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Safe Academy

Add a coach

Put a coach on the programme in three steps, and start their background check without ever handling their identity details.

Academy planAffiliate academiesOwner or Admin3 minUpdated Sep 19, 2026

Certification counts every active coach, so a new coach has to go on the programme before your academy can be certified — or stay certified. Add coach is a three-step wizard, and the only thing you need in front of you is their email address.

WhereSafe Academy›Add coach

Steps

  1. Their details

    Press Add coach on the Safe Academy page. Fill in first name, last name and email. The email matters more than the rest: it is where the background-check invite goes and where their certificate lands.

    Phone and start date are optional. Role at the academy is Head coach, Coach, Assistant coach or Kids program lead.

    App access decides whether they can sign in. A coach with a login uploads their own certificates and watches their own status. Choose No login only when somebody else will upload on their behalf.

    App access is the field worth thinking about. Everything else is a formality.

    TipGive coaches a login. Chasing five documents out of six people is a job; letting six people upload their own is not.

  2. The background check

    The second step explains the check and asks you to start it. This is the one credential you do not upload: the coach completes it directly with the screening provider, so their date of birth and social security number never pass through Roll Pay or through you.

    What happens for them: an email invite from the provider, the FCRA disclosure and authorisation to sign, then their own identity details and ID verification with the provider. The result comes back to Roll Pay for review.

    Choose Send the invite now, which is the sensible default and goes out as soon as you finish, or Skip for now — which leaves Background check showing as Missing and holds up certification until someone starts it from the coach's page.

    Four steps, all of them the coach's. You never see their identity details.

    Before you can continue you confirm that the role involves coaching minors or other vulnerable participants, and that any final decision will follow an individual review. That is the academy's basis for requesting the report, so read it rather than clicking past it.

  3. Review and send

    The last step lays out what you entered and what the coach is about to receive, with the stages of the check: invite sent, application submitted, check runs, Roll Pay review, cleared. Press Add coach & send invite.

    Last look before an email goes to a real person.

    Check itThe coach appears in the matrix on the Safe Academy page with five credentials to collect, and Background check reading as started rather than missing.

What happens next

Clear results usually come back within minutes. Where the provider finds records, a trained reviewer takes about three business days — that is a legal process, not a queue we can hurry.

Meanwhile the coach can carry on coaching: a pending check does not stop anyone teaching or checking students in. The other four credentials are theirs to upload, from their own credentials page if you gave them a login, or by you from their coach page if you did not.

Common questions

I added someone twice. Open the duplicate and remove it from the programme. Two records of one coach make the academy look further from certification than it is.

The coach never got the invite. Check the email address on their page, then have them look in junk mail. The invite can be sent again from the coach's page.

A coach refuses the background check. Then they cannot be certified, and while they are active the academy cannot be either. That is the programme working as intended.

Someone left. Mark them inactive rather than deleting them. Their history stays, and they stop counting towards certification.

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Last checked against Roll Pay on Sep 19, 2026. Screens change from time to time; if yours looks different, the steps still apply.