Trainer Verifications
Track the credentials your instructors need — a working-with-children check (Blue Card / WWCC), first-aid certificate, coaching accreditation, insurance, and anything else. The feature is fully school-managed: you define the types, so the same set works in any state or country. Nothing is hard-coded.
Set up the types (Admin)
Under Admin → Verifications (settings:manage) add a type for each credential you want to track:
| Field | Meaning |
|---|---|
| Name | What it's called in your jurisdiction, e.g. "Working with Children Check" |
| Description | Optional helper text |
| Default validity (months) | Optional; quick reference when recording |
| Required for all trainers | Counts towards "missing" for every trainer |
| Records should carry an expiry date | Reminder hint |
| Active | Inactive types are hidden from trainer records |
Types with records against them can be disabled but not deleted — disable to retire a type without losing history.
Record a verification (Trainers)
Open Trainers, click a trainer, and use the Verifications section on their card. Each active type shows its status; click Record (or Edit) to enter:
- Reference / number (e.g. the card number)
- Issued and Expires dates
- Document — a scanned card or certificate (PDF/PNG/JPG; replaces any previous file)
- Notes
One current record is kept per type; renewing overwrites it, and the audit log preserves the change history. The Trainers list shows a badge when a trainer has an expired, expiring, or missing required credential.
Status
Status is computed from the expiry date, never stored, so it can't drift:
| Status | Meaning |
|---|---|
| Valid | No expiry, or expiry in the future |
| Expiring soon | Within the reminder window (default 60 days) |
| Expired | Past the expiry date |
| Not recorded | No record for an active type |
Reminders
Under Admin → Communication enable Verification reminders and set how many days before expiry to remind. The scheduler emails the trainer (their Trainers-page email) about each expiring or expired credential, then repeats weekly until the record is renewed; recording a renewal with a new expiry restarts the window. When a trainer has no email, the reminder goes to the fallback recipients configured on the same page instead. The email copy is editable under Admin → Templates (, , , ).
Permissions
Trainer records use the existing class permissions — classes:view to see them, classes:edit to record/remove. Managing the types lives in the Admin area behind settings:manage.