How Wellington Health & Fitness (College) Transformed Compliance Tracking and Task Management
Wellington College’s fitness facilities replaced paper-based tracking with OpsPal’s digital platform, achieving instant compliance visibility and seamless task management across their entire team, achieving digital compliance within weeks.
Organisation:
Wellington Health & Fitness (College)
Sector:
Independent School Fitness Facilities
Sites Using OpsPal:
Staff Using OpsPal: 86 team members
Service Area:
Berkshire, UK
Key Decision-Maker:
Gaby Moretti Chambers, Operations Manager
Key Outcomes Achieved:
Instant Compliance Visibility
"2 buttons and I can see 67 out of 86 have read the code of conduct"
Paperless Operations
Eliminated paper tracking and highlighter pens
Task Management Excellence
Every staff member knows exactly what needs doing and when
About Wellington Health & Fitness (College)
Wellington Health & Fitness (College) is one of Britain’s leading co-educational independent schools, with extensive sports and fitness facilities serving both students and the wider school community.
Their fitness facilities include swimming pools, gyms, changing rooms, and various sports amenities that require meticulous operational management, health and safety compliance, and coordination across a large team.
With 86 staff members working across their facilities, maintaining consistent standards, ensuring everyone completes required tasks on time, and tracking compliance with policies and procedures presented significant operational challenges.
As an independent school with high standards and safety expectations, Wellington College needed a solution that would provide complete operational visibility while being straightforward enough for all staff to use confidently.
The Challenge: Paper-Based Chaos and No Visibility
Before implementing OpsPal, Wellington College’s Operations Manager, Gaby Moretti Chambers, faced the operational challenges that plague many fitness and leisure facilities: paper-based systems that provided no real-time visibility and made compliance tracking laborious and unreliable.
The Paper Trail Problem
Tracking compliance and task completion across 86 staff members using paper systems was frustrating and time-consuming.
When staff needed to confirm they’d read important documents like the code of conduct, safeguarding policies, or procedures, the process involved:
- Paper copies or printed documents
- Physical signatures or tick boxes
- Manual tracking with spreadsheets or lists
- Highlighter pens to mark who had and hadn’t completed requirements
- Chasing individuals who hadn’t signed off
- No easy way to see the overall picture
This approach meant that getting a simple answer to “Who has read our updated safeguarding policy?” required manually checking through paperwork, updating trackers, and often following up multiple times with staff who’d missed it.
For an Operations Manager responsible for compliance across a large team, this was both time-consuming and risky.
Task Management Challenges
Ensuring that daily and weekly operational tasks were completed consistently across the facilities was difficult without a centralised system.
Tasks like:
- Changing room checks
- Pool water tests
- Bar fridge temperature checks
- Cleaning schedules
- Plant room inspections
- Equipment checks
These were managed through various methods—printed checklists, rota boards, verbal instructions, or individual initiative—but there was no single place where everyone could see what needed doing and what had been completed.
Staff couldn’t easily see their own task lists. Managers couldn’t quickly check completion status. When tasks were missed, it was often discovered too late.
Document and Procedure Access
Wellington College had extensive operational procedures that staff needed access to:
- Staff code of conduct
- Normal Operating Procedures (NOPs) for each department
- Emergency Action Plans (EAPs)
- Safeguarding policies
- Health and safety procedures
- Training materials
But making these accessible to all staff, ensuring everyone had the latest versions, and confirming that critical information had been read and understood was complicated.
Paper copies went out of date. Files stored on shared drives required staff to know where to look. There was no way to track who had accessed what, or to be confident that everyone had the information they needed.
The Operational Impact
These challenges created several problems for Wellington College’s fitness facilities:
- Compliance Uncertainty: No clear way to demonstrate that all staff had read critical policies
- Management Time Drain: Hours spent chasing people, checking paperwork, and updating trackers
- Inconsistent Task Completion: No systematic way to ensure all daily and weekly tasks happened
- Communication Gaps: Difficult to get important information to all staff reliably
- Audit Challenges: Gathering evidence for inspections or compliance reviews was manual and stressful
- Staff Confusion: Team members unsure about what they needed to do or where to find information
Gaby knew there had to be a better way to manage operations across such a large team.
The Solution: OpsPal’s Digital Operations Platform
Why Wellington College Chose OpsPal
Wellington College needed a solution that would:
- Provide instant visibility of compliance status across all staff
- Make task management clear and straightforward for the whole team
- Give everyone easy access to procedures and policies
- Prove that staff had read and understood critical information
- Be simple enough that all 86 staff members could use it confidently
- Implement quickly without disrupting operations
OpsPal’s platform offered exactly what they needed. Rather than being a complex system requiring extensive training, OpsPal’s structure—procedures, tasks, training matrix, and problem management—mapped directly to how leisure facilities actually work.
