The CFJJB licence is collected every season, member by member, then sent to the federation as a file. The app keeps the register for you: who has paid, who went in the submission, who received their official number. Everything goes through files, there is no automatic link with the federation.
1. Enable the affiliation
In Federations, enable CFJJB. The CFJJB entry then appears in the Academy section of the menu (reserved to the owner and co-owners), and your member list gains a “CFJJB licence” column.
To have your students declare a number they already hold, create a required document of type Federation licence for CFJJB: their answers show up in the season, in the Reminders block and in the split between renewals and new licence holders.
2. Products that include the licence
The Products tab is where you declare the products whose price includes the licence: a yearly “licence included” subscription or a “CFJJB licence” shop item. Every student who bought it automatically becomes paid for the season, with no manual ticking. The season is picked at the top of the tab: from June, next season is offered first, so you can prepare the new year while the current one ends.
Declare an existing product opens the selection screen. The Search a product or article… field and the All, Subscriptions, Shop, Not declared and Archived filters help you find the right product. At first, the Not declared filter is on and hides products already declared: turn it off to see them, greyed out and marked with the CFJJB logo. Tick as many as you need, then click Declare for the season: the app confirms the list and marks every buyer paid in one go. Clear selection starts over.
If you have no item yet, Create the licence article generates one. The name is prefilled (“CFJJB licence 2026–2027”), the price is required, and the article is visible by default from June 1st to August 31st of the following year. It is created as a draft, so it stays hidden in the shop until you publish it, and it is already declared for the season.
Each declared product shows how many members it covers. The icon next to that number opens the season filtered on this product; Clear filter brings back every member. If covered members are not marked paid yet, a banner says so: Resynchronise catches them up.
To remove a product (bin icon), the app asks for confirmation: members that THIS product had marked paid go back to unpaid, manual markings and those from another product stay as they are. If even one of those licences has already gone to the CFJJB, the whole removal is refused and nothing changes: a licence sent to the federation is not taken back.
3. Track the season
The Licence tab lists three seasons: the current one, the next one (“Prepare collection and files”) and the Past season, to look back at history. Open the one you need; once inside, the picker at the top of the screen switches between seasons, up to three seasons back.
Each member has a state, in order: Unpaid, Paid by student, Sent, Settled at CFJJB, Confirmed. Actions move the state forward: Mark paid by student, Mark sent, Mark settled at CFJJB and Confirm official no. A renewal goes straight from paid to settled, with no submission.
Confirm official no. appears once the member is Settled at CFJJB. It opens a window where you enter the number sent back by the federation; if the member already has an existing or declared number, it is prefilled, ready to keep or correct. The expiry date is set automatically to September 1st at the end of the season. The number joins the member’s licences, visible from their profile.
Clicked by mistake? Cancel takes the member back to the previous step, one step at a time, after a confirmation. Cancelling a confirmation keeps the number on the member’s profile: it will be offered at the next confirmation.
The banner at the top of the season offers Understand the flow, which sums these steps up in seven points, and Open Required Documents.
To find your way in a big club:
- the All, To renew and New tabs separate renewals from first licences;
- the All, Members and No subscription filters separate subscribed members from the others, and the Subscription column gives the state of their subscription;
- the Unpaid, Paid by student, Sent, Settled at CFJJB and Confirmed filters each show their count;
- the Search for a member… field finds a student by name or email;
- a red dot next to the name of a paid member flags an incomplete record: click it to see the missing information.
Confirm returns confirms in bulk the Sent members who already have an existing or declared number, reusing that number as is. The button only appears when there is at least one. For a new licence holder without a number, enter the one sent back by the CFJJB with Confirm official no., member by member: there is no import of the federation’s return file.
The Reminders block lists students who declared nothing, whose declaration awaits validation or was rejected. It only appears if you created a Federation licence required document for CFJJB.
If members are covered by a product without being marked paid, a banner warns they will not appear in the federation export. Resynchronise catches them up, Manage products takes you to the Products tab.
4. Export for the federation
Export first tells you how many members will go in the send file and how many paid members remain blocked, with the reason. It offers three files:
- CFJJB send export (an Excel file following the federation template): paid members, not yet sent, without a licence number and with a complete record. A member who already has a number, such as a renewal, is not in it. After download, the app offers to mark them as sent.
- Full tracking export: everyone, with paid, sent and confirmed.
- Unpaid reminder export: the list to chase.
The federation file requires, for each member, last name, first name, gender, date and city of birth and full address, plus their own email and phone if they are an adult, or their legal guardian’s details if they are a minor. A member missing any of this, or missing one of the club’s required documents, is excluded from the export and flagged. Make those fields mandatory in Required documents to collect them before the season.
5. Restrictions
The Restrictions tab sets two rules: Block attendance without confirmed licence and Block enrollment without paid licence fee. Both only apply to BJJ and grappling classes, during the current season. Before saving, the screen shows how many students would be blocked, so you do not cut off half the club on a Tuesday evening.
If a member stays “unpaid” although they paid
Either their payment went through an undeclared product (declare it in the Products tab), or the product is declared but the sync has not run (Resynchronise in the season), or they paid outside the app: mark them paid by hand.