Licensing Feature and Message centre

The Licensing feature lets you create structured licences or courses made up of modules, events, and exams, set in a sequence where each stage must be completed before moving on to the next. You can include as many stages as needed, making it completely flexible to your development pathways.

To support this, we’ve also introduced an integrated Message Centre within the Licensing feature, giving you a direct line of communication with your coaches/students at every stage.

The Message Center allows Admins and Trainers to directly communicate with coaches enrolled in a licence course.

How to Create a Licence

1. Open Admin Settings
   
   

   • Click your profile icon (top right)
     
     

   • Go to “Licences” in the left-hand menu
     
     

2. Create New Licence
   
   

   • Click “Create a New Licence”
     
     

   • Fill out:
     
     

     • Title
       
       

     • Description
       
       

     • Upload an image (used on the licence)
       
       

   • Optional: Tick the box to award a certificate upon completion
     
     

3. Approval Method
   
   

   • Unchecked = Coaches are licensed automatically upon completion
     
     

   • Checked = Trainers must manually approve the licence
     
     

4. CPD Points
   
   

   • Add as many or as few CPD points as needed
     
     

5. CPD Period
   
   

   • Define the timeframe for revalidation—this determines how long the licence remains valid.

6. Activities

   • Once you’ve completed the Details section, move to the Activities tab.
      Here, you can add modules, events, and exams—as many as needed.
      These are set in a sequence, meaning each stage must be completed before the next becomes available.

7. Revalidation (optional)

Revalidation is the process of renewing a coach’s licence after a set period.
Admins may want to include this to ensure coaches stay up to date and complete ongoing CPD (Continuing Professional Development).

• Set the requirements for renewing the licence once it expires.

8. Coaches

•  Select the coaches who are required to complete this licence.

9. Trainers

• Assign trainers to oversee progress and manually approve licences—if manual approval is enabled.

Messages and Notifications

If there are any updates or messages related to a licence, these will appear within the Licences box (e.g., "2 messages"). These messages could include:

• Licence-specific updates
  
  

• Communications from your trainers
  
  

If you aren’t online on the platform, the notifications will also get sent to your email.

You also have access to a Message Centre, where you can view and manage all communications from your trainers. This section also stores any shared files, such as PDFs, videos, and images.

How to Access the Message Centre

1. Go to the Licences section.
   
   

2. Select the relevant Licence.
   
   

3. You'll be taken to the Overview Page, showing:
   
   

   • Coaches enrolled in that licence
     
     

   • Each coach’s Completion % and Revalidation Status %
     
     

4. To message an individual coach:
   
   

   • Click on the coach's name
     
     

   • Go to the Message Center tab
     
     

Messaging Features

• Real-time messaging between Admin/Trainer and Coach
  
  

• Send reminders, updates, or important information
  
  

• Attach documents and keep them stored in the Shared File Library
  
  

• If the coach is online, they get an in-app notification
  
  

• If offline, they receive an email notification
  
  

Messaging Multiple Coaches

1. From the Licence page, go to “Message Users”
   
   

2. Select the users you want to message
   
   

Note: This does not create a group chat — each coach receives an individual message. It’s simply a shortcut for bulk messaging.

Advanced Message Formatting

Treat your messages like an article:

• Click the “+” icon to access formatting tools
  
  

• Add:
  
  

  • Headings
    
    

  • Bullet points
    
    

  • Images
    
    

  • PDF attachments

How to Progress Through a Licence

To work through a licence:

1. Log in to the platform.
   
   

2. From the Home page, select the licence you want to work on.
   
   

3. Navigate through the content as you would a standard learning module.
   
   

⚠️ Important: Some licence-related content may be found in multiple areas across the platform. However, for your progress to count towards licence completion, you must access the materials through the Licencing section specifically.
 Always complete each activity fully before moving on to the next.

Revalidation Process

• Some licences only need to be completed once.
  
  

• Others may require revalidation to remain current.
  
  

• To begin revalidation, you must first complete all original requirements.
  
  

• Once completed, revalidation content will automatically unlock, guiding you through the next steps.

Trainers

As a Trainer, your role is to support coaches through their licence or course journey. You’ll guide them via the Message Centre, track their progress, and authorise the successful completion of their licence.

Note: While you do not have full editing or admin rights, you do have extended permissions that allow you to approve or deny coach progress through specific licences.

Accessing the Trainer Dashboard

1. Click your initials in the top right-hand corner of the platform.
   
   

2. Select “Club Settings” from the dropdown.
   
   

3. Navigate to the “Licences” tab.
   
   

Here, you’ll see a list of available courses/licences. Select any course to view its details.

Viewing Coach Progress

After selecting a course:

• You’ll see an overview page listing all coaches currently enrolled.
  
  

• Click on a coach’s name to access their progress report, showing:
  
  

  • A list of course activities
    
    

  • Completion status for each activity (as a percentage)
    
    

Authorising Licence Completion

Within each coach's profile, you’ll find the option to mark them as complete once they’ve fulfilled all course requirements.

• When marked complete:
  
  

  • A completion banner is displayed with a clear time stamp
    
    

  • The licence is automatically awarded to the coach
    
    

This is the final step in certifying a user’s successful completion of the course.