Accreditations

The Accreditations page tracks the credentials your people must hold — Working with Children Checks, first aid certificates, coaching qualifications, umpire grades — with expiry dates, verification and automatic reminders before anything lapses. You'll find it under Club operations → Accreditations.

Who can use this

Accreditations are a Standard plan feature. Credential numbers are sensitive, so the page needs the Manage accreditations permission — club administrators have it automatically; moderators and council positions need it granted on Members & access → Roles & positions.

What's on the page

• Stat tiles: total records, expiring within 30 days, expired, and awaiting verification.
• Credential types: your club's catalogue (WWCC, First Aid, Coach Level 1, …).
• Member records: who holds what, with numbers, dates and a verified tick.
• Position requirements: mark which council positions require which credentials, and see at a glance who's missing one.

Step by step

Set up your credential types

1. Add a type for each credential your club cares about. Tick whether it has a card/reference number and whether it expires.
2. If the credential has a standard validity (say, a five-year WWCC), set the validity in months — recording an issue date will then suggest the expiry automatically.

Record a member's credential

1. In Add / update record, pick the member and the credential type.
2. Enter the number and the issue/expiry dates from the actual card — the suggested expiry is a convenience, not a substitute.
3. Tick Verified once someone on the committee has sighted the document. Saving again for the same member and type updates the existing record — that's how renewals work.

Require a credential for a position

1. In Position requirements, tick the credential each position needs (e.g. Coach → current WWCC).
2. The compliance readout underneath lists every position holder missing a current credential — that's your pre-season checklist.

Field reference

• Number — the card or reference number. It's masked in the table (only the last few characters show); the full number is visible when editing.
• Expiry status — derived automatically: current, expiring soon (within 30 days), or expired. Nothing needs to be swept or updated by hand.
• Verified — a committee member has sighted the document. Members can never mark their own records verified.

Tips & FAQ

• Who gets the expiry reminders? The member (if they have an account) and everyone with the Manage accreditations permission, 30 days and again 7 days before expiry. Renewing the credential re-arms the reminders for the new date.
• Is this a background check? No — ClubHelix records what your state's checker issued. Always verify the credential with the issuing body's own lookup tool.
• What about officials? Officials linked to your roster get the same tracking — the Officials page leans on the records you keep here.