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Add docs for kit management, qualifications, and progression tracking #77

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97 changes: 97 additions & 0 deletions activities/kit-management.mdx
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---
title: Kit and equipment
description: Track equipment inventory across locations, link kit to activities, and let Sailia manage capacity based on available gear.
keywords: ['kit', 'equipment', 'inventory', 'capacity', 'resource management']
---

Kit management lets you define the equipment your business uses, track quantities per location, and link kit items to activities. When kit is linked to an activity, Sailia can automatically calculate session capacity based on how much gear is available — so you never overbook beyond what your inventory supports.

## How kit works

1. You create kit items and set quantities at each [location](/getting-started/locations).
2. You link kit items to activities with a **user ratio** (for example, 1 kayak per participant).
3. When a booking is made, Sailia checks kit availability and adjusts capacity accordingly.
4. You can override automatic allocation with manual kit assignments on individual bookings.

## Create a kit item

<Steps>
<Step title="Open the kit section">
Navigate to your kit dashboard and select **Create Kit Item**.
</Step>
<Step title="Set the details">
Enter the kit name, choose an icon, and select which activity types it applies to (courses, hires, or events).
</Step>
<Step title="Set quantities per location">
Define how many units of this kit item are available at each of your locations. For example, you might have 20 kayaks at your main site and 10 at a satellite location.
</Step>
<Step title="Save">
Save the kit item. It is now available to link to activities.
</Step>
</Steps>

## Link kit to an activity

Once a kit item exists, link it to an activity session to enable automatic capacity tracking.

<Steps>
<Step title="Open the activity session">
Navigate to the activity and open the session you want to configure.
</Step>
<Step title="Add kit">
Select **Add Kit** and choose the kit item you want to link.
</Step>
<Step title="Set the user ratio">
Define how many units of this kit each participant needs. For example, a ratio of 1 means one kayak per person; a ratio of 0.5 means one kayak per two people (tandem).
</Step>
<Step title="Enable auto-capacity (optional)">
Toggle on **Auto-Capacity** to have Sailia calculate the maximum number of participants based on available kit. If you have 20 kayaks and a ratio of 1, the session capacity is automatically set to 20.
</Step>
</Steps>

<Note>
When multiple kit items are linked to the same session with auto-capacity enabled, the session capacity is determined by the most restrictive item — the one that runs out first.
</Note>

## Automatic vs manual allocation

Kit assignment can work in two modes:

| Mode | How it works |
| --- | --- |
| **Automatic** | Sailia allocates kit based on the user ratio you defined. Capacity is calculated automatically and updated in real time as bookings come in. |
| **Manual** | You manually assign specific kit quantities to individual bookings. Use this when you need precise control over which gear goes to which group. |

You can switch between modes on a per-booking basis. When you switch to manual mode, you take over allocation for that booking while automatic mode continues for all other bookings on the same session.

## Temporary quantity adjustments

If your available inventory changes for a specific date — for example, some equipment is out for repair — you can set a **temporary quantity amendment** without changing your overall inventory numbers.

<Steps>
<Step title="Open the kit availability view">
Navigate to the kit section and select the date you want to adjust.
</Step>
<Step title="Set a quantity amendment">
Enter the adjusted quantity for that date and location. Sailia recalculates capacity for all affected sessions on that date.
</Step>
</Steps>

<Warning>
Sailia checks for booking conflicts before applying a quantity reduction. If reducing the kit quantity would cause an existing booking to exceed the available supply, you are alerted to the conflict before confirming.
</Warning>

## Conflict detection

When you change kit quantities — either permanently or via a temporary amendment — Sailia scans all bookings that use that kit item to detect potential conflicts. A conflict occurs when the total kit required by existing bookings exceeds the new quantity. You are shown any conflicts before the change is applied, so you can resolve them (by adjusting bookings or sourcing additional equipment) before confirming.

## Related guides

<Columns cols={2}>
<Card title="Activities" icon="calendar" href="/activities/activities">
Create activities and configure capacity settings.
</Card>
<Card title="Locations" icon="location-dot" href="/getting-started/locations">
Manage the locations where your kit is stored.
</Card>
</Columns>
65 changes: 65 additions & 0 deletions customers/progression-tracking.mdx
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---
title: Progression tracking
description: Record and share student progress notes with families to track learning outcomes over time.
keywords: ['progression', 'progress notes', 'student tracking', 'learning outcomes', 'pathway']
---

Progression tracking lets instructors write notes about a student's progress and share them with the student's family. Use it to record skill development, provide feedback after sessions, and build a visible record of learning outcomes over time.

## How progression tracking works

1. An instructor or admin creates a progress note for a specific customer.
2. The note can include text, observations, and file attachments (such as photos or certificates).
3. Notes start as **unpublished** (visible only to staff). When ready, you publish the note to make it visible to the customer's family.
4. Families can view published notes from their account, giving them ongoing visibility into their child's development.

