Policies

Create club policies (safeguarding, code of conduct, membership rules), track who has accepted them, and send reminders.

Creating a policy

1. Click More in the sidebar (or press Ctrl+K / Cmd+K) and choose Club Policies
2. Click Create Policy
3. Enter a Policy Title and an optional description, and choose Who must accept? — Everyone (Parents & Coaches), Parents only or Coaches only. Policies are accepted by parent and coach accounts; admins are never asked to accept them.
4. The policy opens with no content yet. Click + Create Draft and write the text, then Save Draft
5. Click Publish, choose how members are told (see below) and confirm

You can also click Generate with AI, describe what the policy should cover and click Generate. The AI writes a draft for you to review and edit before you publish. It is only a starting point, so have it checked by someone qualified. If you ask the AI Assistant to write a policy, it points you to this button rather than writing the text itself.

Versioning

Published versions are locked and can't be edited. To update a policy, open it and click + New Draft — this copies the published content into a new draft version. Edit the draft, add a short note under What changed? (it is shown to members who have to accept again), then click Publish. The previous version is archived. Whether members are asked to accept the new version depends on the option you choose when you publish.

Acceptance tracking

See exactly who has accepted each policy, when they accepted, and which version. Click Analytics on a policy's card for the totals, the acceptance rate and a list of everyone, and Proof beside a name to see the acceptance record.

Reminders

Click Remind on a policy's card to email everyone in its audience who hasn't accepted yet. Kolva doesn't send policy reminders on its own, so use Remind whenever you want to chase. You can also ask the AI Assistant who hasn't accepted a policy.

When users see policies

When you publish, you choose how members are told. Email + require acceptance is pre-selected. The four options are:

• Silent update — For a typo or small correction. No email and nothing to accept.
• Email for review only — Emails members to say what changed. Nobody has to accept again.
• Email + require acceptance — Emails the policy's audience and asks them to accept at next sign-in.
• Show at next login only — No email. Members are asked to accept when they next sign in.

With either of the two acceptance options, members in the audience can't carry on using the platform until they've accepted, so keep them for material changes rather than routine corrections.

Export

On a policy's Analytics page, click Export CSV for audits or regulatory compliance. The file lists each person in the audience with their name, email, role, status (Accepted or Outstanding), the version they accepted, when they accepted, their IP address and a document hash.