Titles and Licenses

The Titles and Licenses section under the Registrations module in the Administration app allows Superusers to manage licenses and titles for both individuals (such as players, coaches, referees) and organizations (like clubs and stadiums).

This feature supports centralized license administration and enables role-based delegation of licensing responsibilities within clubs and associations.

1. Go to Admin App → Registrations → Titles and Licenses.

2. Select the entity type you wish to manage by clicking one of the available tabs, such as Organization, Person, Association, Club, Stadium…

Once inside the selected entity tab (e.g., Player or Club), you will see a list of all existing license types relevant to that entity.

Add a New License

For example, the First Aid Certificate used by Coaches can also be assigned to Referees, Staff, or Club officials.

1. Click the “Add” button.

2. Provide the license details such as:

   • ID - autogenerated value

   • Type - select between Title and License

   • Organization Type - Select an organization type only if this title/license configuration is for an association, stadium, or club. Selecting an organization type nullifies the registration type selection.

   • Registration Type - Select only if this title/license configuration is for a person. Selected registration type nullifies organization type selection. Use the option All if the configuration should be available for all person types.

   • Title/License Type - here are listed base types of type ctitle.license. If another type is needed, you may request its addition by submitting a support ticket to Analyticom.

   • Report Template: defines the report template that is used for printing licenses. See more about report templates below.

   • Validity (in months) - together with the reference date, helps the system calculate the end date of the license

   • Reference Date - Represents the date and month for the reference date; input must be in the format ddMM, e.g., 0101, 3006… Together with validity, it helps the system calculate the license's end date.

   • Managed by Subassociation - Allows a sub-association user to create, activate, deactivate, or delete the license of this type.

   • Managed by Club - Allows the club user to create, activate, deactivate, or delete the license of this type.

   • Supporting Document - Enables uploading a document for this type of license.

   • Date To Required - Sets the Date to field as required when creating a license of this type.

   • Highlight on list - Licenses of this type will be highlighted on the list.

   • Note

   • Days before first reminder - the number of days before the License End Date when the first reminder to the license holder will be sent.

   • Days before second reminder - Days before License End Date, when the first reminder to the license holder will be sent.

   • Active switch

If a completely new license type, one that has never been used before in your Association and is not listed for selection under Titles/License Type, is needed, you must contact Analyticom Support to have it added to your Association's configuration.

Report Template

The tenant Superuser can manage templates for PDF reports printed for an Event Participant (Diploma, Attendance Certificate) or for a License, or make any change to the report (e.g., replacing the signature of the Technical Director or General Secretary). In particular, this module allows them to replace foreground and background images and assign templates to Event Types and License Types.

Supporting Document

The purpose of this setting is to require document upload as proof for specific license types. When enabled, the user (e.g., Club Referent) must upload a supporting document (e.g., a PDF medical certificate) before the license can be assigned.

Date To Required

The purpose of this setting is to enforce the entry of the End Date of the License validity. E.g., if the validity of a specific license can be permanent, then for this License Type, this setting should be switched off, so that a License can be entered without an End Date (Date To field). Otherwise, if this setting is switched on, Date To is mandatory on the License entry.

Managed by Subassociation

The purpose of this setting is to allow relevant administrative roles below the Tenant level to manage specific licenses. If enabled, the license can be entered by admins at any level. Otherwise, only admins at the Tenant (e.g., National Association) level can enter licenses of this type. For example, if disabled for coach license types, only the Coach Admin at the National level will be able to enter coach licenses.

Managed by Club

The purpose of this setting is to allow club-level roles to manage specific licenses without the Association’s intervention. If enabled, the license can be entered by roles such as the Club Referent and Registration Manager, for individuals registered in their Club. For example, the medical exam for players is typically managed by the Club Referent.

Highlight on List

The purpose of this setting is to visually emphasize licenses of a specific type in the list view. When Highlight on list is enabled, all licenses of that type are visually marked with a dot in the row containing the person's name, allowing relevant users to identify them among other licenses quickly. This is especially useful for distinguishing important types of licenses, relevant for eligibility, such as active coach qualifications or player medical certificates.

Edit an existing license

To change an existing license, click on its entry in the list.

All of the fields that appear in Title/License edit mode correspond with fields previously described when adding a new license or title.

Settings and Authorizations

Settings

When you click the Settings button on the Titles and Licenses page, a configuration window opens, allowing detailed control over auto terminations of titles and licenses.

To configure auto terminations, enter the information in the following fields:

• Active – enables or disables the automatic termination process.

• ID – automatically generated unique identifier.

• Tenant – predefined organization (cannot be modified).

• Parent entity – defines the entity type this configuration applies to (e.g., Player, Coach).

• Days offset – terminates entity if current date is after (entity Date to + days offset)

• Description – status transition description (e.g., “Automatic termination”).

• Terminate - select from the list what you want to terminate: Titles, Licenses, or both (select All)

Authorizations

The selection of Tab (Registration Category) determines the administrative authorizations: Player Administrators can manage Player licenses, Coach Administrators can manage Coach licenses, Referee Administrators can manage Referee licenses, and so on.

The Person Administrator can manage all personal licenses, including those defined under the Person tab and applicable to all registration categories. This role also has authorization to edit data for all persons (irrespective of their registration category), as well as to deduplicate/merge person data, etc.