Documentation|Back to Kolva Club

Your First Session

Sessions are where everything comes together. Create one, see it appear on your coaches' and parents' dashboards, and mark attendance.

Create a session

  1. Go to Sessions in the sidebar
  2. Click Create Session
  3. Fill in the details:
    • Title — e.g. "U8 Tuesday Practice"
    • Type — Choose from Practice, Taster, Workshop, Competition, Trip, School Club, One-Off, or Holiday Camp
    • Date and time — When the session starts and ends
    • Venue — Where it's held (add venues in Settings → Venues first, or create one inline)
    • Teams — Which teams are included. All athletes in those teams will appear on the attendance list.
    • Capacity — Optional. Set a maximum number of attendees.
    • Price — Leave at £0 for regular sessions included in monthly fees. Set a price for one-off paid sessions.
  4. Click Save

Or use the AI: "Create a practice session for the U8 team on Tuesday at 4pm at Main Hall"

Session types

Kolva Club supports several session types for different purposes:

  • Practice — Regular training sessions (most common)
  • Taster — Trial sessions for prospective members. These get a public signup link.
  • Workshop — One-off teaching sessions
  • Competition — Competition events
  • Trip — Away days or trips
  • School Club — School-based sessions
  • One-Off — Any single session that doesn't repeat
  • Holiday Camp — Multi-day holiday sessions

Recurring sessions

Most clubs have weekly sessions. Instead of creating each one individually, you can create a session series. When creating a session, choose "Repeating" and set the frequency (weekly, fortnightly, etc.). All sessions in the series are created at once.

View modes

The sessions page has multiple views to suit how you work:

  • Calendar — Monthly calendar view
  • Week — Detailed weekly view
  • List — Simple list sorted by date
  • Timeline — Visual timeline showing session duration

Use the filters to narrow down by team, type, venue, or date range.

Marking attendance

When it's time for the session, attendance can be marked two ways:

By the coach

The coach opens the session from their dashboard and taps Here next to each athlete who is present. It's one tap per athlete — designed to be fast during a busy session.

By the admin

Admins can also mark attendance from the session detail page. Click on any session to see the full attendee list and mark presence.

Self-service kiosk

If you have a tablet at your venue, you can use the Kiosk check-in screen. Athletes tap their name to check in. See the Kiosk Setup guide.

What happens after a session

After attendance is marked:

  • Attendance stats are updated on the admin dashboard
  • Parents can see whether their child attended
  • If the session falls in a mandatory training period, unapproved absences can trigger fines
  • For taster sessions, you can process attendees to assign them to teams

You're all set!

That's the basics. Your club is now up and running with teams, staff, parents, and sessions. From here, explore the role-specific guides for deeper coverage:

← Invite ParentsAdmin Guide →