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Invite Parents

Parents need accounts to see schedules, pay fees, and receive messages. There are several ways to get them onto the platform.

Option 1: Add athletes manually

The simplest way for a few existing members. Each athlete is added with the email address their family will use to log in. For a child, use a parent or guardian's email.

  1. Go to Athletes in the sidebar
  2. Click Add Athlete
  3. Fill in First Name, Last Name and Sign-in Email (all required), plus the date of birth and any other details you have
  4. Assign to a team
  5. Click Add Athlete

That email address is sent a link to set a password and open the parent portal (or to sign in, if it already has an account), and a welcome email for each team you assign. If the email address already has an account at your club (for example a brother or sister), the new athlete is linked to that account.

Option 2: Import your members

If you have a spreadsheet of members, you can bulk import them. This is the fastest way to move from another system. There are two screens:

  1. Import CSV on the Athletes page — a simple importer for a spreadsheet of athletes and parents. It can also update athletes you already have. Upload the file, check the column mapping (the AI can suggest it, and handles different column names like "DOB", "Date of Birth", "Birthday"), click Validate Data, then Import Athletes.
  2. Smart Import — for a bigger move that includes teams, sessions and staff, from a CSV or Excel file. Click More in the sidebar (or press Ctrl+K, or Cmd+K on a Mac) and choose Smart Import, or choose Import it myself on the setup page.

Importing never emails anyone. After a Smart Import, parents hear nothing from the club until you send their welcome email — see Welcoming imported parents below. If you're moving from another platform, Direct Debit mandates can't be carried over: each parent sets up a new one from an email link. See the CSV Import guide and Migrating from Coacha for full details.

Prefer not to do it yourself? Choose We'll set it up for you on the setup page (it opens when you register, and is always at kolva.club/setup). It's free: we import your athletes, parents and teams and help you get parents onto Direct Debit.

Welcoming imported parents

After a Smart Import, your dashboard shows a card that says how many members are not yet welcomed. Click Review & send, choose who to contact now (In a team, Active members or Everyone) and confirm. Each person gets a one-time welcome email with a privacy notice, a sign-in link, and an unsubscribe / delete option. Members you leave out are welcomed automatically the first time you message them.

Option 3: Public taster signup

For new members coming through taster sessions. You create a taster session with a public signup link, share it, and parents register themselves.

This is covered in detail in the Taster to Member guide.

Option 4: Join requests

Parents can request to join your club through your club's public page. You review and approve requests from the Join Requests page. Click More in the sidebar (or press Ctrl+K, or Cmd+K on a Mac) and choose Join Requests.

What parents see

Once a parent has set their password and logged in, they land on the Parent Dashboard where they can:

  • See their children and which teams they're in
  • View upcoming sessions for the next 2 weeks
  • See outstanding payments and pay by card, or set up Direct Debit
  • Read messages from the club
  • Upload requested documents (medical forms, consent forms, etc.)
  • Browse and order from the club shop
  • Report absences for their children
  • Manage photo consent and email choices on the Privacy & Data page. It isn't in the portal sidebar yet, so parents reach it from Manage preferences at the bottom of any club email, or at kolva.club/parent/privacy

Tips

  • Families with several athletes only need one parent account — all their athletes are linked to it
  • Parents pay by card from their Payments page, or set up Direct Debit with GoCardless. They can't save a card in the portal
  • If someone says they didn't get their welcome email, click Resend setup email on the Athletes page, either in the athlete's row menu or with the button at the top to resend to everyone who hasn't activated yet
  • The parent portal is mobile-first and works as an app: parents can add it to their home screen
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