Can instructors update their own details?

Yes. They upload certificates and keep availability current from the app. The office confirms certificates before they count.

Who in the office can see personal details?

You decide. Sensitive areas such as pay, documents and emergency contacts show by name who can open them, and the superadmin chooses which office admins get which access.

Can we import our current staff list?

Yes, from a spreadsheet, even a rough one. You review what was read before anyone is added.

RYA instructor management software

Every instructor's licences, checks, pay and paperwork in one record

For Principals, Chief Instructors, centre managers and club officers at RYA training centres and clubs.

Rostering is only as good as what you know about your team. ActivityRoster keeps a proper record for every instructor, assistant and volunteer: what they hold, what they can teach, when things expire, how they're paid and what's still missing from their onboarding.

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Free for a month · no card · from £35 a month after

One instructor's certs and checks with expiry dates, their pay rate and onboarding checklist.

A complete record for each person

One page per instructor shows their RYA qualifications and checks with expiry dates, the courses they can teach, their pay rate, emergency contacts and onboarding checklist. Instructors upload a photo of each certificate from their phone; the office checks and confirms it.

Vetting handled properly

DBS, PVG, AccessNI and Garda checks are recorded by status, certificate number and date. The certificate itself is never uploaded or stored, and the number is encrypted, which keeps you on the right side of the rules about holding criminal record information.

Employed, freelance and volunteer

Mark each person employed, freelance or volunteer. Pay rates can be per hour, per session or per day, with different rates for different roles. Volunteers simply have no rate, and they don't count towards a per-user price because there isn't one.

Instructor and assistant grades, first aid and safeguarding
Which courses each person can teach
Pay rates by hour, session or day
Onboarding checklist and document uploads
Under-18s marked, with higher-privacy defaults

See it in the platform

Instructors: The whole team, who is fit to roster, who is blocked and whose certificates run out soon. — Instructors. The whole team, who is fit to roster, who is blocked and whose certificates run out soon.

My certs: Instructors upload a photo of each certificate; the office checks and confirms it. — My certs. Instructors upload a photo of each certificate; the office checks and confirms it.

Availability: Who is free, maybe or busy for every slot of the week, straight from the instructor app. — Availability. Who is free, maybe or busy for every slot of the week, straight from the instructor app.

📖 How it works, step by step·Every screen in the tour

A live platform that keeps getting better

ActivityRoster improves all the time, and centres decide what comes next. Ask for a feature from inside the platform, back other centres’ ideas with a vote, and watch the most-needed ones go from review to live. We build around what centres vote for.

Questions

Can instructors update their own details?: Yes. They upload certificates and keep availability current from the app. The office confirms certificates before they count.
Who in the office can see personal details?: You decide. Sensitive areas such as pay, documents and emergency contacts show by name who can open them, and the superadmin chooses which office admins get which access.
Can we import our current staff list?: Yes, from a spreadsheet, even a rough one. You review what was read before anyone is added.

Guides for running a sailing school

How to track RYA instructor qualifications

What to record for every RYA instructor qualification, first aid certificate and vetting check, how to verify them, and how to stop expiries slipping through.

6 min read

How to manage freelance sailing instructors

Practical advice for sailing schools working with freelance instructors: terms, rates, availability, onboarding, qualifications, briefings and prompt pay.

6 min read

How to prevent expired qualifications being rostered

Why expired licences end up on sailing school rosters and how to stop it: a mandatory list, a lead time, checks at the moment of rostering and recorded overrides.

5 min read

Try it free for a month

Your centre is created in seconds with the RYA defaults in place, and a guided set-up does the rest.

No card required, cancel any time
£35 a month for up to 10 people, £65 for everyone
Hosted in the EU, export your data whenever you like

See pricing