Coach background checks

Coach background checks

Coaches who work with minors need a current background check. CombatScore tracks the status — it doesn't run the check itself. You pick a provider (state requirements vary) and submit the result.

Who needs one

• Every coach at a gym that accepts members under 18.
• Every owner / co-owner who teaches classes with minors present.
• Every gym manager with manage_members or take_attendance for minor classes.

If you only run adult classes, this is optional but recommended.

What we require

• Identity verification (the coach is who they say they are).
• Criminal records check (state + federal, where available).
• Sex offender registry check (50-state).
• Issued by an accredited provider.

We don't care which provider — Sterling, Checkr, IntelliCorp, your state's CHRI portal, whatever. We accept the result document.

Submitting a check

Gym → Staff → [Coach] → Background check → Upload.

• Upload the completed report (PDF).
• Enter the issued date and expiration (typically 1 year out).
• Optionally tag which clearance level (e.g. "youth programs in California").
• Save.

The coach's profile shows a green checkmark next to their name on the public site and the coach roster.

Visibility

• Gym owner / co-owner — sees full background-check status and renewal dates.
• The coach themselves — sees their own status and renewal date.
• Parents — see "Background check current" / "Renewal due" on the coach's public profile.
• Other athletes — same as parents (high-level current/not-current).

The actual report PDF is private — only the owner, the coach, and (if legally compelled) authorities can see it.

Renewal

CombatScore notifies the coach and owner:

• 60 days before expiration.
• 30 days before expiration.
• 7 days before expiration.
• On the expiration day.

Expired checks flag the coach in Gym → Staff with a red warning. Coaches with expired checks can still log in but cannot be assigned to classes with minors.

What if a coach's check fails?

That's between you (the owner) and the coach. CombatScore doesn't make hiring decisions — we just track whether a current check is on file. You can revoke the coach's role from Gym → Staff like any other separation.

Cost

Varies by provider, $25-$80 typically. Some states' CHRI portals are subsidized; check your state's recreational youth-org guidelines.

Why annual?

Industry norm for youth-serving orgs. Some insurance carriers and state laws require more frequent (some require less); we default to annual and let you configure shorter if needed.