Club transfers

This page is for federation staff. It covers every way a dancer or a competitor moves from one club to another in Vote4Dance: who can start the move, where you approve it, when it takes effect, and what changes afterwards.

Read this first. Vote4Dance records “which club” in four separate places, and changing one never changes the others. A complete club change is usually two or three separate actions. The scenario table below tells you which actions you need.

The four records

Record	What it answers	Who changes it	Federation step?
Club membership	Is this dancer a member of the club?	The dancer (Join organization / Leave organization) and the club’s staff	None. You are not involved.
Licence organization	Which club does this dancer’s federation licence name?	You, with Change organization on the licence	Yes: an immediate reissue
Team ownership	Which club owns this group or formation?	You (Move, Release to independent), or the owning club files a request that you Approve	Yes: immediate, or approved and dated
Representation rows	Which club does a competitor represent when no licence says so?	You, on the organization’s Transfers tab	Yes: immediate

There is a fifth, narrower record. When the rule Ask which organization each dancer represents is on, the registrant picks a club per dancer on each registration. That choice lives on the registration only. See Registration.

Couples created by the result import also carry their club as a tag in their name, for example Anna Berg & Erik Holm (DKV). The public ranking shows that name, and no club change updates it. See Couples created by the result import.

How they fit together

Licences decide representation. A competitor represents the club that holds the most active dancer licences among its members. A tie goes to the older licence. Representation rows only count when no member has an active dancer licence in your federation, which is why they are tagged Temporary.
Ownership decides who manages a team. The owning club’s coaches edit the lineup, register the team and cancel its entries. On an owned team’s entries, the club shown is always the owner.
Membership decides almost nothing on the federation side. It does not move a licence, a team or a representation row. It matters for the registration club choice, and for which club the public dancer profile shows.

Which record do I change?

The situation	What you do
A dancer with a club licence moves to a new club	Change the licence’s organization. If the dancer dances in a couple, do it for both partners, or the couple’s club may not change. See How they fit together.
A couple created by the result import (DSF) changes club	Couples created by the result import: two steps, the club and the club tag in the name
A couple or solo with no active licences needs a club	Assign organization on the organization’s Transfers tab
A club-owned group or formation moves to another club, and you decide it now	Move in Teams owned by the organization
The owning club has asked to move one of its teams	Approve or reject under Pending transfers
A club-owned couple leaves its club and competes on its own	Release to independent. This only works for teams of two or fewer.
A dancer only changed which club they train at	Nothing on your side. Membership is between the dancer and the clubs. If the licence should follow, see the first row.
A club is leaving your federation	See When a club leaves the federation

Couples created by the result import

This is the usual case in federations that import results, such as DSF: the couple already exists because a result file created it, and now one or both dancers change club.

A club change for these couples is two things, and you have to do both:

The club affiliation: which club the federation screens show the couple under. You set it on the club’s Transfers tab.
The club tag in the couple’s name: what the public sees in the ranking. When the import created the couple, it named it after the result file, for example Anna Berg & Erik Holm (DKV). That name is plain text. It does not follow the club affiliation, and later imports never change it. You change it by renaming the couple, on the same page.

Step by step

Open the new club: Federation → Members → Organizations → [new club]
Tab Transfers
Assign organization
- Competitor: the couple
- Organization: the new club
- Reason (optional): the date and your decision reference
OK. The couple now appears on this tab with the tag Temporary.
On that row, Rename competitor
In Competitor name, write the names with the new club’s tag: Anna Berg & Erik Holm (NEWCLUB). Keep the existing spelling and order of the names, and change only the tag.
Save. The next time the ranking is opened, it shows the new name, on every line the couple has, including results danced for the old club.
Check the result: the couple is on the new club’s Transfers tab, and the public ranking shows the new tag.

Use the club’s tag, the short code the result files use, not its full name. It is the same format the import writes: the names joined with &, then the tag in brackets.

Before you start: check whether the couple has licences

The import tries to give the couple’s dancers a free dancer licence at the result file’s club. The licence note is ranking_import_team_bootstrap. This only works for dancers who are linked to the couple with an account, for example after claiming their results, so many imported couples have no licences at all.

Open the old club’s Transfers tab and look at the couple’s rows:

The old club lists the couple as…	What it means	What to do
Not at all, or Temporary only	No active licences. The club affiliation comes from Transfers rows.	Follow the steps above.
Licensed	At least one dancer has an active dancer licence at the old club. Licences always win over Transfers rows, so Assign organization alone changes nothing.	Move the licences as well. See below.

