance status from Oho
  • Governing Body Integrity Teams: Receive alerts on revocations
  • Club Administrators: Can view compliance status reports for their participants
  • Participants: Can view and update their own WWCC details

What data is shared with Oho? Only information necessary for WWCC validation is shared: participant name, date of birth, WWCC number, expiry date, and issuing state. This data sharing complies with privacy regulations and is covered by Oho's privacy policy and terms of service.