Example sketch
Tracking licences and certificates across an association
“In our association, members' coaching licences and first-aid certificates expire without anyone noticing in time.”
This sketch is an example. We wrote the sentence; the concept was generated by an AI and edited by us; our renderer draws it.
ConceptDocumentation and records
Certificate Register
Who is authorised for what, and until when: licences and certificates with reminders before they expire.
How we understood your problem
Certificates are scattered: copies in club folders, expiry dates in a head office spreadsheet, reminders in volunteers' heads. Nobody is warned in time. It only becomes visible once someone leads a group without a valid licence.
Who it's for
- Head officeKeeps an eye on all clubs and reviews uploaded certificates.
- Club boardSees its own coaches and what expires over the coming months.
- MemberUploads the new certificate directly and receives the reminder.
Interface
Data model
| Entity | Field | Type |
|---|---|---|
| Member | member_number | Text |
| name | Text | |
| club | Text | |
| Text | ||
| Certificate Type | name | Text |
| valid_months | Number | |
| required_for | Text | |
| Certificate | member | Reference |
| type | Reference | |
| issued_on | Date | |
| file | File | |
| confirmed | Yes/No |
| From | Cardinality | To | Relation |
|---|---|---|---|
| Member | 1:n | Certificate | holds |
| Certificate Type | 1:n | Certificate | determines validity |
Market value
What this problem would be worth on the market: how the product could be offered if it were sold. Not our price, and not an offer.
Billed per unit per club
- Most likely fit
Club
12 €
per month · per club
-
Association, 20+ clubs
8 €
per month · per club
Volunteer structures don't pay per head. The club is the unit that carries responsibility.
Roadmap
-
Stage 1
Register
All certificates with expiry dates in one place, imported from the old spreadsheet.
-
Stage 2
Reminding
Staged reminders, upload by the member, confirmation by the head office.
-
Stage 3
Deployment check
Visible per group whether its leaders hold all required certificates.
Core features
- Expiry listEverything expiring in 30, 60 and 90 days, sorted by club.
- Upload a certificatePhoto or PDF from the phone; the head office confirms with one click.
- Certificate typesEach type has a validity period the association sets itself.
- Deployment checkShows per group whether its leaders hold all required certificates.
- RemindersBy email to the member first, then the board, then the head office.
Deliberately left out
- No membership management: master data comes via import; dues and addresses stay where they are.
- No course booking: the register says what is missing, not where to renew it.
- No automatic authenticity check: a person looks at every certificate.
What the AI does
Reads type and issue date from the uploaded document and pre-fills the form.
What the AI explicitly does not doThe AI never confirms a certificate. It only becomes valid once a person has reviewed it.
Integrations
- Membership system (import)
- Email sending
Three questions we would ask you first
-
Which certificates are truly mandatory, and do they differ by sport or age group?
-
Who may confirm certificates: only the head office, or also club boards?
-
May copies of background checks be stored, or only the date they were viewed?
A sketch, not an offer. Generated by an AI, rendered by us.