Moving the licences of a couple that is listed as Licensed:

The new club is an approved licence issuer: use Change organization on each dancer’s licence. See Moving a dancer’s licence to a new club.
It is not an approved issuer: clubs created by the import are approved into the federation but are not issuers, so the reissue is refused with “This organization isn’t an approved issuer for this federation.” Two ways forward:
- approve the club as an issuer first, then reissue; or
- if the licence is only the import’s free placeholder, Edit it, set its status to Cancelled, and save. Once no dancer holds an active licence, the Transfers row from Assign organization decides the club.

Move or cancel both dancers’ licences: the club with the most active licences wins.

What stays with the old club

Results and entries already danced keep the old club’s tag in the results. The ranking shows the couple’s current name instead, which is why renaming updates every ranking line.
The old club’s Transfers tab still lists the couple’s old Temporary row, marked active. It no longer counts, because the newest active row wins. It cannot be ended or deleted. If you would rather not have it there, use Change organization on the old row instead of Assign organization on the new club. That moves the row to the new club, but you lose the record of where the couple came from.
The result files keep saying whatever the organizer’s system says. If a later file still tags the couple with the old club, nothing changes on your side: the import only names a couple when it creates it. Ask the organizer to update the dancers’ club in their system.

Only one dancer changes club

The couple has one club affiliation and one tag. Decide which club the couple represents and follow the steps for that club. If your rules allow a couple to represent two clubs, write both tags the way your result files do, for example (DKV/SDK). Only the name carries both; the affiliation is always a single club.

Who can do what

Every change on this page needs the Administrator or Owner role. Viewers and Managers can open the same pages and read the history, but cannot change anything.

Action	Where	Role needed
Read the Transfers tab	Organization → Transfers	Any federation role
See the Action Center counter	Overview	Manager, Administrator, Owner
Assign organization, Change organization (representation row), Rename competitor	Organization → Transfers	Administrator, Owner
Move, Release to independent, Approve / Reject a pending transfer	Organization → Teams & integration	Administrator, Owner
Change organization on a licence (reissue)	Licenses → Edit	Administrator, Owner

Managers do not see these controls. Where one would be, the page says it needs a federation Administrator. In the licence editor, a Manager cannot change the organization of a licence the federation has approved. If a Manager on your staff handles transfers, give them Administrator, or route the change to someone who has it. See Federation Staff Roles.

Where transfers live

Everything about one club is on that club’s page:

Federation → Members → Organizations → [club]

Tab	What you do there for transfers
Overview	The Representation summary (“n active rows of m total”)
Transfers	The card Competitor transfers and representation: representation rows and licence rows for this club, Assign organization, Change organization, Rename competitor
Licenses	The club’s licences
Teams & integration	The card Teams owned by the organization: owned teams, Move, Release to independent, and Pending transfers with Approve / Reject

There is no federation-wide transfer list. Pending transfer requests are listed per club, on the owning club’s Teams & integration tab. The Action Center counter on Overview (“Representation changes awaiting confirmation”) tells you how many are waiting. It links to Members → Organizations, with the hint “Approve or reject them on the owning club’s Teams & integration tab”. From there, open each club that owns groups or formations.

Moving a club-owned team

Groups and formations belong to the club that created them. Couples and solos are usually independent: they have no owning club, and are capped at two members. An owned team:

is hidden from the public competitor list and search;
can only be edited, registered and cancelled by its owning club’s approved coaches, managers and administrators;
always registers under its owning club.

Moving ownership is how such a team changes club. The owning club cannot do it alone, and the receiving club cannot start it. Either you move the team, or the owning club asks and you approve.

Move a team now

Open the current owner: Federation → Members → Organizations → [club]
Teams & integration → Teams owned by the organization
On the team’s row, choose the new club in Move to organization… The list holds every club linked to your federation, including clubs still pending federation approval. Check the destination’s status before you choose it.
Press Move. You see “Ownership updated”.

The move is immediate and dated today. Your action is the approval, so there is no pending step and no second confirmation. The UI has no reason field, so record the decision reference outside the system (see Auditing).

Release to independent

Use this when a club-owned couple or solo leaves its club and should compete without one.

