Licence Management Software for Federations

The management of licences is one of the most important procedures for the federation in which families, members and participants can make mistakes, provide untruthful information and provide documents that are not legible.

The delivery of personal data, documentation and payment is done at different times and requires an excessive exchange of emails and phone calls with the interested parties.

There are different payment methods, which complicates the reconciliation of collections, the generation of invoices and the connection with the accounting software. Complying with legislation, which also changes frequently, requires storing, viewing, modifying and deleting personal information and documents on a daily basis.

From sending information from family members to the club to notifying the insurer, we solve everything, saving hundreds of hours for everyone involved in the process.

• Not being able to connect your daily management directly with your bank and having to log in to check payments or download a file with the transactions.
• Daily checking of transfer items without sufficient detail and spending additional hours to check what it corresponds to.
• Contacting clubs, parents, federates and getting them to respond to you in order to sort the information and manage it properly.
• Limited economic and human resources to process your licences.

All this means that validating and granting a licence that is incomplete or, by mistake, allows a person to participate improperly. Causing problems in the competition and running an unnecessary risk in case of injury that is not covered by the sports insurance.

In addition, failure to comply with the GDPR can lead to fines of 4% of your income or up to €20 million.

Delays and work overload in reporting information to third parties such as the CSD or international bodies, in generating and sending invoices and in accounting.

Tedious and disorganised information gathering process decreases the number of licences issued in a season.

Investing your staff's wasted hours in the processing of licences decreases the possibility to spend them on promoting your sport and organising more competitions.

In Clupik you can create unlimited types of licences (athlete, manager, coach, referee...) and define the personal data and documents to collect in each one.

You can create online forms to collect flexible information adapted to the needs of your federation: personal data, documents, price, expiry date, categories, drop-down fields, check fields to collect consents, and much more.

For licence applications, families or clubs can fill in the forms and attach the necessary documents. Clubs check and pay the federation through the platform.

The process starts at the stakeholder, saving hundreds of hours for both you and the clubs.

The federation receives all licence applications in real time and can validate them one at a time or in batches.

Clupik has an exclusive artificial intelligence system that assists you in the licence validation process.

For all types of National Identity Cards and passports, we achieve a 90% reduction in licence validation time. We automatically find the matches and differences between the DNI and passport and the member's data.

You can view all the documents associated with the licence directly from the validation, avoiding having to download any file, change windows or print.

When you reject a licence, an automatic notification with the reason for the rejection is sent to the person concerned so that he/she can modify the data.

Directly on Clupik, print licences on cards, export to PDF, Excel or CSV documents or connect to our API for a direct exchange of information.

Each entity will have personalised access to real-time information: federation, clubs and families from any device.

Configure what and how much information is exchanged between the different regional, national and international federations within the platform.

Easily customisable to comply with the constant changes in sporting rules and data protection regulations.

In addition, you can analyse customised reports on the detailed status of the federation and make estimates for the coming seasons.