Federation Administrator Guide
As a federation administrator, you have access to the full range of platform capabilities. This guide walks you through every major workflow — from initial tenant configuration to ongoing operations like licensing, transfers, and competition management.
Last updated: 2026-04-17
Manage Tenant Configuration
Set up and maintain your federation's core settings, branding, and organizational hierarchy.
Step 1: Access Settings
Navigate to Admin Panel → Settings. Here you can configure your federation's name, country, default language, currency, and season definition.
Step 2: Configure Branding
Upload your federation logo and set brand colors. These are applied across your website, admin panel, and the mobile app your members use.
Step 3: Set Organization Hierarchy
Choose your OrgNode depth (flat, 2-level, or 3-level) and name each level (e.g., District, League, Committee). Assign capabilities per level.
Step 4: Review and Save
Preview the configuration across all platforms (web, mobile, admin). Save changes — they propagate immediately to all connected clients.
Licensing Flow
Create, renew, and suspend player licenses across your federation.
Step 1: Define License Types
Navigate to Settings → Licenses. Create license types (Competition, Recreational, Youth, Honorary) with associated fees, insurance requirements, and medical certificate rules.
Step 2: Process New Applications
Review incoming license applications in the queue. Verify documentation (photo, medical certificate if required), approve or request corrections. Payments are processed automatically.
Step 3: Manage Renewals
At season start, the platform generates renewal invitations. Track renewal rates per club and district. Send reminders to non-renewed members.
Step 4: Suspend or Revoke
Suspend a license from the player's profile. Select a reason (disciplinary, non-payment, medical). The player is immediately blocked from competition registration. Reinstate when conditions are met.
Transfer Management
Handle player transfers between clubs, including international transfers (ITC).
Step 1: Configure Transfer Rules
In Settings → Transfers, define the transfer window, maximum transfers per season, approval chain, and quarantine period.
Step 2: Review Transfer Requests
Transfer requests appear in your queue once both clubs have processed them. Verify eligibility (transfer window open, player not in quarantine, max transfers not exceeded).
Step 3: Approve or Deny
Approve the transfer to move the player to the new club. If denied, provide a reason. The player and both clubs are notified automatically.
Step 4: International Transfers (ITC)
For cross-border transfers, the platform generates an International Transfer Certificate. The receiving federation's system validates and accepts the ITC via the public API.
Competition Calendar & Sanctioning
Manage the national competition calendar and sanction workflow.
Step 1: Create Season Calendar
Navigate to Competitions → Calendar. Set the season dates and create the national championship schedule. Assign dates, venues, and competition classes.
Step 2: Sanction Competitions
Review sanction requests from clubs and districts. Verify venue capacity, date conflicts, and insurance. Approve to add the competition to the official calendar.
Step 3: Publish Calendar
Publish the calendar to make it visible on the public website and in the mobile app. Players can browse and register for upcoming competitions.
Ranking Configuration & Publishing
Configure the ranking algorithm and publish national rankings.
Step 1: Configure Algorithm
In Settings → Rankings, configure the ELO parameters: K-factor, point decay rate, minimum games for ranking, and category-specific rules.
Step 2: Run Calculations
Rankings update automatically after each competition result is finalized. You can also trigger a manual recalculation for the entire season.
Step 3: Publish and Share
Rankings are published on the federation website and in the mobile app. Players see their position, trend, and points breakdown in their profile.
Finance & Reports
Track license revenue, generate financial reports, and manage invoicing.
Step 1: View Dashboard
The Finance dashboard shows real-time revenue from license fees, competition fees, and other income. Filter by period, district, or revenue type.
Step 2: Generate Reports
Export financial reports in PDF or CSV. Standard reports include: revenue by period, revenue by district, outstanding payments, and year-over-year comparison.
Step 3: Manage Invoicing
Configure automatic invoicing for license fees. Set payment methods (card, bank transfer, invoice). Track payment status and send automatic reminders for overdue payments.
CMS Management
Manage your federation's public website content.
Step 1: Edit Content
Navigate to CMS → Pages. Edit existing pages (about, contact, rules) or create new ones. The editor supports rich text, images, and embedded content.
Step 2: Manage News
Publish news articles and announcements. Schedule posts for future publication. News appears on the website homepage and in the mobile app feed.
Step 3: Custom Domain
Configure a custom domain for your federation website (e.g., petanque-sweden.se). The platform handles DNS configuration and SSL certificates automatically.
Related stakeholder profile
Learn more about this role, their motivations, and the platform features designed for them.