Same card, on the team’s row, press Release to independent
Confirm “The team leaves the organization and becomes an independent competitor. Continue?”

The button is disabled for teams of more than two members: “Only competitors with at most 2 members can be released from their organization”. A group or formation always needs an owning club, so move it to another club instead.

Approving a club’s transfer request

A club’s approved Coach, Manager or Administrator can ask to move a team their club owns to another club in your federation. The request names the destination club and an effective date, and optionally a reason.

Clubs cannot file this request from the club screens yet. Today it is filed through the API or by Vote4Dance support, and the club-side permission guide doesn’t mention it. Tell your clubs how to reach you until the screen exists.

What arrives:

The Action Center counter Representation changes awaiting confirmation goes up by one.
The request appears under Pending transfers on the owning club’s Teams & integration tab. The row shows the team, “Source club → Destination club” and the effective date (YYYY-MM-DD).

What to check before deciding. The system does not check any of this for you:

The effective date fits your transfer rules: allowed dates, submission deadline, quarantine. See Transfer windows, deadlines and quarantine. If the club gave no date or an invalid one, the date is today.
The destination club is approved in your federation. A pending club passes.
There is no other pending request for the same team. Duplicates are possible. If you approve two, the one with the latest effective date wins.
Both clubs are still in your federation. A request can only be filed between two clubs linked to the same federation (“Transfers must stay within one federation”). Nothing re-checks this when you approve.
The receiving club agrees. The receiving club is never asked in the system, so confirm with them directly.

Deciding:

You press	What happens
Approve	The request becomes active. If the effective date is today or earlier, ownership moves immediately. If it is in the future, it moves in the nightly run on that date (below).
Reject	The request becomes rejected and nothing moves.

Only pending requests can be decided: “Only pending transfers can be decided”. Once you approve a request, you cannot undo it in the UI. To reverse it, Move the team back from the new owner’s page.

Neither the club nor anyone else can withdraw a request. A request the club no longer wants has to be rejected.

When a dated transfer takes effect

An approved transfer with a future effective date is applied by a nightly job at 03:10 server time, on or after the effective date. Until then the old club still owns the team, including its entries in competitions before that date.

The nightly run skips a transfer and marks it ended when the requesting club no longer owns the team, for example because you moved it in the meantime. The reason then carries “[superseded: source no longer owns the team]”. Nothing moves, and nobody is notified.

What an ownership change does, and does not do

	After the move
The team itself	Keeps the same competitor record, so its class memberships, promotion points and rankings stay attached. There is no carryover to set.
Lineup	Untouched. No member is added or removed, and members do not have to be members of the new club. Ask the new club to review the lineup.
Who manages it	The new club’s staff, immediately: editing, registering and cancelling entries. The old club loses access at the same moment.
New entries	Register under the new club.
Existing entries	Keep the old club’s name on start lists, results and statistics. The club is stamped on the entry when it is made. To change an upcoming entry, the new club can cancel and re-register it, where the event allows.
Licences	Unchanged. If a class requires members to be licensed through the owning club, the team’s next registration is blocked until you move the licences too: “All members must be licensed through the owning organization for this class”.
Notifications	None. No email or push goes to either club or to the dancers, so tell them yourself.

Moving a dancer’s licence to a new club

The club named on an active licence cannot be edited in place. “Change organization” on the licence reissues it instead.

Federation → Licenses, find the licence in Needs your approval or All other licenses
Edit, pick the new club in Organization, and Save
Confirm: “Change organization for this license?” — “New club will represent dancer on this license starting today, valid through end date. The previous license under old club will be closed and kept for history.”
Press Change organization. You see “Organization changed”.

What happens, in one step:

A new active licence is issued under the new club, valid from today through the old licence’s end date. The dancer pays nothing again: the payment status and your federation approval carry over.
The old licence is set to Cancelled. Its note gets “[Replaced by license #n on date — organization changed]”, so the history stays readable.
Representation follows. Once most of a team’s active dancer licences name the new club, the team represents the new club from that day.

A licence that names no club yet, such as a self-service licence, is not reissued. Picking a club in Edit simply adds it to the same licence, with no confirmation.

It does not change club membership, team ownership or representation rows. The payer organization on the licence is also carried over unchanged: it still names the old club.

