Staff documents

A staff member's photo, qualifications and criminal record check: coaches add their own in their profile, and the club sees everything in one table, verifies it and gets reminders.

Für: Inhaber, Trainer

Every staff member has documents: a photo, qualifications (coaching licence, first aid, federation courses) and a criminal record check for working with children. Coaches add their own; the club sees who has handed in what, marks it verified and is reminded when something runs out.

Coaches: add your documents

1. Open Settings → Profile (in the app, Menu → Settings → Profile). Below your details is the My documents card.
2. Add photo — colleagues see it next to your name, and so do visitors to the club's page if the club lists you there.
3. + Qualification: a name and, if you like, + expiry date and a copy (photo or PDF up to 5 MB). Tap Add.
4. Criminal record check → Add check: the Valid until date and, if you like, a copy. Tap Send to the club.

What you add stays awaiting check until the club has looked at it. The owner and support are notified straight away.

Club: all documents in one place

The owner and support open Club settings → Staff. At the top is the Staff documents card with a summary: Awaiting check, Expiring, No check (or All in order). Show everyone opens the table: who, how long their check is valid, and their qualifications with their state.

A name in the table (or Documents in a staff member's row) opens that person's documents:

• Mark as verified — you have seen the check. Its copy is deleted at once; the date and "Verified by: who, when" stay.
• Confirm — next to a qualification the coach added themselves.
• Add on their behalf — a photo, a qualification or the check's date, also for a coach who has not signed in yet. What the owner or support adds counts as verified at once, and no copy of the check is kept then.

In the app: Club settings → Staff — the summary at the top, and for each person the check's date and their folded Documents.

Who sees what

A criminal record check is specially protected data (GDPR art. 10; in Spain, the LOPIVI). So what matters to the club is the "verified" mark and the date, not the document itself: the copy is optional and disappears as soon as the club has checked it.

Reminders

30 days before a check or a qualification runs out, and again on the day it has, the person (opens their profile) and the owner and support (open the person's documents) are notified.

FAQ

Why can't a manager see the check?

By design: criminal record data is seen only by those who manage staff — the owner and support. Managers see the photo and qualifications.

I sent a new date and "verified" disappeared

A new date is a new check, so the club has to look again. The owner and support have already been notified.

Our club is for adults and there is no check

Clubs for adults are not asked for a criminal record check: the photo and qualifications remain.