Members

Members is where federation staff answer “who belongs here”: which competitors are in which class, the dancers behind them, the clubs, how classes changed over time, and what the automatic rule checks decided. Open it from Federation → Members.

The page has five tabs. Each one has its own address, so you can bookmark or share a tab:

Tab Address
Competitors /federation/<federation>/state (the default tab)
Dancers /federation/<federation>/state?tab=dancers
Organizations /federation/<federation>/state?tab=clubs
History /federation/<federation>/state?tab=history
Enforcement log /federation/<federation>/state?tab=enforcement

Old links still work: /dancer?user=… opens the Dancers tab, /organization opens the Organizations tab, and /enforcement opens the Enforcement log tab.

Who can do what

Members appears in the navigation for Managers, Administrators and Owners. A Viewer does not see it in the menu, but can open a link to it and read every tab. See Federation staff roles.

Every change on this page is checked by the server. Class memberships and club approval are Manager work; recalculating, age moves, removing a club and transfers need Administrator or higher. Where a Manager can’t use an action, the page says an Administrator is needed.

Action Where Role needed
Read any tab All tabs Viewer
Add, edit or remove a class membership Competitors Manager
Sync federation progress Competitors Administrator
Preview and run the Age-up batch transition Competitors Administrator
Search for a dancer Dancers Administrator
Approve an organization or mark it pending, allow or revoke license issuing Organization page Manager
Remove an organization from the federation Organization page Administrator
Assign or change a competitor’s organization, rename a competitor Organization page, Transfers tab Administrator

The History and Enforcement log tabs are read-only for everyone.

Competitors

The Competitors tab is the class roster: one row for each competitor’s membership in a federation class, with its status and current promotion points.

Finding a competitor

  • The class column. The classes are listed beside the roster, each with the number of memberships under the current status filter. The roster opens on the first class. Type in Filter by class to narrow the column.
  • Search by class, competitor or member. Searches the class name, the competitor’s name and members, the competitor ID and the membership reason. A search term searches every class, so you do not need to know a competitor’s class to find them. The search is kept in the address (?search=), so you can share it.
  • Filter by membership status. Opens on active. Clear it to see every status.
  • One division. Structure → (division) → Open this division in Members opens the roster limited to that division’s classes (?division=).
  • One competitor. A link with ?team=<competitor ID> shows only that competitor, whatever class or status filter is set. A tag, Showing <competitor>, says so; close the tag to go back to the full roster.

The list is sorted by points, highest first, then active before other statuses, then by name.

What a row shows

Item Meaning
Square badge Current promotion points in this class (blue when above zero)
Name The competitor’s name, or its members if it has no name
Class tag The federation class
Status tag active, inactive, retired or pending
locked Automatic transitions are locked for this membership (see below)
#1234 The competitor ID
Effective The date the membership applies from
pts Points, when a progress row exists
Reason Why the membership exists, for example Automatic promotion — point threshold reached, Manual promotion, Age-group transition or Auto-enrolled at registration

Click a row to expand it. The expanded row shows:

  • Members: the dancers in the competitor, each a link to their Dancers summary.
  • Progress: every progress row for this class, with points, status and when it was Calculated.
  • Enforcement log: the rule decisions recorded for this competitor, newest first.

Adding a membership

Use this when a competitor should start in a class from a given date.

  1. Press Add under the roster.
  2. Fill in the form:
Field What to enter
Competitor The competitor ID, the number shown as #1234 on the roster
Federation class The class. Only the classes in the current view are offered.
Status active, inactive, retired or pending
Effective from The date the membership applies from
Reason Required. Say what changed, why, and who approved it.
Lock automatic transitions On: automatic promotions and the age-up batch leave this membership alone
  1. Press Save changes.

The server checks that the competitor fits the class: the number of members and required dance roles for the category, and the ages for the age group. If the competitor already has a membership in that class, that membership is updated instead of a second one being created.

Editing a membership

Use this for a manual promotion, demotion, correction or class move.

  1. Press Edit on the row.
  2. Change the Federation class, Status, Effective from or Lock automatic transitions, and write a new Reason.
  3. If you change the class, a Carryover type control appears. Choose how many promotion points the competitor starts with in the new class:
Carryover type Effect
Keep everything All current points move with the competitor
Set points manually The new class starts on the number you enter. Presets: 0 and 14. The current points are discarded.
Carry over a percentage A share of the current points. Presets: 50% and 25%.

A Carryover preview line shows the points the new class will start with.

  1. Press Save changes.

The change is written to the competitor’s class history (see History): as an age move when the new class is in a different age group, otherwise as manual. Promotion points and how they are earned are explained in Promotion points.

Removing a membership

Press the red delete button on the row and confirm Remove membership for <class>?. The removal is recorded in the class history with the reason “Membership deleted”.

Sync federation progress

Sync federation progress recalculates every competitor’s promotion points from their results and applies any promotion that is now due. When it finishes it reports how many progress rows were updated and how many promotions were applied.

