Staff Credentialing helps you collect required information from staff in one consistent flow. You can request profile details, require waivers, and collect certifications or document uploads. Credentialing templates can be set up by role, so you can require different information for coaches versus directors, team managers, or volunteers.
What you’ll find in this article
How to create a Staff Credentialing template (web only)
What you can require staff to submit (profile info, waivers, certifications)
Where to turn on additional credentialing fields
What staff see when credentialing is turned on
How admins track completion and send reminders
Before you start
This is available on the web browser only.
If you plan to require waivers, it helps to confirm your waivers are set up first.
Waiver note: Staff credentialing can only use waivers created as a User waiver-type. More information on waiver setup is available in the Programs and Registrations collection.
Step 1: Create a credentialing template
In the left navigation menu, go to Staff and then Credentialing.
Select + Add Credentialing Template in the top-right corner.
Fill in the template configuration:
Title
Start Date and End Date for the credentialing period
Roles this template applies to
Optional: Apply to Volunteer roles
Use this if volunteers must complete credentialing before they are eligible to be assigned to a team.
If credentialing is set up ahead of time, a parent who opts into volunteering during player registration will be prompted to complete credentialing on their User Dashboard immediately after submitting their registration payment.
When Apply to Volunteer roles is checked, you will also see an optional Program dropdown. Use this to limit the volunteer credentialing flow to a specific program.
You can limit credentialing to Volunteer Coach and/or Volunteer Team Manager roles. This is useful if you want those roles to complete the same credentialing form or separate forms.
Step 2: Configure what staff must submit
In the Settings step, choose the fields and sections you want to require. If you need to collect more information than one section allows, add additional Field Groups.
If you do not see the fields you want
Not every credentialing option is turned on by default. If you do not see a specific field while building your template, you can enable additional fields here:
Go to Club > Settings.
Select Edit Fields.
Turn on the additional credentialing fields you want to use.
Return to Staff > Credentialing afterward and continue building your template.
Common credentialing sections
Profile Information
Use this to collect staff-provided details, such as:
Name
Emergency Contacts
Employment History
Gear Requests
Document Uploads
Pledges and Waivers
Use this section to require staff waivers. This pulls from waivers you have already created in your Waivers module, similar to how player or parent waivers work.
Reminder: Waivers must be created as a User waiver-type to be available here. Waiver setup steps are covered in the Programs and Registrations collection.
Certifications
Use this section to collect certifications or supporting documents. Common examples include:
Coaching licenses
SafeSport certification
Headshots
CDC concussion certification
You can include other document categories as needed.
When you are finished configuring requirements, save the template.
What staff see
Once credentialing is active for a staff member’s role, staff will see a banner on their Teams Dashboard prompting them to complete the credentialing requirements. Volunteers will see a banner on their User Dashboard.
How admins track completion and send reminders
Club Admins can monitor submissions from Staff > Credentialing. From there, you can:
Review who has completed credentialing
Identify who is still missing requirements
Send reminder emails to staff who have not yet completed the process
Admins can also view completion on their Admin Dashboard in the Staff Credentialing card.
For more visibility into Staff Form Completion, please visit the How to Track, Review, and Verify Staff Credentialing Forms article.
If you run into issues
If a waiver is not available to select, confirm it is set up as a User waiver-type and is active in your Waivers module.
If volunteers cannot see the credentialing, confirm whether credentialing is required for volunteer roles, whether the correct program was selected (if applicable), and whether the credentialing period is currently active based on the Start and End Dates.
FAQs
Why can’t I select a waiver in Staff Credentialing?
Staff credentialing can only use waivers created as a User waiver-type. Confirm the waiver is set up as a User waiver-type and is active in your Waivers module.
Where do I turn on additional credentialing fields?
Go to Club > Settings, select Edit Fields, turn on the additional credentialing fields you want to use, then return to Staff > Credentialing.
Where will staff see credentialing prompts?
Staff will see a banner on their Teams Dashboard. Volunteers will see a banner on their User Dashboard.
How do admins track completion and send reminders?
Club Admins can monitor submissions from Staff > Credentialing to review completion, identify missing requirements, and send reminder emails.