School or club renew license cycles

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

There is no renew button

A licence is not renewed in place — you apply again for the new season. The old one stays in history and turns Expired when its validity window closes; the new one is a fresh application that goes through the same route and the same four checks as the first.

The product says as much where it matters: a dancer blocked at registration is told “A required federation license has expired or is for a different season — renew it for this season.”

Two consequences worth planning around:

Nothing carries over. Approval from last season does not shorten this season’s approval, and a club approval or a payment is needed again.
The season year is the thing to get right. A licence for the wrong season is as useless as an expired one, and it is the most common mistake in a rollover.

When to start

Work backwards from the first registration deadline of the new season, not from a fixed number of days: each application needs the club’s approval, a payment, and then a person at the federation. Check that the licences you need are Active, not only submitted, before registration opens.

How to do it

Make a list of the members who will compete next season, and which licence item each needs.
Check with the federation whether its licence items, prices or rules have changed for the new season.
Apply for each member, one at a time, on Organization → Administration → Licenses: pick the member, the item and the new season year. There is no bulk apply. Members who apply themselves do it on their own Account → Licenses, and you approve them under Needs your action.
Pay the ones the club pays for. Pay is enabled once the licence is approved.
Follow them to Active. A licence can wait on the club’s approval, the club’s own federation approval, the payment, or the validity window. Whatever is missing is named on the licence.

A licence is identified by the member, the item and the season; there are no application numbers. Keep your own list of who is still waiting.

Common problems

Problem	Fix
Applied for the wrong season	A pending application can be removed: the delete button on its row. Then apply again.
Paid, but still Pending	Payment and approval are separate. The federation still has to approve it. Do not apply again.
A member cannot be selected	They have no birth date on their account, or are no longer a member of the club.
Started too late	Apply first for members with the nearest competitions, and tell the others when to expect it.

Next step

Continue to Retiring members or teams.