Federation admin

Location:

• Admin -> Federation -> Licenses
• Admin -> Federation -> Organizations
• Admin -> Federation -> Division -> [division] -> [discipline]

Use this page when you are responsible for setting up, reviewing, approving, and correcting federation licenses.

Required permission level

Different parts of the license workflow require different staff roles:

Task	Minimum role
View licenses, items, organizations	Viewer
Issue, approve, decline, edit, suspend or remove a license, one at a time or in bulk	Manager
Approve an organization or mark it pending	Manager
Grant or remove license issuer access	Manager
Move an approved license to another organization (reissue)	Administrator
Add or edit license items (catalog)	Administrator
Check a member number (federations with a member register)	Manager
Map license items to classes	Administrator
Connect Stripe	Administrator

Your goals on this page

This page is the control center for:

• issued licenses
• license items
• payment and approval review
• federation Stripe payout setup

The full federation admin license workflow now spans four places:

1. Licenses for issued licenses and license items
2. Organizations for issuer role on organizations
3. Division -> Discipline -> Class -> License rules for accepted class products
4. Federation → Members (Competitors tab) for class memberships and progress, while Organizations -> [organization] holds representation rows

You will normally use the admin license workflow for these jobs:

1. Connect Stripe so payments can work
2. Define the federation’s license products
3. Decide which organizations may act as issuers when needed
4. Decide which classes accept which products
5. Review representation and progression setup if it affects the workflow
6. Review, approve, activate, suspend, or correct individual licenses

Before you do anything

Make sure these are already in place:

1. The federation exists
2. Divisions and disciplines exist
3. Federation classes exist
4. You know which workflow pattern the federation follows:
   • organization-managed
   • self-service
   • hybrid

If those are not ready yet, stop here and fix them first. The rest of the workflow depends on them.

1. Connect the federation Stripe account

Before any Stripe payment can work, the federation must connect its own Stripe account.

Steps:

1. Open Admin -> Federation
2. Edit the federation
3. Find the Stripe payment section
4. Press Connect Stripe
5. Complete Stripe onboarding
6. Return to Vote4Dance
7. Confirm that the federation now shows connected

What success looks like:

• the federation shows Stripe as connected
• organization-paid and self-paid license rows can use Stripe checkout
• payments will go to the federation Stripe account

What this means

• license payments go to the federation connected Stripe account
• Vote4Dance keeps a 5% fee
• if the federation is not connected, org-paid and self-paid license checkout cannot start
• hybrid payer setups still settle into the federation Stripe account

2. Manage issued licenses

Use the first list for the actual personal license rows.

Most common use on this list

Use the issued license list when:

• a new application has been submitted and you need to review it
• a paid row is still waiting for approval
• a license needs to be activated, suspended, or corrected
• a manual fix is needed for an existing license

The list now shows:

• person
• status
• category
• type
• season
• payment status
• payer type
• application source when present
• item, division, organization, validity, competition, payment references, and approval timestamps when present

Use this list when you need to:

• review a newly created application
• correct a wrong payer or payment state
• manually activate a license
• suspend or cancel an existing license
• inspect whether a paid license still needs approval
• inspect whether the row came from self-service, organization flow, or federation admin

Add a license manually

1. Press Add
2. Search the person in User
3. Optionally select License item
4. Set Category
5. Set Type
6. Set Season year
7. Set Status
8. Optionally set Payment status
9. Optionally set Payer type
10. Optionally set Division
11. Optionally set Discipline
12. Optionally set Organization
13. Optionally set Payer organization
14. Optionally set Competition
15. Optionally set Valid from
16. Optionally set Valid to
17. Optionally fill Flags JSON
18. Optionally fill Note
19. Optionally fill Payment reference
20. Optionally fill Invoice reference
21. Press Save

When to use manual creation:

• backfilling licenses
• correcting data imported from another system
• creating a license outside the normal self-service or organization flow

When not to use manual creation:

• if the federation wants a normal user-facing application flow
• if you are testing whether self-service or organization application works

Federation ID on the list

When a license was applied for with a federation ID (the member number from the federation’s own system), the ID is shown under the person’s name in All other licenses. It is also a column in the CSV download, and the search box finds a license by it.

The ID is saved on the license when it is applied for and is not updated automatically if the federation changes it later. When the dancer registers for a competition, the ID is checked with the federation again. If the federation no longer recognizes the old ID, that license does not count for the registration. To fix it, the dancer (or their organization) applies again with the new ID; this updates the existing license instead of creating a second one.

