📍 Managing Venues & Providers

Before creating a visit, you can manage your frequently used locations and service providers to streamline the application process.

1. Accessing the Module

From the main Visits Management menu, select the Venue/Providers option. This will open your list of saved locations.

2. Adding a New Venue

Click the + New Venue/Provider button. You will be required to fill in the venue name, address, and city. Optional fields include What 3 Words, GPS Location, and Contact Details.

💡 Pro-Tip: Sharing At the bottom of the "New Venue" form, you can choose to Share with my group. This makes the venue available to all users within your organisation, saving them from having to create it manually.

📜 Managing Certificates

For safety and compliance, many visits require evidence of a provider's credentials. The DS Portal allows you to store these directly against the venue.

Uploading Documentation

On your list of Venues, click the green Certs button next to the specific provider. From the Certificates screen, you can upload:

  • LOTC Certificate (Learning Outside the Classroom)
  • AALA Certificate (Adventure Activities Licensing Authority)
  • Provider Statement
🕒 Expiry Notifications: When you upload a certificate, the system will ask you to supply its Expiry Date. The DS Portal will automatically notify you when these certificates are due to expire, ensuring your venue records remain compliant without manual tracking.
Maintenance

Once a file is uploaded, it will appear in the list with a filename and download icon. If a certificate is out of date or incorrect, you can remove it using the Red X and upload a current version. This ensures that when you link this venue to a visit, the correct compliance data is already attached.

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