Athletes

Athletes are the members of your club. Manage their profiles, team assignments, medical information, and progression through the system.

Athlete list

Go to Athletes in the sidebar to see all your members. Type in the search box to find someone by name or team, then narrow the list with the drop-downs beneath it:

Status — All Athletes, Active, Prospect, Paused, Trial, Waitlist or Inactive
Team — On a team (the default), All teams, No team (unassigned), or one named team
Age band, source (taster signup, admin added, CSV import or website) and consent (missing medical or photo consent)

The buttons above the list are Share signup link, Resend setup email, Export, Import CSV, Duplicates and Add Athlete. On a smaller screen only Add Athlete is shown and the others are in the ⋮ menu beside it. On each row, the pencil edits the athlete and the three-dot menu holds the other actions.

Adding an athlete

Click Add Athlete and fill in:

First Name and Last Name, plus Date of Birth if you have it
Sign-in Email — required. The athlete's account is created with this email, and if it already belongs to a family account in your club (for example a sibling's) the athlete is linked to it.
Status and Assign to Teams — pick any teams to place them in straight away. Once you have picked a team, tick boxes let you send a welcome email to the primary parent and, if the team charges a monthly fee, create the initial payment.
Athlete's Phone, T-Shirt Size, an Emergency Contact (name, phone and email) and Medical Notes / Allergies — all optional.

Kolva doesn't suggest a team here. For taster signups, the team suggestions based on age come later, when you process a taster session's attendees.

Changing an athlete's sign-in email

Open the athlete's edit form and change Sign-in Email. On a computer, click the pencil on the athlete's row; on a phone, tap ⋮ on the row then Edit athlete; or click Edit Profile on the athlete's own page. What happens depends on the new address and on whose login it is:

An account in your club already uses it — for example a sibling's family account. That account becomes the athlete's main contact.
No account uses it — Kolva creates a new parent account for that address and emails it an invite to set a password. Two boxes appear for the new contact's first and last name; fill them in before you save. The invite is sent unless you untick Send welcome email (that tick-box appears once you change the email, or when you also add the athlete to a team).
The athlete's own login (the contact whose relationship is Self) — the login is updated in place to the new address and no new account is created. Only a club admin can do this; anyone else who manages members is told to ask a club admin, and nothing is changed. The old address stops working as the sign-in email straight away, and any password-reset or set-password link already sent to it is cancelled. If the member has not set a password yet, they are sent a fresh set-password invite at the new address (unless you untick Send welcome email, or they have not yet had your club's welcome email, in which case they get that instead, as described below). If they already have a password it is kept and nothing is sent. Kolva refuses, and changes nothing, if another account in your club already uses the address, if the login is a staff login (coach or admin), or if it is also used for other athletes.

When a parent or guardian is replaced as the main contact, the previous contact stays linked to the athlete, just no longer the main contact, and keeps portal access to the child. If they should no longer have it (for example after a custody or safeguarding change), remove them under Guardians & Emergency Contacts on the athlete's Overview tab. Nobody's existing login email is changed in this case, so any other children on that account are not affected.

Billing follows the main contact. After a swap, future monthly fee invoices and their Pay Now links go to the new main contact, unless one of the athlete's contacts holds a live Direct Debit mandate, in which case billing stays with them, whoever they are. Payments already raised, and their reminders, stay with the contact they were raised against. Some one-off charges, such as fines, are billed to the main contact directly, even when another contact holds the Direct Debit. Discounts are worked out for whoever is billed, so a sibling discount can drop when a child moves to an account with fewer children. The welcome email for a team you add goes to that same contact, the one who pays. If the one who pays is the athlete's own login and they are under 18, or their age isn't recorded, no team welcome is sent.

Families who have not yet had your club's welcome email. A family still waiting for the club's welcome email (for example, one you imported) is not sent the team welcome, and is not sent a set-password invite when the athlete is linked to their existing account or the athlete's own login is renamed. They get the club welcome instead once you have recorded your confirmation to send it, and nothing until then. The athlete is still added to the team and billed as usual. A sign-in email that no account uses yet creates a new account, which is sent its invite as normal. The same applies when you add an athlete with the sign-in email of such a family's existing account (for example a brother or sister's): no set-password invite and no team welcome are sent. The message shown after you save says how many families were held back or will get the club welcome first.

A login that is also used for other athletes (for example an adult member who is also the parent of a junior member) is never changed from here, because it would change it for all of them. A club admin can edit that contact's details under Guardians & Emergency Contacts on the athlete's Overview tab instead; that is where shared contact details are changed, and it is an admin-only screen. If you manage members but are not an admin, ask a club admin to make the change.

Athlete statuses

Each athlete has a status that reflects their journey:

Prospect — Signed up through your signup link or for a taster session, but not yet a full member
Trial — On a trial period
Active — Full, paying member
Paused — Billing is stopped but their team place and Direct Debit are kept. Invoices that aren't overdue yet are cancelled (overdue ones are still owed). There is no end date: choose Pause Membership from the row menu, and when they return choose Resume Membership — they are billed again from the next billing day.
Waitlist — Waiting for a space in a team
Inactive — No longer attending. Setting this removes them from all teams, cancels invoices that aren't overdue yet, and cancels the family's Direct Debit if no sibling still uses it. The record is kept and you can reactivate them later.

Bulk import

Migrating from another system? Click Import CSV to add many athletes at once. Kolva matches your column headings automatically, and Auto-Map Columns asks the AI to map any that it missed. You check the mapping and a preview before anything is imported. See the CSV Import guide.

Medical information

Open an athlete and go to the Medical tab. It holds:

Conditions & Allergies — each with a type, severity, details and any medication
Injury History — see “Injury log” below
Accident Reports — read-only, from the Accident Log

You can also type Medical Notes / Allergies and an emergency contact when you add or edit an athlete.

When a family signs up through your public link and shares medical notes, they tick a consent box and Kolva records the date. The Medical tab shows that date, or Medical consent not yet provided if there isn't one.

Parents can withdraw medical consent at any time from the Privacy page of their portal. Doing so permanently removes the free-text medical notes. Conditions, allergies and injury records listed on the Medical tab are not removed.

Safeguarding notes

Admins can record safeguarding concerns against an athlete on the Safeguarding Notes tab of their profile. Each note has a category (Concern, Meeting, Referral, Disclosure, Incident, Follow-up or Other), a title and the note itself. The tab is shown only to admins in the app, and you have to click I understand, show notes to open it. Every time anyone does, it is audit-logged with their name, the time and their IP address.

Injury log

The Injury History section of the Medical tab is where admins Log past injuries: the date, the body part, a description, the severity (minor, moderate or severe), any treatment and a return date. Injuries without a return date count as still active. This is separate from the Accident Log, which is the formal record of accidents at sessions.

Archiving and deleting an athlete

Open the three-dot menu on the athlete's row. There are two ways to remove someone:

Archive (Keep Records) — sets them to Inactive, as described above. Attendance, payment history and everything else stays on file. The confirmation also lists any overdue or failed invoices, which archiving leaves open, so you can cancel them in the same step.
Delete Permanently (GDPR) — for erasure requests. It deletes the athlete's personal information, their team memberships and attendance history, their document requests and their competition sign-ups. It cancels the family's Direct Debit if no sibling still uses it. Payment records are kept, because the law requires seven years of them, but with the name replaced by an anonymous reference such as Deleted Athlete [ATH-1A2B3C4D]. Accident reports are also kept: they are exempt from erasure because they may be needed in a legal claim. This cannot be undone.