Coach profiles built for safeguarding
Running a dojo means knowing your coaches are qualified, checked, and current. Club Forge keeps those records in one place and tells you before anything expires.
Every UK martial arts club needs DBS certificates on file, coaching qualifications up to date, and first aid cover in the room. Most clubs manage this with a folder, a spreadsheet, and someone’s memory.
Club Forge gives each coach their own profile — with structured fields for qualifications, DBS records, and discipline assignments. When something is approaching expiry, the coach and the club owner are both notified automatically.
DBS tracking that covers both types
UK clubs use two forms of DBS check: a one-time certificate and the DBS Update Service. Club Forge handles both.
For a standard certificate, you record the certificate number, issue date, level (basic, standard, or enhanced), and an optional expiry date your club sets internally. For the Update Service, you record the registration date and annual renewal date, and log each time the status is verified online.
A PDF copy of the certificate can be uploaded and stored securely. Only the club owner and the coach themselves can access it — no one else in the system can view it.
Qualifications with expiry alerts
Each coach holds a list of qualifications — BJA coaching licence, first aid certificate, safeguarding training, anything that matters to your club.
Each entry has a name, issuing organisation, issue date, and expiry date. Some qualifications apply to a specific discipline. Others — first aid, safeguarding — apply across the whole club. Club Forge tracks both.
Thirty days before a qualification expires, the coach and the owner are both notified. If it still has not been updated on the day it expires, they are notified again. No chasing, no surprises.
Discipline assignment and rank
Each coach is assigned to one or more of the five disciplines by the club owner. Their rank within each discipline is recorded using the same rank ladder the rest of the app uses — with the same belt swatch.
If a rank does not exist in the ladder yet, the owner can create it during the coach profile setup. That rank is added to the discipline’s rank ladder immediately, so it becomes available across grading, student profiles, and the kiosk from that point on.
Role-based access. Coaches see what they need
A discipline coach in Club Forge sees members, attendance, and financial records for their assigned disciplines only. They can mark PAYT sessions as paid, view other coaches’ profiles, and manage their own details.
They cannot see members from other disciplines, cannot waive payments, and cannot change their own discipline assignment. The owner controls what each coach is assigned to.
Coach profiles are kept entirely separate from the member profile system. A coach is a system role, not a membership record.
Coach compliance sits alongside the rest of Club Forge’s data handling.