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. Go to Staff in the sidebar
2. Click Add Staff
3. Enter their details:
   • Name — Their full name
   • Email — They'll receive an invite link at this address
   • Role — Choose Coach or Admin
4. Click Send Invite

The staff member receives an email with a link to set their password and log in. Until they complete registration, they'll show as "Pending" in your staff list.

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.

Coach

A focused, simplified view. Coaches can:

• See their upcoming sessions
• Mark attendance (one tap per athlete)
• Log cash payments received from parents
• Request absences

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.

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 automatically extracts the holder name, issuer, certificate number, and expiry date. You'll see a compliance status for each staff member: Compliant, Expiring Soon, Expired, or No Certificates.

Tips

• You can invite multiple staff members at once — just repeat the process
• Staff can be assigned to specific teams later when you create sessions
• If someone hasn't accepted their invite, you can resend it from their profile
• The AI can help: "Invite Mike Johnson as a coach with email [email protected]"