It is refused when:

Message	Why
“Only active licenses can have their organization changed.”	The licence is pending, suspended, expired or cancelled. For a licence that is not active, the organization can simply be edited.
“The new organization must be different from the current one.”	Nothing to change.
“This organization isn’t an approved issuer for this federation.”	Approve the new club as a license issuer first. See Manage issuer role on organizations.
“Organization cannot be changed on an active license. Cancel this license and issue a new one.”	You saved an organization change on an active licence without going through the confirmation. Use the flow above.

Couples: reissue both partners. Representation follows the majority of active dancer licences, and a tie goes to the older licence. If you reissue only one partner of a couple, the couple keeps representing the old club until the second licence moves too.

Representation rows

The organization’s Transfers tab, card Competitor transfers and representation, lists every competitor linked to this club by either route:

Tag	Source	Status shown
Licensed	A team member’s dancer licence at this club	The licence’s status. Its date is the licence’s valid-from date.
Temporary	A representation row entered by staff	pending, active, ended or rejected

Active rows sort first. Ownership moves are not listed here; see Auditing. With nothing to list, the card says “No competitors currently represent this organization.”

A Temporary row only decides a competitor’s club while no member holds an active dancer licence in your federation. As soon as one does, the licence wins. Use these rows for competitors that have no licences: imported results, teams awaiting their first licence, or federations that do not license dancers.

Assign organization

Organization → Transfers → Assign organization
Competitor: the team (required)
Organization: the club (required)
Reason (optional): write the decision reference; this is the only place it is kept
OK. You see “Organization assigned”.

The row is active from today. You cannot enter a future or past date, or save it as pending.

Check before saving:

The Organization is a club in your federation. A club that is not linked to the federation is refused with “The chosen organization does not belong to this federation”.
A club-owned team that has never entered a competition is not in the Competitor list. Use Teams owned by the organization for owned teams instead.

Change organization

Only on Temporary rows. It replaces the row’s club and reason. It keeps the row’s date and status, and it rewrites the existing row rather than adding a history entry. For a real transfer that should stay visible in the history, prefer Assign organization on the destination club: the newest active row wins.

Rename competitor

On any row. It changes the competitor’s name everywhere, without touching its club, licences or status.

What you cannot do here

Delete a row
Set a row’s status or effective date
Leave a row pending until approval

Club membership changes

A dancer joins a club with Join organization and leaves with Leave organization. The club’s Manager or Administrator approves joins where the club requires it. You get no queue item and set no dates.

Leaving a club does not:

cancel or move the dancer’s licence, which still names the old club until you reissue it;
remove the dancer from a club-owned team’s lineup;
change any representation row.

It does change:

which clubs the dancer can pick when registration asks which club each dancer represents; only approved memberships count;
the club shown on the dancer’s public profile.

So when a dancer tells you “I’ve changed clubs”, ask which of the four records they mean. Most of the time it is the licence.

Registration: which club a dancer represents

A dancer who is an approved member of several clubs can be asked, per registration, which club they represent.

Your side: the rule Ask which organization each dancer represents, under Federation → Rulebook, at discipline, category or federation class scope. The most specific scope wins.
Organizer side: Organization selection = Required on a registration period or class.

The choice is stored on that registration and shown to you and the organizer. It does not change who is billed, and it does not move a licence or a team. Club-owned teams are never asked: they always register under their owning club.

Registrants can be stopped with:

“Choose which organization each dancer represents before registering.”
“A chosen organization is not one of the dancer’s approved organization memberships.”
“A dancer in this team has no approved organization. This class requires every dancer to represent an organization.”

Transfer windows, deadlines and quarantine

None of these are enforced by the platform today. You enforce them by hand, when you approve a transfer and before a transferred competitor starts.

In practice:

Approving a request, moving a team, reissuing a licence and assigning an organization all ignore allowed dates, deadlines and quarantine.
A pending transfer does not block the team from competing. It keeps competing for its old club until the move takes effect.
A transferred dancer or team is not blocked from competing during a quarantine period. If your rules impose one, check entries for recently transferred competitors yourself, before approving the start lists.
No transfer is ever written to the Enforcement log. The transfer enforcement point exists, but nothing uses it yet.
The rule Representation scope (Open, One organization per year, One organization per competition, One organization per discipline per event, Majority organization) is recorded but not applied. The rule editor says so: “Not enforced by the platform yet”.

The Transfers tab may show an alert, Transfer timing policy (“Transfers must take effect on …”, “A … transfer must be submitted by …”). That alert is information only.

