Compliance: accreditations, agreements and the checklist
Who does this: an Owner or Admin sets the requirements once; Managers can read the compliance page.
Three tools work together:
- Accreditation types are the checks and certificates you require, such as a Working With Children Check for every coach.
- Agreements are policies members must accept before they use the app, such as a code of conduct.
- The compliance checklist shows, per member, what is done and what is outstanding.
Require an accreditation
Section titled “Require an accreditation”- Go to Settings → Organisation → Accreditations and click New Type.
- Enter the Name (for example
Working With Children Check) and a Description telling members what to submit. - Turn on Requires number/ID, Has an expiry date and Requires evidence document as appropriate. A WWCC needs all three.
- Under Required for roles, tick the roles who must hold it: Coach, Assistant Coach, Manager, Support. Leave it empty to make the accreditation available but optional.
- Save.
Members submit under Profile → Club Accreditations in the app, with the number, expiry and a photo or PDF. Submissions arrive in the Verification Queue on the same tab: filter Awaiting review, open each one, check the evidence and mark it verified or rejected. Expiries are tracked and members are alerted before they lapse.
Publish an agreement
Section titled “Publish an agreement”- On the Agreements tab, click New Agreement.
- Enter the Title and the Agreement text, attach a document if you have one, tick Required for roles, and set the Order if you have several.
- Publish it.
From then on, a member who has not accepted a required agreement is stopped at the Club agreements screen when they open the app, and must accept before going further. Parents accept on behalf of their children. The tab shows acceptance counts and a per-agreement report.
Track who is outstanding
Section titled “Track who is outstanding”Go to Members → Compliance. Each row shows a member’s Paid tick, Agreements accepted, Accreditations held and Kit status. Filter by Agreements outstanding or Accreditations outstanding, and Export CSV for the committee. The Paid tick is manual; ClubEzy does not take payments.
The same checklist appears on each member’s page under Compliance Checklist.
If something goes wrong
Section titled “If something goes wrong”- A member says they cannot get past the agreements screen. That is the gate working. They need to tick I have read and agree.
- A coach’s WWCC does not show as required. Check the accreditation type’s Required for roles includes their role, and that they hold that role in this season.
- New Type or New Agreement is missing. Both need the Admin role.