Registrations and renewals

Overview

Every registration goes through an online file that the member fills in. The registration becomes active once the office has checked the file and recorded the payment.

Who	Does what	Where
The member	Fills in and sends the file, pays	Public page `/inscription` or the My registration tab of the portal
The office	Checks the documents, follows the payment, activates	Members → Registration files
The treasurer	Matches the transfers, posts the entries	Bank, draft entries
The committee	Reviews first memberships and returns	Members → Memberships to review

Seasons and dates

First membership or return to the club: from 1 October, the registration is for the next season. A member registered in October 2026 is covered from activation until 31 December 2027.
Renewal: it opens on a configurable date, 1 December by default. When activated in December, the new period starts on 1 January; the current registration stays valid until 31 December.
Intern: a temporary registration (course, short stay) does not count as a past membership (setting in Registration settings). An intern who registers afterwards follows the first membership path: no wait for renewals to open, committee review. On activation, the temporary period ends the day before the new one and the member becomes an active member.
Without a current registration period, the member loses the right to fly. This is recomputed every night and sent to Planche.

Member side

The six steps of the file

Step	Content
1. My details	Identity, address, phone, emergency contact. For a minor: the legal guardian
2. My commitments	Open, then accept each club document; optional choices (consents)
3. My documents	Photo or PDF, 10 MB at most; a template can be downloaded when the club provides one
4. My club life	Committees, skills useful to the club, sponsoring a newcomer (renewal)
5. My flying goals	Goals for the season, planned hours
6. My fee	Fee computed from the profile and the age on 1 January, options, payment method

The file is saved at each step: the member can stop and come back later.

New member or return

Request on the public page "I would like to register" (portal address followed by /inscription).
A personal link arrives by email. It always reopens the same file, for 30 days (configurable).
After sending, a receipt gives the total and the file reference (for example INS27-0001), to quote on the bank transfer.
If a document is rejected, an email gives the reason and a new link.
On activation, an email confirms the registration.

Renewal

The member opens the My registration tab of the portal. Before the opening date, the portal shows that date.
The file is prefilled. Documents still valid are reused; a club document already accepted is asked again only if its version changed.

Minors

The legal guardian fills in their own details, accepts the documents and uploads the signed written authorization. They state what they allow: solo flight, flights with other members, leaving the club alone or accompanied. Until the office has checked these authorizations, the minor flies with an instructor only.

The checked authorization applies as soon as the registration period has started: at once for a minor registered in October, on 1 January for a renewal.

Choosing the membership kind

The secretariat sets the kind before sending the file: from the member record (Send the file button), from the applications list (Edit), or on the file itself until it is activated.

Kind	Period opened on activation	Steps	Committee
Annual	Until 31 December of the season	All six	First membership or return
Stage	The stage dates (31 days at most); season = year of the first day	No « My club life » nor objectives	No
Non-flying	Until 31 December	No flying objectives	First membership or return
Volunteer	Until 31 December	No flying objectives	First membership or return

Documents, pieces, consents and tariff lines are filtered by kind (see Configuration). Non-flying members and volunteers do not fly: their sheet takes the matching category and the right to fly is removed.
Changing the kind of a file already sent sends it back to the member (« to correct »): the tariff is recomputed and the commitments or pieces specific to the new kind are asked again.
A stage is never a renewal; it cannot overlap another registration of the member. To extend a stage or reopen a second one in the year, no new file is made: see A stage from A to Z below.

A stage from A to Z

Request: the candidate may tick I am coming for a stage (and a preferred start date) on the public page. It is only a request: the application shows a Stage requested badge and Edit already offers the Stage kind with that date. The secretariat can also create the application or invite a known member.
Kind and dates: the secretariat picks the Stage kind and the dates (31 days at most, 7 days proposed) before sending the file. The stage price (lines reserved for stages in Configuration → Tariffs) is then the file's price.
File and payment: the trainee fills in the useful steps, uploads their documents and pays; activation opens a temporary period on the stage dates, with no committee review, and generates the sales entry (short-term licence re-invoiced at cost).
Prolong: member record → edit → Registration periods card → Prolong. The new end date cannot exceed 31 days of stage in total (beyond, only the Force registration right allows it, otherwise the trainee registers for the year). The prolongation is noted in the period.
Come back later in the year: same card, Reopen a stage adds a new period (31 days at most, no overlap), without a new file: documents, pieces and FFVP number are already known.
Bill the prolongation: Bill button on the period, with the right to prepare accounting. Choose the stage line (season tariff, stage-only lines) and the quantity: a sales draft is created on the member's account, with the licence cost if the line carries one. The billing is noted in the period.
Licence: extending or retaking the short-term licence is done on the FFVP side; then check its status in Members → FFVP licences (trainees appear there).
Becoming an annual member: the trainee follows the first membership journey; at activation the stage period stops the day before. No automatic deduction of the stage already paid: special case = manual journal entry.

