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Staff & Certifications

Manage your coaching team and track their certifications. Stay on top of DBS checks, First Aid qualifications, and safeguarding training.

Staff list

Click More in the sidebar (or press Ctrl+K / Cmd+K) and choose Staff. The tiles at the top count your Total Staffand how many are Compliant, Expiring Soon or Expired. Below them the Staff Members list can be narrowed to All, Coaches or Admins. Each row shows the person's name, email, role, a compliance badge and how many certificates they have. Click a row to open their profile.

Add Staff creates a new staff member, and Promote Athlete turns an existing athlete (or parent) into a coach.

Coaches who need more access

Anyone who coaches should have the Coach role. Coaches get the coach app: their session registers and the coral Report an accident card, which files a report for any athlete in the club.

If a coach also needs some admin access, such as Members, Teams & Groups or Scheduling, keep them as a Coach and tick it under Extra access (optional). You'll find it on their profile, in the Permissions & Access card, next to the Role drop-down. They keep the coach app and get a link on their coach home to the admin pages they can open (Club management, or Manage Sessions & Calendar if they can view Scheduling). Click Save Permissions to apply it.

Don't switch them to Custom Admin. A Custom Admin uses the management dashboard only, so they lose their coach home, their session registers and the Report an accident card. If you choose Custom Admin for a Coach, an amber warning says This person would lose the coach app.

A coach can't see Report an accident

  1. Open their profile and check the Role in Permissions & Access.
  2. If it says Custom Admin, change it back to Coach. The permissions they had are still ticked under Extra access (optional), so check them, untick anything a coach shouldn't have, and click Save Permissions. Then ask them to sign out and sign back in: the change takes effect at their next sign-in, and until then the coach app won't appear.
  3. If it says Coach, the card is on their Coach Dashboard (the home screen), whether or not they have a team or any sessions today.

A Custom Admin can still file a report from the Accident Log, but only with Members: Manage. See Accident reports.

Compliance statuses

  • Compliant — At least one certificate is on file and none have expired or are about to
  • Expiring Soon — One or more certificates expire within 30 days
  • Expired — One or more certificates have passed their expiry date
  • No Certifications — No certificates on file

The status looks at the certificates a person has, not at which ones your club needs. Someone with only a First Aid certificate counts as Compliant even if you also expect a DBS check. A certificate with no expiry date never expires.

Certificate types

Settings has a Certificate Types tab that lists the built-in types and lets you add custom ones for your sport with Add Custom Type. A custom type can have a default issuer and a validity period in months. The built-in types are:

  • DBS Check
  • First Aid
  • Safeguarding
  • Coaching Level 1, 2, 3 and 4
  • Other

The Required for all staff tick on a custom type is saved with it, but it doesn't change the compliance status above.

Uploading certifications

On a staff member's profile, the Certifications card has two buttons. Upload & Extract takes a JPG, PNG, WebP or PDF (up to 10MB) of the certificate and the AI fills in the form for you. Add Manually opens the same form empty. The form has:

  • Type (and a name, if you choose Other)
  • Issuer
  • Certificate number
  • Issue date and expiry date (leave the expiry blank if it never expires)
  • Notes

Check what the AI has filled in, correct anything it got wrong, and click Save Certification.

Upload Certificate at the top of the Staff page does the same job without opening a profile first: upload the certificate and the AI suggests which staff member it belongs to for you to confirm.

Kolva works out each status from the expiry date whenever you look. Expired and expiring certificates also show as alerts on your Dashboard.

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