The platform’s read receipt functionality was particularly important. The ability to upload a document and immediately see who had and hadn’t read it would transform Wellington College’s compliance tracking.
Equally important was OpsPal’s task management system with visual indicators (green for ready, amber for in progress, red for overdue). This would give every staff member clarity about their responsibilities and give managers real-time oversight.
Implementation: Built in Two Weeks
One of the most impressive aspects of Wellington College’s OpsPal implementation was the speed and efficiency of the setup.
Week 1: Foundation and Document Upload Gaby and one other staff member led the implementation:
- Uploaded the staff code of conduct
- Added all departmental procedures and NOPs
- Uploaded the Emergency Action Plan (EAP)
- Added safeguarding policies and other critical documents
- Set up user accounts for all 86 staff members
- Configured organisational structure
Week 2: Task Setup and Rollout
- Built all daily and weekly tasks into the system
- Set up task schedules and assignments
- Configured reminders and notifications
- Rolled out access to all staff
- Provided brief training on how to use OpsPal
The implementation took approximately 2 weeks to get all daily and weekly tasks set up and the system ready for full use across the team.
This rapid implementation was possible because:
- OpsPal’s interface is intuitive and straightforward
- Documents can be uploaded or copied directly into the system
- The platform doesn’t require complex configuration
- Staff training requirements are minimal (OpsPal includes 6-minute training modules)
As Gaby noted: “Myself and one other member of staff did most of the initial build, and it took us around 2 weeks to get all the daily and weekly tasks on there.”
The Results: “I Could Rave About OpsPal for Hours!”
The transformation that OpsPal brought to Wellington College’s fitness facilities has been significant, affecting every aspect of their operations from compliance tracking to daily task management.
Instant Compliance Visibility
One of the most immediate and impactful changes was the ability to see compliance status instantly.
Before OpsPal:
- Manual checking of paper records
- Updating spreadsheets
- Chasing staff individually
- Uncertainty about overall compliance status
After OpsPal: “I just clicked 2 buttons, and it tells me 67 out of 86 have read and signed the code of conduct, and I can clearly see who still needs to do this—so much easier than paper and a highlighter pen.”
This instant visibility means:
- No more manual tracking: The system shows exactly who has and hasn’t read each document
- Clear action list: Immediately obvious who needs following up
- Compliance confidence: Complete certainty about compliance status at any moment
- Audit-ready: Evidence of staff sign-off available instantly for inspections
- Time saved: What used to take hours of checking now takes seconds
For an Operations Manager responsible for compliance across 86 staff members, this transformation eliminates huge amounts of administrative burden and provides complete confidence in compliance status.
Seamless Task Management
OpsPal’s task management has transformed how Wellington College ensures that all operational tasks are completed on time.
What Staff See: Every staff member can log in and immediately see:
- What tasks they need to complete today
- What tasks are coming up
- What they’ve already completed
- Clear priorities with visual indicators (green/amber/red)
What Managers See: “My main screen is telling me now I have a pool test and plant room checks to do in 3 minutes, but everyone else has done their tasks.”
This real-time visibility means:
- No tasks fall through the cracks: Everything is tracked and visible
- Clear accountability: Everyone knows their responsibilities
- Progress monitoring: Managers can see completion status at a glance
- Problem identification: Overdue tasks are immediately obvious
- Consistent standards: Every task gets done to the same standard every time
Daily operational tasks that are critical for health and safety—pool tests, changing room checks, temperature monitoring, cleaning schedules—are now systematically managed with complete visibility.
Comprehensive Task Coverage
Wellington College has successfully digitised all their key operational tasks:
Daily Tasks:
- Pool water tests
- Plant room checks
- Changing room inspections
- Bar fridge temperature monitoring
- Cleaning schedules
- Equipment checks
Weekly Tasks:
- Deep cleaning routines
- Equipment maintenance
- Stock checks
- Detailed facility inspections
All of these are now tracked in OpsPal with clear scheduling, assignment, and completion monitoring.
Document Access for Everyone
OpsPal has become Wellington College’s central repository for all operational information:
What’s Stored in OpsPal:
- Staff code of conduct
- Departmental Normal Operating Procedures (NOPs)
- Emergency Action Plans (EAPs)
- Safeguarding policies
- Health and safety procedures
- Training materials
- Equipment manuals
- Operational checklists
Access Benefits:
- Available to all staff on any device
- Always the current version (no outdated paper copies)
- Easy search functionality to find what you need
- Clear organisation by department or topic
- Read receipts track who has accessed what
Staff no longer need to search through shared drives, ask colleagues, or rely on paper documents that might be out of date. Everything they need is accessible in OpsPal, on their phone, tablet, or computer.
