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
You need a personal Vote4Dance account first — the club is something your account owns, not a separate login. Then create the organization from your account, or, if your federation has already created it, ask to be added to it.
Before you start
- The club’s official name, and a short tag in capitals (like
V4DorDSF) used where space is tight - A contact email, phone and website for the club
- Its address, city and country
- A short About text
- Who else should administer it — decide this now, not later
Step-by-step: Create the organization
Step 1: Personal account first
Create or sign in to your own account — see Dancer account creation for the form; it is the same one for everybody.
Step 2: Create the organization
Fill in the organization’s details:
| Field | Notes |
|---|---|
| Organization name | The full name of the club. |
| Short letters | A short capital tag, such as V4D or DSF. It shows in start lists and results where the full name will not fit. |
| About | A short description. |
| Email, Phone, Website | Contact details. |
| Address, City, Country | Where the club is. |
| Member approval | When on, “New users need to be approved before becoming members” — a manager approves each application instead of people joining freely. Leave it on unless you have a reason not to. |
| State | Draft while you set it up, Active when it is real. Retired is for a club that has wound up. |
If your federation created the club for you, these fields are already filled in; ask a federation admin to add you to it rather than creating a second club with the same name.
Step 3: Give other people the right role
Do not be the only administrator. Club access is a four-level ladder, and each level includes the one below it (see Club admin screens for the screens each role uses):
| Role | What they can do |
|---|---|
| Member | Belongs to the club, with no administrative permissions. Represents the club and can be entered by its coaches; cannot register on the club’s behalf or manage members. |
| Coach | The day-to-day work: create and update the club’s competitors, register them and pay for the club’s registrations, and see the member list. |
| Manager | Everything a coach can do, plus approving and rejecting membership applications, buying and managing the club’s federation licences, and approving members’ licence applications before the federation activates them. |
| Administrator | Everything a manager can do, plus adding members directly and setting the role of everyone below administrator, applying to federations and detaching from them, editing the club’s details and embed key, and deleting the club. |
A role only counts once the membership is approved. Where a page has an action your role can’t use, it says which role is needed. Administrators can’t remove or change another Administrator; if one leaves, they leave the club themselves, or Vote4Dance support removes them. Only Vote4Dance support can make someone an Administrator of an existing club.
Pick deliberately: a coach who registers dancers does not need Administrator, and the person who approves licences needs at least Manager. The person who creates the club becomes its first Administrator. A second Administrator can only be added by Vote4Dance support, so ask for one early: then the club is never one forgotten password away from being stuck.
Members waiting for approval show under Members as “Requires your action”, with Approve all when a batch arrives at once.
Step 4: Verify the setup
- Have the other people with a role sign in with their own accounts
- They should see the club and the screens their role allows (see Club admin screens)
- Check the club’s State is
Activewhen you are done building it
If they see nothing, their role has not been set — go back to step 3.
What to check on the club
Details
- ✓ Name and short letters are right; the tag is what appears in results
- ✓ Contact details are current
- ✓ State is
Active - ✓ Member approval is set the way you want it
People
- ✓ At least two Administrators (ask Vote4Dance support for the second)
- ✓ Nobody who has left still holds a role
- ✓ The person who handles licences is at least a Manager
Federation, if you have one
- ✓ The federation shows on the club
- ✓ The club’s own approval status is visible — until the federation approves the club, no licence it holds can be issued. See Joining a federation.
A club is not an event organizer
Running a club and running an event are separate in Vote4Dance, but you use one personal account for both.
- Club work (members, competitors, licences) is done in the club, with a club role.
- Event work (classes, judges, rounds) is done in Manager, with Manager ticked for you on that event.
A club role gives you nothing in Manager, and Manager on an event gives you nothing in the club. See Organizer.
If your club was created by your federation
Federations often create their clubs themselves. In that case do not create a second one with the same name — duplicates split the club’s dancers, results and licences.
- Sign in and look for the club on your account
- If it is not there, ask Vote4Dance support to make you its Administrator. Only support can make someone an Administrator of an existing club
- Ask for a second Administrator at the same time
Common issues
“I do not see the club”
Either nobody has added you to it yet, or it was never created. Ask your federation which of the two it is before creating one, so you do not end up with a duplicate.
“The person I gave a role to cannot do what they need”
Check the ladder above: registering dancers needs Coach, approving members and licences needs Manager, changing the club or its federations needs Administrator. An Administrator can set the role of everyone below Administrator.
“Someone applied to join and nothing happened”
With Member approval on, applications wait for a Manager. They appear under Members as “Requires your action”, and Approve all handles a batch.
Next step
Continue to Applying for a school/club to let members join, then Joining a federation.