Getting Started

Get your club up and running on Kolva Club. This guide walks you through everything from creating your account to running your first session.

What you'll set up

By the end of this guide, you'll have a fully working club with teams, coaches, and parents connected. Here's the path:

1. Create your account — Register your club and choose how to get set up (we can do it for you, free)
2. Add teams — Create your team structure with age ranges and fees
3. Invite staff — Add coaches and assign them to teams
4. Invite parents — Get parents onto the platform so they can pay and see schedules
5. Your first session — Create a session, mark attendance, and see the flow end to end

Before you start

You'll need:

• An email address for your club admin account
• Your club name and basic details
• A rough idea of your team structure (names, age groups)

That's it. Payment setup (Stripe and GoCardless) can be done later — you don't need it to get started.

Moving from another system? You don't have to do the set-up yourself. After you register, choose We'll set it up for you and we'll import your athletes, parents and teams and set up your fees for free. See Create your account.

How Kolva Club is organised

There are four roles in Kolva Club, each with their own view:

Admin (you)

Full control over everything: athletes, sessions, payments, messages, settings, and the AI assistant. This is where you manage the day-to-day running of your club.

Custom Admin

An admin whose access you choose yourself, feature by feature. Use it for someone who should run part of the club without seeing everything. A Custom Admin has no coach app, so anyone who coaches should be a Coach with extra access instead.

Coach

A simplified view focused on sessions and attendance. Coaches see their upcoming sessions, mark athletes as present with a single tap, log cash payments and report accidents. They do not see financial data like payment amounts or fee status.

Parent

Parents see their children, upcoming sessions, outstanding payments, and messages from the club. They can pay fees, upload requested documents, report absences, and browse the club shop.

The AI assistant

Kolva Club has a built-in AI assistant that understands plain English. Find it under AI Assistant in the sidebar. Instead of clicking through menus, you can type things like:

• "Create a practice session for the U8 team next Tuesday at 4pm"
• "Who hasn't paid this month?"
• "Send a reminder to parents with overdue payments"
• "Show me attendance for last week"

The AI always shows you what it's about to do and asks for confirmation before making changes. You're always in control.