Universal Staff Adoption
Perhaps the most telling indicator of OpsPal’s success at Wellington College is the universal adoption across all staff.
“I can honestly say every member of staff is finding OpsPal a brilliant tool for getting everything done on time.”
This level of adoption across 86 staff members—from managers to frontline staff—demonstrates that OpsPal has succeeded in being:
- Easy to use: No extensive training required
- Practically useful: Helps staff do their jobs better
- Always accessible: Works on whatever device staff have
- Reliably helpful: Provides the information and structure people need
When a digital system achieves this level of acceptance, it’s because it genuinely makes people’s working lives easier rather than adding administrative burden.
Reduced Management Burden
For Gaby as Operations Manager, OpsPal has fundamentally changed how she manages the facilities.
Time Savings:
- No more manual tracking of compliance
- No more chasing staff about completing documents
- No more uncertainty about task completion
- No more searching for current versions of procedures
Better Management:
- Real-time visibility of operations
- Proactive rather than reactive management
- Clear data for decision-making
- Confident compliance status
The administrative tasks that used to consume hours of management time are now handled systematically by OpsPal, freeing Gaby to focus on strategic improvements, staff development, and service excellence.
Support and Implementation Success
Wellington College’s positive experience wasn’t just about the software—it was also about the implementation support.
“Craig and Dawn Anne have been brilliant and helped us all along the way; you won’t need any other help.”
This highlights that OpsPal’s team ensured:
- Smooth setup and configuration
- Questions answered promptly
- Problems solved quickly
- Confidence throughout implementation
The combination of intuitive software and responsive support meant that Wellington College went from decision to full implementation in just two weeks, with 86 staff successfully using the system.
Testimonial
What Gaby Moretti Chambers Says
“I could rave on about OpsPal for hours!
I can honestly say every member of staff is finding OpsPal a brilliant tool for getting everything done on time, including changing room checks, pool tests, bar fridge temperature checks, and cleaning.
We have uploaded our staff code of conduct and all our procedures, including each department NOP, the EAP, safeguarding policy, and many more. Myself and one other member of staff did most of the initial build, and it took us around 2 weeks to get all the daily and weekly tasks on there.
I just clicked 2 buttons, and it tells me 67 out of 86 have read and signed the code of conduct, and I can clearly see who still needs to do this—so much easier than paper and a highlighter pen.
My main screen is telling me now I have a pool test and plant room checks to do in 3 minutes, but everyone else has done their tasks.
Any way, I could rave for hours about how good it is. I’m happy for you to contact me if you want to talk about any of it, but Craig and Dawn Anne have been brilliant and helped us all along the way; you won’t need any other help.”
OpsPal Features Used by Wellington College
Wellington College uses these OpsPal features across their fitness facilities:
✓ Procedures – Staff code of conduct, departmental NOPs, EAPs, safeguarding policies, and operational procedures all stored centrally with read receipts
✓ Tasks – Daily and weekly task schedules for pool tests, changing room checks, temperature monitoring, cleaning, and facility inspections
✓ Training Matrix – Staff training records and compliance documentation tracked digitally
✓ Document Management – Version control ensuring all staff access current procedures and policies
✓ Compliance Tracking – Read receipt functionality showing exactly who has read and signed off on critical documents
✓ Live Dashboards – Real-time visibility of task completion status and compliance across all 86 staff members
✓ Mobile Access – Staff can access OpsPal and complete tasks on any device
✓ Reminders & Notifications – Automatic prompts ensuring tasks and document reviews don’t get forgotten
Key Success Factors
What made Wellington College’s OpsPal implementation so successful:
1. Leadership Commitment Gaby and her colleague dedicated focused time to building the system properly during the initial 2-week setup period.
2. Comprehensive Setup Rather than phasing implementation, Wellington College uploaded all key documents and tasks from the start, ensuring immediate value.
3. Clear Communication All 86 staff members understood what OpsPal was, why it was being introduced, and how to use it.
4. Practical Training OpsPal’s 6-minute training modules meant staff could get up to speed quickly without lengthy training sessions.
5. Responsive Support Quick assistance from the OpsPal team during implementation built confidence and solved any issues promptly.
6. User-Friendly Design The intuitive interface meant that staff with varying levels of technical confidence could all use the system successfully.
What’s Next for Wellington College
Wellington College continues to expand their use of OpsPal as they identify additional opportunities to digitise and improve their operations.
The facilities team regularly reviews how they’re using the platform to ensure they’re maximising the value across all features and identifying new ways to enhance efficiency and compliance.
With OpsPal now embedded in daily operations and all 86 staff members actively using it, Wellington College has a robust foundation for maintaining operational excellence across their fitness facilities.
Gaby remains enthusiastic about the platform: “I could rave for hours about how good it is.”