Accreditations

Define the credentials your sport requires — working-with-children checks, first aid certificates, coaching accreditations, umpire grades — and record who holds what, with an expiry date against every credential. Give a type a standard validity (say, a five-year WWCC) and recording an issue date suggests the expiry automatically.

Every record derives its own status — current, expiring within 30 days, or expired — with nothing to sweep or update by hand. Reminders go out automatically before a credential lapses: to the member and to every accreditation manager, 30 days and again 7 days before expiry, re-arming for the new date whenever a renewal is recorded.

Admins verify what members submit — a Verified tick that only someone who has sighted the document can set, and that members can never set for themselves — so “I’ve got one somewhere” becomes a checked, dated record. Credential numbers are masked in the register, and the whole page sits behind its own Manage accreditations permission, because a working with children check register holds sensitive numbers.

One honest note: ClubHelix records what your state’s checker issued — it isn’t a background-checking service, so always confirm a credential with the issuing body’s own lookup tool.

Attach requirements to positions — Coach needs a current WWCC — and the gap list writes itself: a compliance readout of every position holder missing a current credential, so you can see at a glance which coaches, managers or committee members are missing something their role requires them to hold. That’s your pre-season checklist, done.

Referees and umpires linked to your roster get the same tracking — the match officials register leans on the very same credential records, so an official’s accreditation is only ever recorded once.