Doing it by hand, consistently

Write your rules down once: allowed effective dates, submission deadline for each date, quarantine length and when it starts, and any exemptions (age, licence type).
Ask clubs to send requests with the effective date and the submission date.
Before approving, check the date against the rules. Reject what does not fit, and tell the club why; the system sends no message.
For a quarantine, keep a list of transferred competitors with their first allowed start date, and check it against entries before each competition.

Auditing a transfer afterwards

To see	Look at
Who owns a team now	The club’s Teams & integration → Teams owned by the organization
Transfers still waiting	Pending transfers on the owning club
A licence club change	The Cancelled licence with “[Replaced by license #… organization changed]”, and the new licence
Representation history	The club’s Transfers tab (licence rows and Temporary rows, with status, date and reason)
A registration blocked because of a club	Members → Enforcement log (point registration)

Not visible to federation staff:

Past approved, rejected or ended ownership transfers
Who pressed Move, Approve or Reject

Vote4Dance keeps both. Ask support if you need them.

Until an ownership history view exists, keep your own decision record for every transfer:

competitor
from club, to club
effective date
date the request was received
decision and who made it
reason or reference

This is the same minimum record as the team identity exception.

When a club leaves the federation

Removing a club from your federation, or the club detaching itself, does not move its teams, licences or pending transfers.

New transfer requests from that club are refused (“Transfers must stay within one federation”).
An approved transfer with a future date still takes effect on its date.

Before removing a club:

Move or release its owned teams
Decide its pending transfers
Reissue or cancel its licences

A club that still owns teams cannot be deleted: “The organization still owns competitors — transfer or retire them first”. A club with representation history can only be retired, not deleted.

Complete checklists

A couple moves to a new club

For couples created by the result import, see Couples created by the result import. For other couples:

Reissue both partners’ dancer licences to the new club (Change organization on each)
If the couple is club-owned: Move it to the new club. For a couple going independent, Release to independent.
If neither partner has an active dancer licence: Assign organization on the new club’s Transfers tab instead of step 1
Tell the dancers to Join organization at the new club and leave the old one. Registration club choice uses membership.
Record the decision
Check upcoming entries: existing ones still show the old club

A formation moves to a new club

Check the effective date against your rules
Approve the owning club’s request, or Move it yourself from the owning club’s page
If the class requires members licensed through the owning club: reissue the members’ licences to the new club, from the effective date. A reissue always starts today, so do it on the day the move takes effect, not before.
Tell both clubs. The new club should review the lineup, and existing entries keep the old club’s name.
Record the decision

Troubleshooting

“The Action Center says a representation change is waiting, but I can’t find it”

The counter links to Members → Organizations. Pending transfers are listed on the owning club’s page, under Teams & integration → Pending transfers. Open the clubs that own groups and formations.

“I pressed Assign organization and got an error, or nothing saved”

Read the error message. “This row can’t be changed here…” means the row you acted on is not a Temporary row, for example a licence row. Reload the page and try again. “The chosen organization does not belong to this federation” means the club is not linked to your federation. If you do not see Assign organization at all, your role is Manager or Viewer: these actions need Administrator or Owner.

“We moved the team but the results still show the old club”

Entries keep the club they were registered under. Only entries made after the move show the new club.

“The couple has moved club, but the ranking still shows the old club”

The ranking shows the couple’s name, and the club tag in brackets is part of it. Rename the couple: Rename competitor on the club’s Transfers tab. See Couples created by the result import.

“The club changed, but the couple still represents the old club”

Representation follows the majority of the members’ active dancer licences. Check that both partners’ licences were reissued. A Temporary row does not override a licence.

“The new club can’t register the formation”

If the error is “All members must be licensed through the owning organization for this class”, reissue the members’ licences to the new club. If the club cannot see the team at all, check the move actually happened: a future-dated transfer only applies in the 03:10 run on its date.

“A dancer left the club but is still in its formation”

Leaving a club does not change any lineup. The owning club’s coaches remove the dancer from the team.

“The club wants to cancel a transfer request”

Clubs cannot withdraw requests. Reject it, and ask the club to send a new one if they still want the move later.

Federation admin: licences, issuers and organization approval
Federation Staff Roles: what Administrator and Manager can do
Manual Workflows: ranking carryover exceptions after a club change
Organization admin: the club side of licences