Staff and qualifications

The staff list is who works on the site, what they do, and what they’re qualified to run. Keep the qualifications as a list you pick from rather than typing them each time — that’s what makes the schedule’s check reliable, since “NGB Abseiling” and “Abseiling (NGB)” typed by two people would never match.

The page opens with whatever needs renewing. A ticket is judged against the date of the session, not today: a certificate that runs out in October doesn’t cover a November session, and it will say so.

Anybody on the staff list can be put on a session, or given a job, whether or not they have ever signed in. That matters more than it sounds: the instructor you have booked for Saturday and the groundsman you want to fix the gate are exactly the people least likely to have a login.

Giving somebody a login is a separate step, so you can plan a whole season’s rota without emailing anyone. Add them to the staff list first, then invite them when you want them to be able to sign in.

Owner is never given to an email address nobody has claimed yet, because an owner can deal with the bill. If you invite somebody you’ve marked as an Owner, they’re invited as a Leader instead — make them an Owner once they’ve signed in.

If the invitation email doesn’t arrive, open their row on the Staff page and press Copy invite link. Send them the link however suits — a text, WhatsApp, or your own email. It works the same as the email’s button and runs out on the same day.

Somebody who works at more than one campsite uses one login for all of them — they accept each campsite’s invitation with the same account and pick which site they’re looking at when they sign in. But each campsite keeps its own record of them: their tickets, their level of access and the days they’re away are recorded separately at each site, so a renewed first aid certificate needs updating at both. And the check that stops somebody being in two places at once only looks at your own schedule. It can’t see another campsite’s, so an instructor you share with somebody else is worth asking before you put them on a busy Saturday.