Welcome to the guide on managing coaches and certifications in FinalForms! This document will walk you through the steps to effectively add, view, edit, and archive staff members, as well as manage their certifications. Let’s get started!

To begin creating your coaches, follow these simple steps:

1. Click “Manage” at the top of your page and select “Staff”.

2. Click “New Staff” to add a new staff member, such as a coach.

3. To create a new staff member, enter the following information:

   • First Name

   • Last Name

   • Email Address

   • Any other available information

4. Click “Create Staff”. You will then land on the “Add Role” page.

5. Enter the School/Dept, Position(s), and/or Title as needed.

6. Click to generate their “VPA Staff ID”.

7. Do not modify the Permissions. Note: Permissions only matter if you upgrade to FinalForms’ complete service package.

8. Click “Create Role”. You will then land on the “Add Sports / Activities / Groups” page.

9. Search and select the appropriate Sports / Activities / Groups.

10. Click “Assign Staff”.

To view certifications for your staff, follow these steps:

1. Click “Manage” at the top of your page and select “Staff”.

2. Locate any staff member and click the “Certification” (countdown icon) to open a popover.

To add certifications, do the following:

1. Click “Manage” at the top of your page and select “Staff”.

2. Locate any staff member and click the “Certification” (countdown icon) to open a popover.

3. Click “New Certification” in the popover. Important: You may add any certification required by your School/District.

4. Input all relevant information:

   • Certification Title

   • Certified On (optional)

   • Expiration Date (or no expiration date)

   • Any Notes associated with the Certification (optional)

5. Click “Create Certification”.

6. If the coach has previous coaching experience, NFHSLearn certificates can be synced by ensuring the email address in NFHSLearn matches the coach’s email in FinalForms. Once confirmed, click "Sync Certifications". All other certifications uploaded under a previous school must be re-uploaded to the coach’s new profile.

To edit existing certifications, follow these steps:

1. Click “Manage” at the top of your page and select “Staff”.

2. Locate any staff member and click the “Certification” (countdown icon) to open a popover.

3. Click “Edit” on any certification in the popover.

4. Modify all relevant information and click “Save”:

   • Certification Title

   • Certified On (optional)

   • Expiration Date (modify this date to override the default expiration date)

   • Notes

To upload certification documents, follow these steps:

1. Click “Manage” at the top of your page and select “Staff”.

2. Locate any staff member and click their name.

3. Click the “Documents” button:

4. Click the “Choose File” button.

5. Locate the file on your computer and click “Open”.

6. Once the file is uploaded, no further action is necessary.

Important: Uploading a certification does not create a “countdown” to remind your coach to renew a certification. You must follow the steps in Section 4b (2) above to create the reminder functionality. Uploading a file simply helps you centralize documentation.

To review certification documents, do the following:

1. You may receive a notification alerting you that a staff member has uploaded a document.

2. Click “Manage” at the top of your page and select “Staff”.

3. Locate any staff member and click their name.

4. Alternatively, click the “By Status” filter and select “Unreviewed” under “Documents” to find all staff with unreviewed documents.

5. Click the “Documents” button.

6. Click any file link to review and verify the certificate.

Follow the guidance in Section 4b (2) above to create the reminder functionality.

To archive coaches who no longer work within your district or school, follow these steps:

1. Click “Manage” at the top of your page and select “Staff”.

2. Locate any staff member and click the “Edit” (pencil and paper icon).

3. Locate the “Administrator-Only” area.

4. Find the “[Current Year] Status” dropdown.

5. Click the dropdown and select “Archived”.

6. Click “Update Staff”.

Important: The staff member will be archived, not deleted. You can access an archived staff member by clicking “Manage” > “Staff”, then clicking the “By Status” filter and selecting “Archived” to view archived staff. This is critical if you are referencing a past issue involving this staff member.

Thank you for taking the time to learn how to manage coaches and certifications in FinalForms! If you have any questions or need further assistance, feel free to reach out to our support team.