Memberships & payments
Every membership decision is also a money decision. Fitofan keeps the register and the ledger in the same system so they can never disagree.
Overview
Licences, affiliations, tuition and entry fees are usually managed by different people in different files, which is why federations rarely know their true position mid-season. The register says one thing, the bank another, and clubs remember a third.
Fitofan attaches every payment to the record that caused it: this athlete's licence, that club's affiliation, this family's tuition, that team's entry. Renewal cycles, reminders and grace periods run automatically, and eligibility follows payment status without anyone cross-checking.
Splits route the correct share to federation, region, organiser and club at the moment of payment, so reconciliation is a report rather than a monthly reconstruction, and invoices and receipts are issued automatically.
Modules involved
Which parts of the platform this uses
Step by step
How it runs in practice
- PHASE 01
Define the model
Write your fee structure into the system once.
- — Membership and licence types with prices and validity
- — Tuition plans, packages and discounts
- — Split rules between federation, region, organiser and club
- PHASE 02
Collect
One checkout for everything.
- — Online renewals, tuition and entry fees in local currency
- — Automatic invoices and receipts
- — Reminders and grace periods on overdue balances
- PHASE 03
Enforce eligibility
Status drives access without manual checks.
- — Unpaid or expired licences block event entry
- — Club balances visible before entry deadlines
- — Suspensions and reinstatements logged
- PHASE 04
Reconcile and report
One ledger, season to season.
- — Payouts, refunds and chargebacks in one view
- — Statements per event, club and season
- — Audit trail for governance and grant reporting
Outcomes
No register-versus-bank gap
Memberships and money are the same dataset.
Faster renewals
Automated cycles and reminders lift renewal rates without staff time.
Clean audits
Every fee traceable to a member, event or invoice.
FAQ
Memberships & payments: common questions
- Can we collect fees in several countries?
- Yes. Local payment methods and currencies are supported, with reporting in your base currency.
- Can the federation take a share of entry fees automatically?
- Yes. Split rules apply a percentage or fixed amount at the moment of payment.
- Can cash payments still be recorded?
- Yes, so the ledger stays complete even where cash is unavoidable.