## Create a progress note

<Steps>
<Step title="Open the customer's profile">
Navigate to the [customer account](/customers/customer-accounts) or [family account](/customers/family-accounts) for the student you want to write about.
</Step>
<Step title="Open the progression section">
Select the **Progression** tab to see existing notes and add new ones.
</Step>
<Step title="Write the note">
Enter your observations and feedback. Describe what the student worked on, what they achieved, and any areas for improvement.
</Step>
<Step title="Add attachments (optional)">
Attach files such as photos, videos, or certificates to support the note. Attachments are included when the note is published.
</Step>
<Step title="Save">
Save the note. It is saved as **unpublished** by default — only you and other staff can see it.
</Step>
</Steps>

## Publish a note

Publishing a note makes it visible to the student's family. Before publishing, review the content to make sure it is accurate and appropriate for the family to read.

To publish a note, open it and select **Publish**. The note immediately becomes visible in the family's account. You can unpublish a note at any time to hide it again.

<Tip>
Use the unpublished state as a draft. Write notes during or after a session, then review and publish them in a batch at the end of the day or week.
</Tip>

## Edit and archive notes

You can edit a progress note at any time — whether it is published or unpublished. Changes are saved immediately and reflected in the family's view if the note is published.

To remove a note, select **Archive**. Archived notes are hidden from both staff and family views but are retained in the system for record-keeping.

## Attachments

Progress notes support file attachments. Use attachments to include photos of the student's work, certificates of achievement, or any other supporting material. Attachments are stored securely and linked to the specific note.

## Related guides

<Columns cols={2}>
<Card title="Customer accounts" icon="user" href="/customers/customer-accounts">
Manage individual customer profiles.
</Card>
<Card title="Family accounts" icon="users" href="/customers/family-accounts">
Link family members and manage shared accounts.
</Card>
</Columns>
9 changes: 6 additions & 3 deletions docs.json
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Expand Up @@ -37,7 +37,8 @@
"activities/seasonal-scheduling",
"activities/waitlists",
"activities/cancellation-policies",
"activities/cancellations-and-refunds"
"activities/cancellations-and-refunds",
"activities/kit-management"
]
},
{
Expand All @@ -50,7 +51,8 @@
"customers/file-uploads",
"customers/notifications",
"customers/marketing",
"customers/newsletter-forms"
"customers/newsletter-forms",
"customers/progression-tracking"
]
},
{
Expand Down Expand Up @@ -88,7 +90,8 @@
"staff/permissions",
"staff/auto-timesheets",
"staff/availability",
"staff/timesheet-invoices"
"staff/timesheet-invoices",
"staff/qualifications"
]
},
{
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72 changes: 72 additions & 0 deletions staff/qualifications.mdx
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---
title: Qualifications
description: Track staff certifications, expiry dates, and compliance requirements.
keywords: ['qualifications', 'certifications', 'compliance', 'expiry', 'staff credentials']
---

Qualifications let you track certifications and credentials for your staff. Define qualification types for your business, assign them to team members with expiry dates and certificate numbers, and monitor compliance from the bookings register.

## How qualifications work

1. You define qualification types that are relevant to your business (for example, "First Aid", "Lifeguard Level 2", "Powerboat Instructor").
2. You assign qualifications to individual staff members with an optional expiry date and certificate number.
3. Qualification status appears on the bookings register, so you can verify that assigned staff have valid credentials before a session starts.

## Create a qualification type

<Steps>
<Step title="Open the qualifications section">
Navigate to your qualifications dashboard and select **Create Qualification**.
</Step>
<Step title="Set the name">
Enter a descriptive name for the qualification, such as "RYA Dinghy Instructor" or "Emergency First Aid at Work".
</Step>
<Step title="Mark as instructor qualification (optional)">
Toggle the **Instructor** flag if this qualification is specific to instructors. This helps filter qualifications when viewing instructor profiles.
</Step>
<Step title="Save">
Save the qualification type. It is now available to assign to staff members.
</Step>
</Steps>

## Assign a qualification to a staff member

<Steps>
<Step title="Open the staff member's profile">
Navigate to the [staff management](/staff/management) section and open the profile of the staff member you want to update.
</Step>
<Step title="Add a qualification">
Select **Add Qualification** and choose the qualification type from the list.
</Step>
<Step title="Enter the details">
Fill in the optional fields:
- **Certificate number** — the unique reference from the issuing body
- **Expiry date** — when the qualification expires and needs renewing
</Step>
<Step title="Save">
Save the assignment. The qualification now appears on the staff member's profile and is visible on the bookings register.
</Step>
</Steps>

## Link qualifications to activities

You can require specific qualifications for an activity session. When a qualification is linked to a session, Sailia shows whether assigned staff hold that qualification on the bookings register — making it easy to verify compliance before the session runs.

## Expiry tracking

When a qualification has an expiry date, Sailia tracks it so you can monitor which credentials are current, upcoming for renewal, or expired. Review qualification status from the staff member's profile to stay on top of renewals.

<Tip>
Set a regular schedule to review expiring qualifications — for example, monthly — so you have time to arrange renewals before they lapse.
</Tip>

## Related guides

<Columns cols={2}>
<Card title="Staff management" icon="users" href="/staff/management">
Add staff members and manage their profiles.
</Card>
<Card title="Activities" icon="calendar" href="/activities/activities">
Create activities and assign staff to them.
</Card>
</Columns>