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Invite Staff

Add your coaches and any additional admins. Each person gets their own login with role-appropriate access.

How to invite a staff member

  1. Click More in the sidebar (or press Ctrl+K, or Cmd+K on a Mac) and choose Staff
  2. Click Add Staff
  3. Enter their details:
    • First Name and Last Name
    • Email Address — They'll receive an invite link at this address
    • Role — Choose Coach, Custom Admin or Admin
  4. Click Add Staff Member

The staff member receives an email with a link to set their password and log in. The link expires after 7 days. If the email can't be delivered, the account is still created and you can resend the invite from the staff member's profile with Resend invite.

Roles explained

Admin

Full access to everything — same as you. Use this for co-owners, club managers, or anyone who needs to manage payments, athletes, and settings. Be selective with admin access.

Custom Admin

An admin whose access you choose yourself. When you pick this role you choose exactly what they can access. Use it for someone who should help run part of the club without seeing everything, such as payments.

A Custom Admin uses the management dashboard only. They don't get the coach app, so no session registers and no Report an accident card. If someone coaches, make them a Coach and give them extra access instead (see below).

Coach

A focused, simplified view, covering attendance and the coach's own teams. Coaches can:

  • See their upcoming sessions
  • Mark attendance (one tap per athlete)
  • Log cash payments received from parents
  • See absences that parents have reported
  • Report an accident, for any athlete in the club

Coaches cannot see payment amounts, fee status, financial reports, or other sensitive admin data. This is by design — it keeps the coach experience simple and protects financial privacy.

If a coach also needs some admin access, such as Members, Teams & Groups or Scheduling, keep them as a Coach and tick it under Extra access (optional). You can do that when you add them, or later on their Staff page. They keep their coach app and get a link on their coach home to the admin pages they can open (Club management, or Manage Sessions & Calendar if they can view Scheduling). Don't switch them to Custom Admin — that removes the coach app.

Managing certifications

Kolva Club tracks staff certifications (DBS checks, First Aid, Safeguarding, etc.) with expiry alerts. You can set this up now or later.

  1. Go to Settings → Certificate Types
  2. Add the certifications your club requires (e.g. DBS, First Aid Level 2, Safeguarding)
  3. On each staff member's profile, upload their certificates

When you upload a certificate image or PDF, the AI reads it and fills in the details such as the holder name, issuer, certificate number, and expiry date for you. You'll see a compliance status for each staff member on the Staff & Certifications page: Compliant, Expiring Soon, Expired, or No Certifications.

Tips

  • Add staff one at a time — repeat the steps for each person
  • You can assign coaches to a session when you create it
  • If someone hasn't set their password yet, open their profile and click Resend invite
  • The AI can help: "Invite Mike Johnson as a coach with email [email protected]"
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