Sports clubs must collect written information on all those who participate in training sessions and matches. The purpose is to allow the NHS to get in touch with those who have been in contact with anyone who tests positive for Covid-19. The records have to be kept for 21 days.
Video: Overview of the Pitchero Track and Trace process.
Using Pitchero's free training and team selection features, keeping records online for the purposes of NHS Test and Trace is quick, secure and easily shared with the relevant authorities. It can be done for both training and matches and we'll show you both methods below. You can do each in the club control panel or Manager App.
For training sessions - use the Player Availability and Training feature.
For matches - use the Player Availability and Team Selection feature.
Anyone who is a Webmaster or Team Admin can access the Training feature and therefore track & trace players. If you need to become a Webmaster or Team Admin click here to see how your club add or edit a role for your club website.
The training feature can be be reached via the club control panel, Manager App (for coaches or team managers) or Club App (for players and parents).
What can be recorded for training sessions?
Coaches and team admins can log a variety of data for each team, via the club control panel or Manager App. The process can be saved (as a 'recurring event') to make it quicker in future. Information you can store includes;
Who can be invited to training?
It is a very flexible system. Coaches must first set up training groups - it could be by team, age group or a custom selection like all adults.
Next, they create a training session, invite players and chart player attendance.
How to view training sessions
The club calendar and team pages also show training sessions too.
Can specific Covid-19 instructions be included?
Each training session has a description to allow a coach the ability to add relevant instructions. That might be concerning travel, food, social distancing or hand and equipment hygiene.
Exporting training records
If a club needs to provide details of a training session or fixture for a league, county or governing body, that can all be exported as a CSV file. The export tool can be found in the club control panel under Teams.
Records included are:
As with training, Team Admins and Webmasters can access Team Selection for fixtures. It works in a similar way to training so a coach can:
It's a very quick process (a few minutes) to set this up in the Manager App. Here's how to manage team selection for:
How to view team selection
Team selection also appears on the team's match page.
Adding Covid-19-related guidance for a fixture
There is a text field for each fixture to add instructions that might be relevant to that game like a reminder to bring hand sanitiser. In the club control panel, here's how to locate, add or edit that information.
Tracking player availability
In the club control panel, select Availability (under Teams) to see the next four fixtures and who is available. It can be filtered by role, team, payment product or custom field.
You can send a prompt to any players and parents, asking that they confirm availability online.
Tracking attendance for matches
Team selection acts as the record of attendance. Therefore, it's vital that clubs complete the starting team and any substitutes before submitting the result. Here's how to do that in the Manager App.
How to export match records
If a club needs to provide details of a training session or fixture for a league, county or governing body, that can all be exported as a CSV file. It can be found in the club control panel under Teams.
Records included are:
There is also an option to include the end time of the match.
The ability for Coaches and Team Managers to comply with Track and Trace is really important. It means you should give your Coaches 'Team Admin' access. Here's how to do that.
This will ensure they can access the club control panel and therefore perform the tasks laid out above around training and match availability and selection.
We highly recommend each team has two Admins to spread the task of Track and Trace across club officials.