Qualifications keeps your club’s coaching badges, DBS checks, safeguarding courses, first aid, umpiring and refereeing awards in one place. Record them against members, attach the certificate, and Teamo tells you when something is about to run out or already has.
Screenshots are from our test club, Ring Pass Delft, with invented names.
🏅 Part 1: Find it
1. Open Qualifications
Go to Manage and, under People, tap Qualifications.
Club admins, section managers and anyone with the Safeguarding Officer club role can open it.
📋 Part 2: Set up your qualification types
A type is the qualification itself, such as “DBS Verified” or “England Hockey Level 1 Coach”. Each club sets up its own, once, and then records them against as many members as it needs.
2. The Types list
Tap Types at the top. Each type shows its category, whether it is a National Governing Body (NGB) award, and how many members hold it.
- Use the pills (Coaching, Safety, Leadership, Official, Other) to filter the list.
- Drag the handle on the left to put the types in the order you want.
- Tap the pencil to rename a type or change its category.
3. Add a type
Tap + Add Type, give it a name, pick a category and turn on National Governing Body if it is an NGB award. Then tap Add type.
If you already have a type with the same or a very similar name, Teamo asks before creating a second one, so you don’t end up with “DBS” and “DBS check” side by side.
Deleting a type (the red bin) removes it and takes it off every member who holds it. This cannot be undone, so Teamo tells you how many members it affects first.
✏️ Part 3: Record qualifications
4. Assign a qualification to one or many members
Tap + Assign at the top of the Qualifications page.
- Pick the qualification. If it isn’t there, tap Create new type.
- Tap Add recipients and tick everyone who holds it. You can pick a whole course’s worth of people in one go.
- Add the Date Awarded, the Expiry Date (optional) and the Registration / Certificate Number.
- Tap Upload Certificate to attach a photo or PDF of the certificate.
- Tap Assign to 3 members (the button counts the people you picked).
5. Or add it from a member’s profile
Open the member (search for them, or tap their name anywhere in Qualifications). The Qualifications & Checks card shows everything they hold, with its status. Tap + Add to record a new one for just this person.
6. Edit, revoke or remove a record
Tap any record, either in the list or on the member’s profile, to open it.
- Change the dates, number or notes, or Add Another document. Tap Save.
- Set the status to Revoked if it has been withdrawn. The record stays on file but no longer counts as current.
- Remove Qualification takes it off the member altogether.
- To change the type on a record, remove it and assign the right one.
🔎 Part 4: Keep track
7. See who holds what
The Holders view lists every record in your club. You can:
- search by member or qualification;
- filter by category or type, for example everyone with a DBS;
- tap Expires to sort by expiry date;
- tap View to open an attached certificate;
- tap a name to open that member’s profile.
8. What the statuses mean
You only set the dates. Teamo works out the status from them every day:
- Valid (green): in date, or no expiry date recorded.
- Expiring soon (amber): expires within the next 60 days. It still counts as current.
- Expired (red): the expiry date has passed. You don’t need to change anything; it moves here on its own.
- Revoked: you marked it as withdrawn.
The tabs along the top (Current, Expiring soon, Expired, Revoked, All) show each group with a count, so a quick look at Expiring soon each month tells you who to chase.
9. Warnings in the Members Centre
The Members Centre warns you too. In the panel on the right:
- Expired Qualifications shows how many members hold something that has run out;
- Expiring Soon shows how many qualifications run out within the next 90 days.
Tap either one to filter the member list to just those people. To see a qualifications column in the member list, tap Configure and turn on Qualifications. Its medal icon is green when everything is in date, amber when something is expiring and red when something has expired.
10. On your phone
Everything works the same on the app. The list becomes one card per record, with the status on the right and the expiry date underneath.
11. Export to a spreadsheet
In the Members Centre, tap Tools, then Download, confirm you have consent, and choose Download Wizard. Under the profile fields you can add:
- one Qualifications column listing everything each member holds, with status and expiry; or
- a separate column for each qualification type, showing its status, expiry date and number.
The second option gives you one row per person and one column per qualification, which is the shape most governing bodies ask for in club accreditation and health checks.
Frequently Asked Questions
Can members see their own qualifications?
Yes. Members see the Qualifications & Checks card on their own profile, and team managers see it for their players. Only club admins, section managers and Safeguarding Officers can add, edit or remove them.
Do I need to change the status when something expires?
No. Teamo marks it Expired automatically on the expiry date.
What if a qualification never expires?
Leave the expiry date blank. It shows as Valid (“No expiry”) until you change it.
Why does the Members Centre say “expiring” when the Expiring soon tab is empty?
They look different distances ahead. The Expiring soon tab in Qualifications covers the next 60 days; the Members Centre warning and the member’s profile flag anything in the next 90 days.
What can I attach as a certificate?
A photo (taken on your phone or saved as an image) or a PDF. You can attach more than one to a record.
Someone renewed their DBS. Do I edit the old record or add a new one?
Either works. Editing the old one keeps the list tidy; adding a new one keeps the history. If you add a new one, you can Remove the old one afterwards.
Our Safeguarding Officer can’t see the Qualifications tile.
Check they have the Safeguarding Officer club role in Manage → Manage Club Roles. Once they have it, the tile appears under Manage → People.
Is there a limit on how many types or records we can have?
No. Add as many as your club needs.
