Licences & compliance
What you’ll achieve: for every player of the season you know where their licence stands, whether their medical certificate is valid, which consents the family has given — and your federation gets the list in the format it asks for.
Prerequisites: the season and teams are set up. If players pay for their licence, the licence product is in Sales → Licences.
One path for every licence
Section titled “One path for every licence”Each player has one compliance file per season. Its licence moves through five steps:
| Step | Means |
|---|---|
| Data pending | Personal details or documents are still missing. |
| Documents complete | Everything the federation needs is on file. |
| Paid | The licence fee is paid. |
| Submitted | The club has sent the licence to the federation. |
| Active | The federation has issued it — with its number and validity date. |
A licence whose validity has passed shows as Expired, and a player who has not started yet shows as Not started.
Your staff move a licence forward from the player’s file; payments of a licence product move it to Paid on their own. A federation that works in the Federation app can confirm the licence itself — number and validity date arrive in your club the moment it does.
The player’s file
Section titled “The player’s file”Open a member and go to the Compliance tab. It holds, for the season:
- Licence — status, number, federation and valid-until date.
- Medical certificate — the valid-until date and the uploaded certificate.
- Documents — ID document, photo, medical certificate, parental authorisation and any other file, each with its upload date and, where it applies, its own expiry date.
- Consents — parental consent, image consent and data consent, with who gave them and when.
Players and parents complete most of this themselves in the Volley World app: they upload documents and give consents from their own file, and your staff see it arrive.
Consents, done properly
Section titled “Consents, done properly”- Parental consent for players under age is given by a linked parent.
- Image consent for a minor counts only when every linked parent has given it — one or two. Until then, the player is treated as no image consent.
- A minor without image consent is left out of public photos and of public result posts with names, automatically.
You can collect consents with your registration form too: add a Consent question with your text, and choose whether it needs both parents. An Attach documents question can be tagged with the document type and its valid-until date, so the upload lands in the right place in the file.
Reminders before anything expires
Section titled “Reminders before anything expires”Thirty days, seven days and on the day a medical certificate or a licence expires, the player and their parents get a reminder — by push and e-mail — and your staff get a short digest of what is about to run out. Nobody has to keep a spreadsheet of dates.
Who can play
Section titled “Who can play”Open a team and click Who can play. Every player of the roster shows a clear yes or no for the next match — licence active, medical certificate valid — with the reason when it is a no. It is the list to check before the coach sends the call-up.
Federation export
Section titled “Federation export”- Open Licences for the season.
- Filter by team or status if you only need part of the list.
- Click Federation export and choose the layout: RFEVB, FCVB or Generic CSV.
- Open the file in your spreadsheet app, or upload it to your federation’s system.