Child certificates¶
The child certificate module lets your club obtain child certificates (background checks) in a way that complies with GDPR and data protection law. CPR numbers are not collected via email or Excel, but through a secure link where the trainer enters the number themselves. CPR is stored encrypted and temporarily, and is deleted automatically when the certificate is approved.
The module supports the full process:
Inviting trainers/instructors to enter CPR securely
Exporting a CSV file with name and CPR for the police portal
Approving the received certificate and marking the profile as Child certificate OK (optionally with PDF)
Automatic annual renewal for enrolled trainers
Automatic deletion on resignation according to the club’s retention policy
Access logging so you can see who viewed or handled data
The club must order certificates via the official police solution (politi.dk / virk.dk). The system does not integrate with e-Boks or mit.dk — when the certificate arrives in the club’s digital mailbox, the administrator can upload the PDF or confirm receipt without storing a PDF in MemberOrganizer.
Enable the module¶
Before you can use child certificates, enable the module for the club:
Go to Settings → Club → Select modules
Check Child certificates
Save
Access and roles¶
Only selected administrators should have access to child certificates.
Go to Settings → User List & Access (signed in as the club administrator)
Select the user who will manage child certificates
Check the Child certificates privilege
Save
Note
The Child certificates privilege can only be assigned by the club administrator — not by users with Settings privilege alone.
Users with this privilege see Members → Child certificates in the admin area. Full administrators have access to everything.
Add trainers to pool¶
On the Child certificates page, select one or more activities (e.g. “Instructors” or “Coaches”) and add the corresponding enrolled members to the pool.
Select activities in the list
Click Add to pool
Members already in the pool are skipped. Only enrolled members are added.
Request CPR number¶
When trainers need to enter CPR:
Select the relevant rows (or send to all with status Awaiting CPR)
Click Send CPR request by email
Each trainer receives an email with a personal link to enter CPR on a secure page — without logging into the system.
The trainer must have a valid email on their member profile.
Status changes to CPR ready when CPR has been entered correctly.
CSV file for police portal¶
When one or more trainers have status CPR ready:
Select the relevant rows (or use Select all with CPR ready)
Click Download CSV for police portal
The CSV contains CPR number and name for ordering at politi.dk / virk.dk.
Important: Delete the CSV from your computer as soon as it has been uploaded to the police portal. Storing CPR numbers longer than necessary is not permitted.
After submitting the order to the police:
Select the same cases
Click Mark as submitted to police
The 14-day consent deadline starts. The trainer receives a consent request in Digital Post. If consent is not given in time, the process must start over — the system automatically resets cases where the deadline has passed.
Reopen case after reset¶
When the consent deadline expires, the case returns to status Awaiting CPR and the CPR number is deleted. This can happen even if you have already received the certificate from the police in the club’s e-Boks — for example if you did not upload it in time.
In that situation you do not need to restart the full process (new CPR request and CSV) if the certificate is already available:
Open the case from the overview (click the row)
Click Reopen case for certificate upload
Confirm in the dialog that the certificate has already been received
Status changes to Awaiting certificate, and you can upload the PDF and click Approve child certificate as described below.
The button is only shown when the case was reset because the consent deadline expired (this appears in Access log as Consent expired — reset).
Note
Only use reopen if the certificate has already been received. If a new certificate must be ordered from the police, the trainer must enter CPR again via Send CPR request by email.
Receive and approve¶
When the certificate is ready, the club receives it in its digital mailbox (e-Boks). Open the case from the overview. Under Approve received certificate you can either:
Upload certificate (PDF, optional) if you want a copy stored in MemberOrganizer, or
Tick I confirm the child certificate has been received in the club e-Boks if the certificate should remain only in e-Boks
Then click Approve child certificate.
If you upload a PDF, the police certificate usually includes the CPR number in the file; it is stored until the case is deleted (e.g. on resignation after your retention period), even though the temporary CPR field in the case is deleted on approval.
If you confirm without upload, no PDF is stored in MemberOrganizer — the certificate stays in e-Boks. In both cases CPR collected for the application is deleted and the action is logged. Stored PDFs can be downloaded again by users with child certificate privileges.
Annual renewal¶
Child certificates must be renewed about once a year. For enrolled trainers, the system automatically sends a new CPR request when the approved certificate expires.
Resignation¶
When a trainer resigns, the certificate and files are deleted automatically when member data is anonymized — according to the period set under club member deletion settings.