Frequently Asked Questions

There is no monthly subscription. Kolva Club charges a flat 0.75% on every payment processed through the platform. All features are included — no tiers, no per-athlete charges.

Card payments via Stripe and UK Direct Debit via GoCardless. You can also track cash payments manually. Parents can save their payment methods for automatic monthly charging.

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 installments with due dates. Parents see each installment on their dashboard.

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. Athletes can be crossover members of multiple teams. You control whether they pay per team or a consolidated fee.

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. All three portals (admin, coach, parent) are 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. See the CSV Import guide.

Practice, Taster, Workshop, Competition, Trip, School Club, One-Off, and Holiday Camp. Each type has slightly different behaviour (e.g. taster sessions 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.

All data is stored on EU-based servers (Hetzner, Germany). Data is encrypted in transit (TLS 1.3) and at rest (AES-256). Each club's data is isolated from other clubs.

Yes. Parents can request a full data export from their Privacy settings. Admins can also export all club data. These are provided as downloadable files.

Yes. Parents can request deletion through their portal. There's a 14-day cooling-off period. After that, personal data is removed but anonymised attendance and payment records are kept for accounting purposes.

Ask them to check their spam/junk folder. You can resend the invite from the athlete's profile page. If it still doesn't arrive, check the email address is correct.

Failed payments are automatically retried every 4 hours for up to 3 attempts. The parent is notified by email. If all retries fail, the payment is marked as failed and the parent can retry manually from their dashboard.

Go to Teams, click the team, and update the monthly fee. This affects future billing only — existing invoices aren't changed.

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).