What each field means

• User: the person who owns the license
• License item: the predefined product; if selected, it controls category, type, and scope
• Category: role such as dancer, judge, coach, or organizer
• Type: federation-specific license type text
• Season year: season or calendar year
• Status: current operational state
• Payment status: unpaid, paid, invoiced, waived, or refunded
• Payer type: self or organization
• Application source: where the row started, such as self, organization, or federation_admin
• Division / Discipline: scope when the license is branch-specific
• Organization: the organization attached to the license when organization context is needed
• Payer organization: the organization carrying payment liability when used
• Competition: required for one-time or single-competition licenses
• Valid from / Valid to: date window
• Flags JSON: advanced machine-readable eligibility flags
• Note: internal comment
• Payment reference: payment identifier or external booking reference
• Invoice reference: invoice identifier

Payment fields and Stripe behavior

• Payment status tracks Vote4Dance’s recorded payment state for the license
• Payer type says whether the checkout should be started by the person or the organization
• Application source says where the workflow started
• Stripe checkout is only available when the federation has connected Stripe
• a successful checkout pays into the federation Stripe account and keeps 5% as the Vote4Dance fee

Approval and activation behavior

What happens when you change status manually:

• federation admin can create or update licenses directly
• if a federation admin sets a license to active, the backend stores approved_by_federation_at
• a paid license can still remain pending if federation or organization approval is required by the federation rules

What to check before activating:

1. The correct person owns the license
2. The selected license item is correct
3. The payer and payment status are correct
4. Competition id is filled if the item is competition-scoped
5. Organization is correct when required
6. Any federation-side approval requirement has been satisfied

What to do next after activation:

• confirm the row shows the correct final status
• confirm the payment state still matches the real payment
• if the license is competition-scoped, confirm the correct competition is attached

3. Manage license items

Use License items to define the actual products available in the federation.

Use this section when

• you are setting up the federation for the first time
• you are adding a new annual, one-time, or branch-specific product
• you need to stop using an old license product without deleting history

Add a license item

1. Press Add in License items
2. Fill the form
3. Press Save

Field meaning

• Name: visible product name
• Code: short internal code
• Category: role of the item
• Type: federation-specific type label
• Band: optional grouping such as high, low, or similar
• Division: division scope
• Discipline: discipline scope inside the division
• Organization mode:
  • optional
  • required
  • disallowed
• Competition scope:
  • season
  • single_competition
• Status: active or inactive
• Price: Stripe/payment reference amount
• Currency: payment currency
• Note: internal comment

Practical recommendation:

• keep names obvious for non-experienced users
• put scope in the name when needed
• examples:
  • Annual competition license
  • One-time competition license
  • Division A high license
  • Advanced competition license

What good setup looks like:

• users can tell the products apart by name alone
• one-time products are clearly marked
• scope is visible in the name when needed
• inactive products stay out of normal use

4. Map license items to classes

Use Division -> [division] -> [discipline] -> class -> License rules when a class must accept exact license items.

Use this section when

• you want registration to reject the wrong license immediately
• different divisions or classes need different accepted products
• you want progression checks to use the same class-specific product logic

The current class rule editor only offers active license items that match the same division and discipline as the class.

Add a class mapping

1. Open Admin -> Federation -> Division
2. Open the correct division
3. Open the correct discipline
4. Find the class
5. Press License rules
6. Press Add
7. Choose License item
8. Tick whether it is required for:
   • registration
   • progression
9. Press Save

Important behavior

• the backend rejects mappings where item scope and class scope do not match
• registration and progression checks now prefer explicit class mappings over generic license interpretation

Use explicit class mappings when:

• the federation has different license requirements by division
• different classes inside a division accept different license products
• you want the system to reject the wrong license item immediately at registration

This is the safest model for branch-specific federations.

What success looks like:

• the correct class accepts the intended product
• the wrong class does not accept it
• registration and progression behave as expected in testing

5. Manage organization approval and representation

Use Organizations when you need to manage federation-side organization status.

Current organization detail responsibilities:

• approve the organization itself inside the federation
• approve or remove license issuer access
• review organization-linked licenses
• review organization users
• manage representation rows for the organization

How representation works

For moving a dancer or a team to another club end to end, including club-owned teams and transfer requests, see Club transfers.

Representation is now license-derived. The system determines which organization a dance team represents by looking at the active dancer licenses held by the team’s members. The organization that holds the most active dancer licenses for those members is used as the effective representation.

The representation history table still records explicit assignments and overrides, but the primary source of truth is the license data.

Assign organization

Use the Assign organization button on the organization detail page when a dance team needs to be linked to an organization and no active license already establishes that link.

Steps:

1. Open Admin -> Federation -> Organizations
2. Open the organization
3. Press Assign organization in the representations section
4. Select the dance team
5. Select the organization
6. Optionally add a reason
7. Press OK

Use this when:

• a team has no active dancer licenses yet and needs an explicit organization assignment
• a ranking import created a team without a license and you want to fix the representation
• the license-derived organization is incorrect and an explicit assignment is needed

Rename team

Use the Rename team button on any representation row to change the team name without changing its organization or license state.

