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Player photo and documents

A player's photo with the family's consent, plus the medical certificate, insurance and tournament ID on the player's profile, with an expiry date, reminders and marks in the list. Who sees them, and how parents upload documents themselves.

Für: Manager, Trainer, Eltern

Every player's profile has a Photo and documents card: a photo (only with the family's consent) and up to 5 documents, each a Medical certificate, Insurance, ID for tournaments or Other document. A document with a "valid until" date reminds you by itself when it's time to renew it.

Who sees it and who can change it

  • Who sees it: the club staff who can see that player, and the child's parents in their portal. The photo never appears on the website or on the club page.
  • Who adds and removes: managers and above for any player; a coach for the players of their own teams (and players not in a team yet).
  • Parents add a photo and documents themselves, remove the photo and the documents they added, and can withdraw the photo consent. They can't remove a document the club added.

When parents change something, the staff get a "…’s details were changed in the portal" notification.

Add a document

  1. Open the player's profile. The Photo and documents card is under the main details.

  2. Click Add document and choose the Document type.

  3. Name (optional): "Paediatrician's certificate", for example.

  4. Valid until (optional): for a medical certificate and insurance the field is there straight away; for the others it's behind + expiry date.

  5. Pick the file, a photo or a PDF (JPEG, PNG or PDF up to 5 MB), and click Upload. In the app: Camera, Gallery or File (PDF); a big photo of a paper is shrunk for you.

Open shows the document (in the app, in the phone's browser through a link that works for 5 minutes). Remove takes it away for the staff and the family alike.

Reminders and marks

  • A document shows "until …"; 14 days before the date it gets an amber expires soon, and after the date a red expired.
  • In the players list, a mark next to the name: "Medical certificate expires soon" or "Medical certificate has expired".
  • 14 days before the date, managers, support and the owner get one notification and an email, and the parents get a reminder in the portal, a push and an email: "{child}'s medical certificate is valid until …. Time to renew it." A new date means a new reminder. Coaches don't get these reminders.
  • If the club uses Telegram reminders, parents hear about the certificate there too.

The player's photo

A photo can't be added without the family's consent, which comes in one of two ways:

  • Parents in the portal tick the consent box when they add the photo: the club keeps it and shows it only to its staff and the family.
  • Staff click The family gave written consent when there is consent on paper and the club keeps it.

Then Add photo appears (later Replace photo and Remove photo). The photo becomes the player's avatar in lists, the team roster and the attendance sheet. Both staff and parents can Withdraw consent, and the photo is removed at once.

For parents: upload it yourself

  1. Sign in to the portal, open your child's page and the Details tab. Without a photo, the child's initials have a "+" badge.
  2. In the Photo and documents card: Add photo (tick the consent box) or Add document: the type, the "valid until" date and the file.
  3. The club sees the document straight away, marked "added by the family".

Tips

  • Ask parents to upload certificates themselves, so nobody collects papers at training.
  • Team documents (tournament entries, federation forms, the team's insurance) live on the team's page: only the club's managers and the team's coaches see them, never parents.
  • Photos and documents use the club's file space: you can see how much is used in Club settings → Subscription.

FAQ

There's no "Add photo" button

The family hasn't consented yet. Ask the parents to add the photo in their portal, or, if you have written consent, click The family gave written consent.

A coach sees the documents but can't add any

Coaches add documents only for players of their own teams. Other players are view-only for them.

Can I download all the documents?

Yes. Owners and managers use Club settings → Data → Files (ZIP archives); parents use With photos and documents (ZIP) in their own data. See Data export and GDPR.

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