Download CSV

Download CSV saves the roster as it is filtered now: Competitor ID, Competitor, Class, Status, Effective from, Points, Reason and Locked. It is disabled until the roster shows at least one row.

Age-up batch transition

Below the roster is the Age-up batch transition: set an Effective date, press Preview, tick the competitors to move, optionally set a carryover, and press Run age-up. It always covers the whole federation, also when the roster is limited to one division. The full workflow is in Age moves.

Organization changes

Do not use the roster to change which club a competitor represents. Use the organization’s page, reached from the Organizations tab, so the transfer history stays in one place. See Club transfers.

Dancers

The Dancers tab (Dancer lookup) shows everything the federation knows about one dancer. It is the first stop when a dancer asks why they cannot register.

  1. Type at least three characters of the dancer’s name or email in Search dancers by name or email (min 3 characters).
  2. Pick the dancer from the suggestions. The summary opens straight away; Open does the same.

The dancer is kept in the address (?tab=dancers&user=<user ID>). The Members: links on the Competitors tab open the same view.

The summary has four parts:

Part Shows
Header Name, email, birthdate (or a warning when it is missing) and user ID. Refresh reloads the summary.
Licenses Every license in this federation: license item, season (or Lifetime), license status, payment status, validity dates, invoice reference and note
Competitors and class memberships Each competitor the dancer is in, with its class memberships, status, points and a locked tag. The competitor name opens the Competitors tab searched for that competitor.
Recent rule decisions The latest 50 enforcement log entries for the dancer and their competitors

This tab only reads. To act on a license, use the license pages; see Federation admin licenses.

Organizations

The Organizations tab (?tab=clubs) lists the clubs linked to the federation, sorted by tag and then name. Each row shows the club’s tag, its name, approved or pending, and issuer when the club may issue licenses. Search by tag, name, city, email, or license role filters the list.

Click a club to open its page. There:

  • a Manager can Approve organization or Mark pending, and Allow license issuing or Revoke license issuing
  • an Administrator can also Remove from federation, and on the Transfers tab use Assign organization, Change organization and Rename competitor

What each of these does to licences, teams and representation is covered in Club transfers and Federation admin licenses.

History

The History tab lists every class change in the federation, newest first: placements, promotions, demotions, age moves and manual changes.

Each entry shows the class, the change type, the date, From: and To: classes, the competitor (a link to the competitor’s page), the reason and any extra data.

Change type Written when
initial A membership is created
placement A membership is created with Lock automatic transitions on
promotion / demotion A competitor moves up or down the class ladder
age move A competitor moves to another age group: by the age-up batch, or by staff editing a membership into a class in a different age group
manual Staff edit or remove a membership in any other way

Filter with Search by competitor, class, or reason, Filter by class and Filter by change type. The change type filter only offers types that occur in the list.

Enforcement log

The Enforcement log records why the system allowed or refused something that the federation rules control. Nothing is enforced from this tab: the checks run where the action happens, and this tab shows what they decided. It is read-only.

What is logged

Each entry has an enforcement point (where the check ran) and an action (what it decided).

Enforcement point Written by
registration Registration for a competition: whether the competitor passed the federation checks, was blocked, or was auto-enrolled into a class
progression Promotion points being awarded or carried over
promotion Promotions: applied, or earned but not applied
ranking The ranking update, when a competitor is left out of a ranking, for example because a member lacks a valid ranking license
Action Meaning
allowed The check passed
blocked The action was refused
excluded The competitor was left out, for example of a ranking
promoted A promotion was applied, or a competitor was auto-enrolled into a class at registration
skipped The check did not apply, or nothing was done

Each entry shows the reason, the enforcement point, the action, the time, and the Competitor:, User:, Class:, Competition:, Ranking:, Season: and Created by: it concerns, plus any extra data.

Finding an entry

  • Search by reason, competitor, user, ranking, or event, Filter by enforcement point, Filter by action and Filter by class. The point, action and class filters only offer values that appear in the loaded entries.
  • The tab loads the 500 most recent entries. Search and filters apply to the loaded entries only. Press Load older entries to load the next 500; Full history loaded. shows when there are no more.

The same log, limited to one competitor, is shown when you expand a row on the Competitors tab, and the latest 50 entries for a dancer are on the Dancers tab.

Troubleshooting

Message Cause
Competitor not found The Competitor field on a new membership does not hold an existing competitor ID.
The lineup does not meet the required number of members for this class The competitor has too few or too many members for the class’s category.
The lineup is missing a required dance role for this class The category requires a role, such as leader or follower, that no member has.
Does not meet the minimum age requirement for this class / Exceeds the maximum age for this class A member’s age does not fit the class’s age group on the Effective from date. See Age category rules.
A birthdate is required for every team member in this age group. A member has no birthdate on their account.
A save fails with a permission error Your role is too low for that action. See Who can do what.

Not in this version

  • The Competitor field on a new membership takes a competitor ID. There is no search by name.
  • Enforcement log entries cannot be annotated, resolved or exported.
  • The Organizations tab has no filter for pending or issuer; use the search box.