Changing the organization on an active license

You cannot change the organization field on an active license directly. Pick the new organization in the licence’s Edit dialog and confirm Change organization: the licence is reissued under the new organization from today, and the old one is cancelled and kept for history.

Once the federation has approved a licence, whether it is still active or not, only an Administrator or Owner can move it to another organization or remove its organization. For a Manager the field is locked, with the note “Moving a license the federation has approved to another organization needs a federation Administrator.” A Manager can still correct the organization on an application that was never approved, and add an organization to a licence that names none. See Moving a dancer’s licence to a new club.

This applies to individual license rows. It does not affect explicit representation assignments made through the Assign organization workflow.

6. Manage issuer role on organizations

Use Organizations for federations where only approved organizations may issue or approve licenses.

Use this section when

• the federation only allows approved organizations to handle certain license applications
• organization-managed applications are failing because issuer approval is missing

Add a license issuer

1. Open Admin -> Federation -> Organizations
2. Find the organization
3. Press Add or Edit
4. Set Status
5. Optionally set Type
6. Optionally set Approved at
7. Optionally set Note
8. Press Save

Status meaning

• pending
• approved
• suspended
• revoked

7. Manage class memberships and progress

Use Federation → Members, on the Competitors tab, for class memberships and progression rows. A division only filters this roster.

Use this page when you need to:

• review current team memberships in federation classes
• add or remove class membership rows
• review or edit progress rows for a team inside that division

Representation stays on the organization detail page instead.

8. What federation admin should check during rollout

For a new federation setup, verify this sequence:

1. The correct divisions and disciplines exist
2. The federation Stripe account is connected
3. License items are scoped correctly
4. Single-competition items really use Competition scope = single_competition
5. Issuer role is configured on the right organizations before org-managed applications begin
6. Each competitive class has the right accepted items
7. Payment status and payer type look correct on real applications

9. Check a member number

Some federations check each dancer’s member number against their own member register when a licence is applied for. Dansport Vlaanderen does this. When a dancer or club tells you a number “is not recognised”, the Member check tab shows you why, without contacting Vote4Dance support. It only looks things up: nothing is changed, and nothing is sent to the dancer.

The tab is only there when your federation has a member register connected, and you need the Manager role or higher.

Check a number

1. Open Federation → Licenses and choose the Member check tab
2. Type the Member number the dancer used
3. Choose the dancer’s club. Each club’s register login only sees that club’s members, so check with the club the dancer applied with
4. Press Check

You see the register’s answer for that club: the Name in register, the Member number, the Birth date in register and the Membership status. A short text under it says what it means.

Below that, Vote4Dance accounts lists the accounts that have a licence with this number or the same name as in the register, with each account’s Birth date in Vote4Dance and how it Compared with register. Click a name to open the dancer.

What the result tells you

You see	What it means	What to do
Active member	The number is valid for this club.	If the application was still rejected, look at the birth dates under Vote4Dance accounts.
Not active	The member is in the club’s list, but the membership’s status type is not ACTIVE, for example PROSPECT, even when its name says “Actief lid”.	Change the membership status in the member register.
Not found	The number is not in this club’s member list.	Check the number with the member. If they belong to another club, check again with that club; they must apply with that club selected.
Check failed	The register could not be reached with this club’s login.	Try another club: if that works, check this club’s register login on the club’s page (Teams & integration). If no club works, the register is unavailable: try again later.

Birth dates are compared like this:

• Matches: the birth dates are the same.
• One day apart: usually the register holds the date one day too early. Correct it in the member register. Do not ask the dancer to change their date in Vote4Dance; their account would then be wrong.
• Different: the dates differ by more. One of them has a typing mistake; check with the dancer which one.
• Missing: the dancer’s account has no date of birth. They add it under their account settings.

From a club’s page

When you are already looking at a club, open its Teams & integration tab and press Check a member number for this club. The Member check tab opens with that club already selected.

Common mistakes

• Creating license items before the federation class structure exists
• Forgetting to connect Stripe before telling users to pay
• Using generic product names that dancers and clubs cannot distinguish
• Forgetting to map a competition-scoped item to the relevant class
• Looking for class license rules in Licenses instead of under Division -> Discipline
• Looking for issuer setup in Licenses instead of Organizations
• Activating a paid license even though federation or organization approval is still required

If the workflow is confusing

The page supports the full setup flow, but it does not choose federation policy for you.

Federation admin still needs the federation’s internal license setup decisions available when:

• defining the first license item set
• deciding which classes accept which items
• deciding when payment should be enough and when extra approval should still be required