Medical documents and equipment

Medical documents

Most sports need a valid medical certificate before a child can train or compete. SportyPlus keeps each student's documents with their expiry dates, so you can see who is missing one or whose is running out.

Adding a document

On a student's page, under Medical Documents, click Add document:

• Type: Medical certificate, Vaccination record, Sports physical or Other.
• Expires at: leave it empty for a document that doesn't expire.
• Remind days before: how long before the expiry date the document counts as expiring soon. The default is 30 days.
• Notes, and the file itself (optional).

You can also click Add document on the Medical page and choose the student there.

Parents can upload their child's documents themselves from their child's Academy page. Those appear here like the ones you add.

The Medical page

Academy Manager → Medical lists every document with its status: Valid, Expiring soon or Expired. Filter by status or search for a student. Missing lists the students in your programmes who have no document at all, each with a button to add one. Download opens the file; View participant opens the student.

The dashboard counts students without a certificate and certificates expired or expiring soon, and links straight to each list. Check it before each season and each competition.

To delete a document, open the student's page.

Health data and privacy

Medical documents are health data, which GDPR treats as a special category. SportyPlus handles them accordingly:

• Who can see them: the member, their guardians and the club's administrators. Cashiers and other members can't.
• Encrypted: the file and the notes are stored encrypted, and a file opens only through a link that expires after an hour.
• Logged: every time someone other than the member opens a document, and every time one is added, changed or deleted, it's recorded in your organisation's audit log with who did it. The log never holds the document or its notes.
• Kept only as long as needed: a deleted document can be restored for 30 days, then it's erased with its file. A document is erased one year after its expiry date, whether or not anyone deleted it. Documents without an expiry date stay until you delete them.

Don't write diagnoses into the notes unless you need them. The club is the controller of this data: if your privacy policy page was created before October 2026, add a paragraph about health data to it.

Health answers on an enrolment form are stored encrypted too, but they are part of the enrolment request, not a medical document.

Equipment

Track kit, rackets, balls or anything else the school lends to students.

Lending something

On a student's page, under Equipment, click Assign equipment and enter the item's Name, an optional Category, the Return by date and Notes. Lending happens only from the student's page.

Returns

Academy Manager → Equipment lists everything lent out, with the student, when it was lent, when it is due back and its status: Assigned, Returned or Damaged. Items past their return date are counted at the top and flagged on the dashboard.

If your club has the Equipment return reminder email template, SportyPlus emails the student, or a child's parents, a week before the return date, or as soon as an item is overdue. Each loan gets one reminder.

When an item comes back, mark it Return, or mark it damaged. Remove deletes the record.

Parents see what their child has borrowed on the child's Academy page.