Every season a federation issues thousands of athlete licences, renews registrations and reviews transfer papers. When clubs bring paperwork in person or by email, and competition entries, referee assignments and results sit in separate sheets, age category mistakes and appeals multiply. In the system we build clubs license their athletes through their own portal: ID verification, medical certificates and parental consent are uploaded and the federation approves. Competition entries are checked automatically against licence status, referees receive their assignments in the app, and results flow straight to the league table.
Problems we see at federations
- Licence and renewal applications run on paperwork
- Unlicensed athletes or athletes in the wrong category entering competitions
- Referee assignments made by phone
- Results and rankings published late
Modules
Licences and renewals
Athlete, coach and club licences, with document upload and approval flow.
Transfers
Club changes, release consent and waiting period checks.
Competition management
Categories, entries, fixtures, draws and venue plan.
Referees and officials
Grading, availability, assignments and expenses.
Results and rankings
Live result entry, league tables and placing lists.
Club portal
Athlete lists, applications, payments and announcements.
How it works day to day
- 1
The club submits an athlete licence application with documents through the portal.
- 2
The federation checks the documents and approves the licence and renewal.
- 3
Competition entries are taken and eligibility is checked automatically.
- 4
Referees are assigned and the duty notice lands in their app.
- 5
Results are entered and rankings and placing lists are published.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small associations with few athletes and one type of competition, off-the-shelf club management software may be enough.
When custom software pays off
For federations running nationwide licensing, renewals and multi-category competitions, a system built around your own regulations noticeably reduces appeals and administrative load.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 24 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €500 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
How is identity verified?
Identity is verified against ID number and date of birth through a verification service; for foreign athletes, document approval is used.
Can old licence records be imported?
Yes. Existing athlete, club and licence history is migrated from a database or Excel.
Can results be published publicly?
Yes. Competition results and rankings are shown on a public page and on mobile.
How is the data of minors protected?
Parental consent is obtained and personal data is open only to authorised federation and club staff.
