How to introduce safeguarding software into your school’s routine
Safeguarding is a top priority for every school or out-of-school setting, but ensuring incidents are identified, recorded accurately, and followed up with isn’t always easy. That’s where safeguarding software comes in.
Designed to help schools record incidents, spot patterns early, and make data-led decisions, safeguarding software supports designated safeguarding leads (DSLs), teachers, pastoral teams, and a school’s SLT to support pupils more effectively.
But how do you move from recognising the need for safeguarding software, to actually making it part of your school’s daily routine?
This blog will walk you through how to introduce safeguarding software in a way that’s simple, structured, and supports your whole school community.
What is safeguarding software?
Safeguarding software is a digital tool that helps school staff record, track, and manage concerns about pupils. It also helps schools meet KCSIE compliance by providing digital audit trails, secure data storage, and clear reporting tools - all essential for safeguarding reviews and Ofsted inspections.
It allows you to:
Record safeguarding and wellbeing concerns
Identify repeat concerns or trends in individual pupils or groups
Ensure nothing gets missed or lost with digital audit logs, automated reminders and multiple access points
Mobile access making it simple to work across devices or on-the-go
Create a clear record for audits, inspections, and internal reviews
Two-way communication tools - following up with a safeguarding concern can also be about checking in with the pupil
As safeguarding children grows more complex and schools are need to take a more proactive approach to pupil wellbeing, safeguarding software is an essential part of this.
Step-by-step guide to introducing safeguarding software to your school
Introducing safeguarding software doesn’t need to add extra work to your day. Starting small and building confidence over time is the most effective approach.
Here’s how to do it:
Get the right people involved early
Start by involving your DSLs, senior leadership team, and IT support. Get them aligned on your safeguarding goals, what you need the software to achieve, and your budget. A product demo can help everyone see how the system works in practice.
2. Choose software that fits your school’s needs
Every school is different, make sure you look for a safeguarding software provider that fits your needs. Look for a tool that’s:
Easy to use for busy staff
Has straightforward onboarding and customer support
Can demonstrate evidence of impact
Designed specifically for your setting
Able to track and report safeguarding incidents securely
Produces the reports and audit logs needed for compliance
Has two-way communication for whole-pupil support
3. Plan a simple, phased rollout
You don’t have to roll everything out overnight. Start with your DSLs and key staff, then gradually expand as confidence grows. Choose a few processes to digitise first and build from there. We support schools at every step - from planning and onboarding to helping your team feel confident using the software day-to-day.
4. Train your staff
Training doesn’t mean long INSET sessions. Use short video guides, step-by-step walkthroughs, and one-to-one support. All of these will be effective in getting your colleagues up to speed and confident with your new software.
5. Communicate to key stakeholders
Let your pupils, parents, and governors know what you’re doing and why. Emphasise that safeguarding software enhances your commitment to keeping pupils safe.
Tips for making safeguarding software a daily habit
Even the best safeguarding software only works if people use it. By consistently using your safeguarding software, you’ll have a strong record of safeguarding practice, demonstrating a proactive approach to safeguarding, which Ofsted will look for during inspections.
These simple strategies can help embed it in your school's daily life:
Get buy-in early - especially your DSLs and pastoral leads - to build trust and momentum
Communicate clearly and consistently - remind staff how and when to use the system. A regular mention in briefings or weekly bulletins goes a long way.
Keep it student-friendly - If students feel safe and confident using the platform, they’re more likely to speak up when it matters
Use in staff briefings to weave into your day-to-day - Pull up the dashboard and reports, highlight recent trends and discuss ways to improve support for pupils
Use your software during weekly DSL check-ins - use the software not just as a place to log concerns, but a tool to guide strategy
Embed in pastoral processes - ensure multiple role-based logins so safeguarding responsibilities don’t rest on one or two people
Common mistakes to avoid with your software
When introducing new safeguarding software, it’s important to avoid common pitfalls that could impact its effectiveness. Being unable to use your new software proactively or restricting access can impact your ability to demonstrate compliance.
These include:
Choosing software that’s too complicated - if it’s hard to use, staff won’t use it. Prioritise ease of use from day one.
Not using software proactively - Safeguarding is ongoing - don’t just use your system for logging, use it to identify trends and take action
Limited access to one or two staff members - Safeguarding is a shared responsibility. Role-based access helps everyone contribute while keeping sensitive information secure.
How to choose the right safeguarding software for your school
Choosing the right safeguarding software is essential not only for effective pupil support but also keeping your processes in line with KCSIE and Ofsted. The right software will help you keep a clear record of safeguarding incidents, demonstrate proactive measures to Ofsted, and ensure that your school meets all necessary regulations. Here’s what to consider when making your decision:
Check for evidence of impact
Lots of features are great, and will make you feel like you’re getting a lot for your money, but what’s the real-world impact? Ask providers for case studies, school testimonials, and data. Without this, the features are worthless and will cost you more in time and resource in the long run.
Tootoot is trusted by thousands of schools and colleges - with a track record in improving pupil outcomes. Our software has been independently evaluated - with projects funded by the Department for Education. Introducing tootoot has been shown to results in a 50% reduction in bullying and cyberbullying, and is 6 times more effective than face-to-face reporting.
Think beyond the DSL
Your DSL is essential - but your safeguarding software should empower your whole school. Tootoot offers role-based access and sandboxing, so the right people get the right information, securely. Creating a culture of safeguarding throughout your entire school.
Make sure it’s easy to use for everyone
Safeguarding tools should feel safe, not intimidating. Look for a tool that is intuitive, simple, and mobile-friendly. Bonus points if it's designed with pupils in mind - making it more likely your pupils will use it too.
Prioritise the student's voice
Students should be equal stakeholders in your school’s safeguarding strategy. Your safeguarding platform should have a messenger they can access to speak up about anything making them feel unhappy or unsafe. Tootoot is designed around the student experience - giving them a voice to speak up anonymously when needed, but with secure logins so you can reveal identities for serious disclosures.
Choose software that grows with you
Start small, but make sure your software can adapt as your needs change. You might want to start with incident reporting, but your needs will evolve with the safeguarding landscape. Tootoot supports digital incident recording, survey tools, wellbeing dashboards, and vulnerable group monitoring - giving you all the tools you need to support pupil safeguarding and wellbeing.
Introducing safeguarding software is one of the most powerful steps your school can take to strengthen pupil safety and wellbeing. The key is to start small, keep it simple, and involve your whole community along the way.
If you're ready to take the first step, we’re here to help. Learn more about Tootoot’s safeguarding software.
