Frequently Asked Questions

There is no monthly subscription. Kolva Club charges a flat 0.75% on every payment processed through the platform, on top of your payment provider's own fee (Stripe or GoCardless). All features are included — no tiers, no per-athlete charges.

Card payments via Stripe and UK Direct Debit via GoCardless. Parents can pay by card from their Payments page, or set up Direct Debit so their monthly fees are collected automatically. You can also record cash payments. Saving a card in the parent portal isn't available.

Disbursements are payments you collect on behalf of a supplier (e.g. competition entry fees, travel costs). They're tracked separately from your club revenue because they're not your income — they pass through to a third party.

Yes. Admins can create payment plans that split a fee into multiple instalments with due dates. Parents see each instalment on their Payments page.

No. Coaches have a simplified view focused on sessions and attendance. They cannot see payment amounts, fee status, or financial reports. This is by design to protect financial privacy.

Yes. An athlete can be on as many teams as you like. By default they pay each team's monthly fee. To charge less, set a single monthly total for them on the Crossovers page, or give them a custom monthly fee on their profile. If both are set, the custom monthly fee is the one that is charged. See Crossover pricing and custom fees.

Type commands in plain English like "Create a session for U8 on Tuesday at 4pm" or "Who hasn't paid this month?". The AI understands your intent, shows you what it plans to do, and asks for confirmation before making any changes. See the AI Assistant guide.

Yes. The admin dashboard, the coach view and the parent portal are all mobile-first. The app works as a PWA — add it to your home screen for an app-like experience. The coach attendance marking is specifically designed for one-handed phone use during busy sessions.

Yes. Use the CSV import feature to bulk-upload athletes from a spreadsheet. The AI maps your column names automatically. Importing never emails anyone, so you choose when parents get their welcome email. See the CSV Import guide.

No. Free done-for-you onboarding is included for every club, new or switching: we import your members and teams, set up your fees and help get parents onto Direct Debit, at no charge. See how it works or ask for it.

Practice, Open, Tryout, Workshop, Competition, Trip, School Club, One-Off, and Holiday Camp. Each type has slightly different behaviour (e.g. Open sessions, which are taster sessions for prospective members, and Tryouts get public signup links).

Yes. We provide full GDPR compliance including consent tracking, data export, right to deletion (with anonymisation), medical consent management, and a detailed Children's Privacy Notice. See our Privacy Policy and Children's Privacy Notice.

Your club's database is hosted in the EU (Hetzner). Some processing is done by other companies, which are listed on our sub-processors page.

Yes. Parents can download their data as JSON or CSV from the Privacy & Data page, which includes their profile, their children's details, attendance, accident reports, payments and consent history. It isn't in the parent sidebar yet, so they open it from Manage preferences at the bottom of a club email, or at kolva.club/parent/privacy. Admins can also export club data. These are provided as downloadable files.

Yes. Parents can request deletion for an athlete on the Privacy & Data page. There's a 14-day cooling-off period, and they can cancel the request during it. After that, the athlete's personal information, attendance records, team assignments and document records are deleted. The uploaded document files themselves are not removed from file storage by this process. Payment records are kept in anonymised form for accounting, and accident reports are kept until the child would turn 21.

Ask them to check their spam/junk folder. You can click Resend setup email on the Athletes page, either from the athlete's row menu or with the button at the top that resends to everyone who hasn't activated yet. If it still doesn't arrive, check the email address is correct.

Open their profile on the Staff page and check their role in Permissions & Access. If it's Custom Admin, that's the cause: Custom Admins don't get the coach app, so no registers and no Report an accident card. Change them back to Coach and check what's ticked under Extra access, then click Save Permissions. Then ask them to sign out and sign back in, because the change takes effect at their next sign-in. If they're already a Coach, the card is on their Coach Dashboard, even if they have no team or sessions. Anyone who coaches should be a Coach, with any admin access they need given as extra access.

A failed Direct Debit may be retried by GoCardless, on a date GoCardless chooses, if your GoCardless plan includes Success+. Kolva does not retry it itself. If the payment finally fails, or a card is declined, the parent is emailed a link to pay by card, and the payment shows as Failed on your Payments page.

Go to Teams, edit the team and change the Monthly Fee. Invoices already raised aren't changed. If you set up your own fee schedule for the team on the Fees page, that schedule decides the amount instead, so change it there.

Yes. While originally built for cheerleading clubs, Kolva Club works for gymnastics, dance, martial arts, swimming, and any youth sports club with similar structures (teams, sessions, attendance, fees).