School or club account creation

This is the first step for an organization in Vote4Dance. Unlike a personal dancer account, this creates an organizational entity that can have multiple admins, members, and teams.

What this step is for

A school or club account (organization) is the container for:

  • Your team’s members (dancers and staff)
  • Teams you enter in competitions
  • Licenses you apply for on behalf of members
  • Your federation membership status if applicable

Who does this step

A school or club administrator (often a coach, director, or designated staff member) creates this organization.

Note: Individual dancers do NOT create this. They create personal dancer accounts instead (see Dancer account creation).

Where to go

The school or club organization is created through Vote4Dance platform settings. Depending on your setup:

  • If you’re setting up as an independent school/studio: You’ll access organization settings after signing in
  • If your federation has created your organization: You’ll look for it in your dashboard

Before you start

Gather these details:

  • Official school or club name (example: “Lincoln High School Dance Team” or “Studio 2B”)
  • What the organization represents (school team, independent studio, competition group, etc.)
  • Names of 2-3 people who should be administrators
  • Contact email for the organization (or use your personal email initially)

Step-by-step: Create your organization

Step 1: Personal account first (if you don’t have one)

  1. Go to https://vote4dance.com
  2. You should already have a personal Vote4Dance account (or create one)
  3. Sign in with that account

Step 2: Create the organization

If you’re part of a federation:

  1. After signing in, look for a Dashboard or My Organizations page
  2. You might see your school/club already created by your federation admin
    • If so, skip to Step 3
    • If not, click Request Organization or contact your federation

If you’re running an independent group:

  1. After signing in, click your name in top-right → Settings or Dashboard
  2. Look for Create Organization or New School/Club
  3. Enter:
    • Organization Name: Example: “Lincoln High School Dance Team”
    • Type: Choose “School” or “Independent Studio” etc.
    • Contact Email: Organization email (or your email initially)
  4. Click Create Organization

Step 3: Add other administrators

This is critical — Do NOT be the only admin.

  1. Go to Settings for your organization
  2. Look for Members or Users
  3. Click Add Admin or Invite Team Member
  4. Enter email of another trusted person (coach, co-director, etc.)
  5. Set their role to Administrator
  6. They’ll receive an email inviting them to join
  7. They should click the link and confirm

Step 4: Verify the setup

Before moving forward:

  1. Sign out of your account
  2. Have the other admin sign in with their email
  3. They should be able to see the organization
  4. They should be able to view members (should see you)
  5. They should be able to edit organization details

If the second admin can’t see anything, they don’t have permissions yet — go back to Step 3.

Organization settings: What to check

After creating the organization, visit Settings and verify:

Organization Profile:

  • ✓ Official name is correct
  • ✓ Type is set correctly (School, Studio, Group, etc.)
  • ✓ Contact info is current

Administrators:

  • ✓ At least 2 people have admin role
  • ✓ No former staff still listed as admins
  • ✓ Everyone has confirmed their access (they signed in and saw the org)

If connected to a federation:

  • ✓ Federation name shows in organization details
  • ✓ Approval status is visible (Pending, Approved, etc.)

Important: Organization vs Organizer accounts

This is the difference:

  Organization (School/Club) Organizer (Event Runner)
What it is A group entity representing your school or studio A person who configures and runs a specific event
Who creates it A school admin An event organizer/host
Used for Managing members, teams, federation status Creating events, assigning judges, running rounds
Access Multiple admins for a school Multiple admins for an event
Can an organizer be an organization admin? Yes! One person often has both roles  

If you’re running a competition as well as managing a school team, you might have both accounts.

If your organization was created by your federation

Your federation admin may have already created your organization.

You should:

  1. Go to your dashboard after signing in
  2. Look for your organization listed under “My Organizations”
  3. Click on it
  4. Go to Settings
  5. Add a second administrator (you)
  6. Confirm you have access to change things

If you don’t see your organization, contact your federation — they should have sent an invitation email.

Common issues

“I created a personal account, but I don’t see an organization option”

Your federation may handle organization creation automatically. Check your email for an invitation to join an organization.

If nothing arrived:

  • Ask your federation admin to create your organization
  • Or create a personal organization if you’re running independently

“I’m trying to add an admin but they don’t receive the email”

  1. Check their spam/junk folder
  2. Verify their email address was spelled correctly
  3. Ask them to wait 5-10 minutes
  4. If still nothing, try re-sending the invitation from the Members page

“I can see the organization but can’t edit it”

You probably have View-only access.

Ask the organization owner to:

  1. Go to Settings → Members
  2. Find your name
  3. Change your role from “Viewer” to “Administrator” or “Manager”

What success looks like

  • ✓ Your organization appears in your dashboard
  • ✓ At least 2 people can sign in and manage it
  • ✓ Organization name and type are correct
  • ✓ If connected to a federation, that shows in settings
  • ✓ Both admins can see each other in the Members list
  • ✓ Both admins can edit organization details