Upload and replace documents
Get a certificate in front of Roll Pay, for the academy or for one coach, and keep it current when it expires.
Four of the five credentials are documents somebody has to upload. They work the same whether they belong to the academy or to a coach: upload, Roll Pay reviews, it turns green with an expiry date against it.
Steps
Open the right page
Manage on the Academy requirements card opens your academy's five. Clicking a coach in the matrix opens theirs. Both pages are the same shape: progress at the top, then a row per credential with its status, document and expiry.
A coach's page is this page with their name on it. Find what is missing
A row reading Missing says no document yet and offers Upload. A row that is already done shows the file and the date it runs out, with Replace instead.
Each row says in a line what the credential actually is. TipWork from the academy page first. Five documents that are yours to find are quicker than chasing six people, and they move the certification number just as much.Upload the file
Press Upload on the row. Drop the file into the area or browse for it — PDF, JPG or PNG, up to 10 MB. Each row says what it wants: the academy's CPR row, for instance, asks for the AED inspection or the staff CPR roster.
The wording changes per credential, so read it before you pick a file. Add the dates
Give the issued and expires dates from the certificate itself. The expiry date is what puts the credential in your renewal calendar, so take it off the document rather than guessing.
These two dates are what turn a filed document into a renewal reminder. Send it
Press Submit for review. The row moves to In review with the date you sent it, and appears in Roll Pay's queue.
Nothing reaches us until you press it. Check itThe row reads In review, and the Awaiting Roll Pay number on the overview has gone up by one.Replacing one
An expired credential works the same way: press Replace, upload the new certificate, give the new dates, submit. The old document stays on the record, so a renewal is a history rather than an overwrite.
A verified row keeps the file it was verified from, next to when it runs out.
What happens next
Roll Pay reviews each document and either verifies it or rejects it with a reason. Verified rows show their expiry from then on.
The background check is the exception to all of this: nobody uploads it. It runs at the provider and the result arrives on its own, so its row offers View report rather than Replace.
Common questions
It was rejected. What now? The reason sits on the row. The usual causes are a photo too blurred to read, a certificate with no name on it, or one that expired before it was sent. Fix and upload again.
Can a coach upload their own? Yes, if they have a login. They see their own five under My credentials, and what they submit lands in the same review queue.
The file is bigger than 10 MB. It is almost certainly a photo. Take a smaller one, or print to PDF.
How long does review take? Most are same-day. The overview tells you how long the oldest one has been waiting.
Our certificate has no expiry date. Use the renewal period the issuer works to — annual for SafeSport, Mandated Reporter and the Code of Conduct, two years for CPR and background checks.
Still stuck? Ask
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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.