The FA Events Platform allows for staff members to be added and changed throughout the process of your programme. However, all staff must meet Wildcats or Just Play criteria first. For these criteria, refer to your Wildcats or Just Play guidance document or contact your County FA.
Adding a new coach/volunteer/DSO must be approved by your County FA (the same one to whom you made the original application). Once approved, the originally-approved staff members will appear in the drop-down list. But now you can change them and insert the newly-approved staff names.
Please note – changes in staff do not update automatically across all sessions. You must edit each session and add in new staff or delete existing staff you have already added to the sessions.
A drop-down screen will appear. Make changes to individual fields by clicking on the pencil icon and then click ‘Save’.
Anyone booked onto the session will automatically be sent an email notification of changes. If you want to make significant changes to an original application, you need to re-submit it to your County FA for re-approval.
ADDING A NEW STAFF MEMBER
To add or be able to change any staff member on your event and sessions, they need to be present within your application first. Go to 'My Applications' and then select the application you wish to use for editing or adding staff members on. If it is an 'In Progress' application, then you will need to go through all the steps on there anyway - but if it's an 'Approved' application, simply go the staff page and edit accordingly with the pencil icon before re-submitting to the County FA.
Just Play and Wildcats applications are slightly different in their staffing but each of them both need a lead coach so this is the example used below. A coach is classed a staff member who can be added to the application - as is a volunteer and a designated safeguarding officer (DSO).
By filling in the relevant details here, the organiser of the centre can choose themselves as the lead coach assuming they have the correct in-date qualifications showing on their FAN. They also have the option to fill in the boxes with another coaches' name if they choose not to be the main coach. In addition, there is another choice to 'Add Another Coach' at the bottom if two or more coaches are required. Again, anyone listed must meet the required criteria for each role.
As an 'In Progress' centre, once the rest of the application has been filled in, submitted and approved by your County FA, you will then be able to set up events and sessions with the coaches and other staff members available to select from when setting up. You then just go through and create your event as normal with the people you have selected.
But, if you were already an 'Approved' centre and you were just tweaking your application with a new staff member, when going back into your application and using the pencil icon, you may need to remove someone and replace them with someone else.
A 'Remove' option is available if there is already a staff member listed and they need to go. This could be because their coaching qualification has expired, or they no longer want to volunteer. A good example of this is below:
Clicking the pencil icon gives you the chance to remove the person from the application and replace them with someone else, or add another person alongside them. Using the 'Remove Coach' option here will do just that, or you could add another coach if the original coach is waiting to get booked onto a new FA coaching course, for example.
It's also helpful for an organiser to see the reasons why there may be a problem with an application, and the red error text will tell you exactly what needs to happen and where the issues lie. Once edited accordingly, you can 'Save' and re-submit the application back to your County FA again for re-approval.
In terms of your event and sessions for an approved centre after doing this, your new staff members (once approved) should then show up in the drop-down option for editing staff when you have pressed your 'Add New Session' button.
Like a few other things within the FA Events Platform, your new staff members will not automatically populate into any upcoming sessions you have listed at the time. The new staff members and any changes made in the application will only come into effect on new sessions created and you will have to select the new staff for each individual session.