School or club renew license cycles

Renewal cycles are your season-transition control point. Done early, they prevent registration delays and eligibility gaps.

What this step is for

You renew organization and member licensing coverage so all active dancers/teams are eligible for next-season events.

  • Start planning: 45 days before season rollover
  • Submit renewals: 30 days before rollover
  • Final verification: at least 7 days before registrations open

Step-by-step

Step 1: Build renewal list

Create a list of:

  • members/teams requiring renewal
  • license items required per member type
  • expected season year

Step 2: Confirm federation season setup

Verify:

  • new season item names/codes
  • pricing updates
  • approval model changes

Do not assume prior-season items are reused unchanged.

Step 3: Submit organization-managed renewals

For each batch:

  1. select correct season item
  2. confirm member scope
  3. submit application

Track application IDs for follow-up.

Step 4: Complete payment and approval tracking

If paid model:

  1. complete payment promptly
  2. verify payment reconciliation

If manual approval:

  1. monitor pending queue
  2. escalate stalled approvals before cutoff

Step 5: Verify active status before registrations

Before opening member registrations:

  • all required renewals are Active
  • no critical member remains pending/expired
  • organizer has clean eligibility status view

Common blockers and fixes

“Wrong season selected”

Fix:

  1. cancel/correct application quickly
  2. reapply to correct season
  3. confirm status after correction

“Payments complete but members still pending”

Fix:

  1. verify manual approval requirement
  2. send application IDs to federation
  3. avoid duplicate applications

“Renewals started too late”

Fix:

  1. prioritize competition-bound members
  2. apply temporary internal hold on risky entries
  3. communicate revised timelines to members

What success looks like

The new season starts with active licensing coverage for required members and minimal emergency support workload.

Next step

Continue to Retiring members or teams.