Documents

Request documents from parents (medical forms, consent forms, insurance certificates) and track their submission and approval status.

Requesting documents

The Documents page isn't in the sidebar or the More menu. Open it by going to /documents on your Kolva Club address.

1. Click Request Documents
2. Choose the Document Type (create one first with New Document Type if it isn't listed)
3. Choose a Team, then tick the Athletes the request is for (Select All ticks the whole team)
4. Add an optional Due Date and a Message to Athletes
5. Click Send Requests

You choose one team at a time, and the request is created for each athlete you tick. An athlete who already has an open request for that document type is skipped. Kolva doesn't email parents when you send a request. They see it in Documents in the parent menu, where they can upload the file, so let families know to look there.

Document types

Click New Document Type to create a type to match your club's needs. Give it a name and description, choose a Category (Consent, Medical, Membership, Insurance, Safeguarding, Financial or Other) and, if the document goes out of date, a Validity Period (days). For example:

• Medical forms
• Consent forms (photo consent, trip consent)
• Insurance certificates
• Safeguarding declarations
• Any custom document your club requires

Tracking submissions

The Document Requests table shows every request with its athlete, document, status and due date. The tiles above it count Pending, Awaiting Review, Approved and Rejected requests, and clicking one filters the table. The statuses are:

• Pending — Not yet submitted by the parent
• Awaiting Review — Parent has uploaded, waiting for you to review
• Approved — You've reviewed and accepted
• Rejected — You've turned it down. The parent sees it as Rejected on their Documents page with a Re-upload button. They aren't emailed, so tell them yourself.
• Expired — Past the expiry date, needs renewal

On a request that is awaiting review, click Approve or Reject. Reject doesn't ask for a reason, so the parent sees a standard “Document rejected” note. The View button, the Remind button on pending requests and Re-request on rejected ones are not working yet and only show a “coming soon” message.

Expiry alerts

Once a day Kolva checks approved documents that have an expiry date. It emails the athlete's primary parent 30, 14 and 7 days before the date, and marks the request Expired once it has passed. These emails go to families, not to you, so check the table for Expired requests and send a new request if a renewal is needed.