Digital licences
Issue, renew and suspend licences with validity periods, attached documents and QR verification that any official can scan.
02
Federation membership system
One authoritative register for every athlete, coach, judge and club in your federation — always current, always auditable.
Overview
A federation's most valuable asset is a trustworthy register of who is affiliated, licensed and eligible. Fitofan holds that register centrally: athletes, coaches, officials, clubs and regional bodies, each with their documents, grades, medical clearances and history.
Membership is not a static list — it is a yearly cycle of applications, approvals, renewals, transfers, suspensions and fees. Every one of those steps is modelled in the system with the approvals your statutes require, so a regional secretary, a club administrator and the national office all work on the same record instead of exchanging PDFs.
Because the register is connected to competitions, an unlicensed or suspended athlete simply cannot be entered into an event, and a club with unpaid affiliation fees can be flagged before the entry deadline rather than after the draw.
What's included
Capabilities inside federation membership system
Automated renewals
Renewal windows, reminder sequences and grace periods handled without spreadsheets or manual mailing lists.
Fee collection
Membership, licence and affiliation fees collected online and reconciled per club, per region and per season.
Eligibility checks
Entries are blocked automatically when a licence, medical certificate, insurance or age requirement is not met.
Grades and certifications
Belt and grade progression, coaching qualifications and referee certifications stored with dates and issuing bodies.
Transfers and history
Club transfers with approval workflow, plus a complete audit trail of every change to a member record.
How it works
The workflow, step by step
- STEP 01
Import your register
Bring existing member data across from spreadsheets or a legacy system, with de-duplication and validation.
- STEP 02
Define membership types
Athlete, coach, official, club and honorary categories, each with their own documents, fees and validity rules.
- STEP 03
Open the season
Members and clubs apply or renew online, upload documents and pay in the same flow.
- STEP 04
Approve and verify
Regional and national officers review applications, request corrections and approve them with a full audit log.
- STEP 05
Use it everywhere
Licence status drives event eligibility, ranking inclusion, judging assignments and access to club tools.
Who it's for
National governing bodies
Report accurate membership numbers to ministries, Olympic committees and international federations at any moment.
Regional associations
Manage local affiliation without maintaining a separate parallel database.
Clubs
Register and renew the whole roster in one submission instead of one form per athlete.
Works with
Connected to the rest of the platform
Competition management
Only eligible members can be entered into events.
LEARN MORE →School and club management
Club rosters sync with the national register.
LEARN MORE →Payment processor
Membership fees are collected and split automatically.
LEARN MORE →National and regional ranking
Rankings count only licensed athletes.
LEARN MORE →Part of these solutions
FAQ
Federation membership system: common questions
- Can members verify their licence offline?
- Yes. Digital licences carry a QR code that resolves to a verification page showing validity, category and status.
- Do you support multi-level federations?
- Yes. National, regional and club levels each have their own permissions, fees and approval steps within one register.
- What about data protection?
- Personal data, medical documents and minors' records are access-controlled by role, and every access or change is logged.