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. You can filter by:

• Status — Active, Prospect, Paused, Trial, Waitlist, Inactive
• Team — Show only athletes in a specific team
• Search — Find by name

Adding an athlete

Click Add Athlete and fill in:

• Name and date of birth
• Parent details — Name and email. If the parent already exists, they're linked automatically.
• Team assignment — Kolva suggests the right team based on the athlete's age and your team age ranges.
• Medical notes — Optional. Record conditions, allergies, or medications.

Athlete statuses

Each athlete has a status that reflects their journey:

• Prospect — Signed up for a taster session but not yet a full member
• Trial — On a trial period
• Active — Full, paying member
• Paused — Temporarily paused (e.g. injury, holiday). You can set an end date.
• Waitlist — Waiting for a space in a team
• Inactive — No longer attending. Kept for records.

Bulk import

Migrating from another system? Use the CSV import to add many athletes at once. The AI maps your spreadsheet columns automatically. See the CSV Import guide.

Medical information

Each athlete profile can store medical conditions, allergies, medications, and emergency contact details. Medical information requires explicit parent consent (tracked with timestamps for GDPR compliance).

Parents can grant and withdraw medical consent from their portal at any time.

Safeguarding notes

Record safeguarding concerns or incidents against an athlete's profile. These notes are only visible to admins and are stored securely.

Injury log

Track injuries with dates, descriptions, and recovery status. Useful for monitoring athlete welfare and informing coaches about returning athletes.

Deleting an athlete

When deleting an athlete, you can choose to anonymise the record (for GDPR compliance) or keep it for accounting purposes. Anonymisation removes personal data but retains attendance and payment records with the personal details replaced.