A trainee is not counted in the season's headcount (member statistics) until they hold an annual registration.

Office side

Screens

Screen	Use
Members → Applications	Requests from the public page: resend the link, close, import a list of addresses
Members → Registration files	Work queue: counters by status, documents to check, payments expected
Member sheet → Online file	Invite a known member: the file is created and the link sent
Members → Memberships to review	Committee meeting: acknowledge, refuse, agenda, minutes extract
Members → Goals	Flying goals declared, for instructors; Export as CSV (one line per member and objective)

Processing a file

Open a "Sent" file and check each document: Accept or Reject with a reason.
For a minor, record the parental authorizations read on the signed document.
If something is missing: Return to the member with the reason.
Once all required documents are accepted: Mark complete.
Set the payment to "Received" when the funds are in.
Activate the registration. The dialog shows the entry date and the target fiscal year; it blocks if that fiscal year does not exist or is closed.

File statuses: Invited, In progress, Sent, To correct, Complete, Activated, Abandoned.

A candidate who paid for a later session (pre-registration)

When registration for a session is closed (for example the October beginners) and a candidate has already paid to reserve a place in the next one:

Members → Applications, Pre-register icon on the row (first and last name filled in). The ERP creates their sheet in the Pre-registered state: an account exists, but no registration and no right to fly. The state shows in the member list and can be filtered.
Record the payment as an ordinary receipt: bank in debit, the candidate's 411 account in credit. It is not a membership fee.
When the session opens, activate the file: the registration is created on the same sheet, the fee is booked on the 411 account and the payment absorbs it. A credit 411 balance at 31 December is carried forward.

An application linked to a pre-registered sheet is never deleted by the cleaning of idle applications. If the candidate withdraws, refund their 411 credit by transfer.

What activation does

Member sheet created or updated, registration period until 31 December of the season, annual sheet, committees.
Draft fee entry in the sales journal (member receivable 411 / fee revenue accounts).
A tariff line passed on to the FFVP (licence and insurance) has a revenue account (70691) and a cost account (6163): the entry also debits 6163 and credits the supplier 401 for the same amount. The FFVP supplier is chosen in the registration settings (accounting settings right); without it, activation is refused.
Renewal only, if the holding account is set: draft entry settling the advance (holding account / 411), limited to what the member's holding account holds. With no transfer received, nothing is imputed; the file's Impute the advance button does it once the transfer is matched.
Payment from the pilot account (renewal): for a fee dated in the next fiscal year, the amount is put aside in December (411 debit / holding account credit, dated the activation day), then imputed on 1 January. The pilot account drops at once; if it does not cover the fee it goes negative and a warning says so.
First membership or return: listed for the committee review, with a three-month deadline.
If any step fails, nothing is written.

After activation, a warning says when the member's holding account does not cover the fee (fully or at all), or when the pilot account goes negative. It never blocks anything.

A possible duplicate

If a newcomer's file looks like an existing member (same email, or same name and birth date), activation asks to choose: link to the existing member, or create a new one.

An e-mail address can be on one member only. When someone asks for their link with a relative's address (parent, partner) and a different name from the one on the member carrying it, the request is not attached to that member: a note says so on the request, and the file arrives as a newcomer's. At activation, "create a new member" then creates the member without e-mail (the address stays on the relative's record).

Unlinking a file. If a file was attached to the wrong member anyway, open it and use Unlink from the member (until it is activated). The file becomes a newcomer's again: the identity prefilled from the member is cleared and the member is not changed. Then use Send back to the member so the person enters their own identity.

Deleting a test file or application. With the Configure registrations right, the file's Delete button (or the bin icon in the applications list) permanently deletes the file, the application it came from and everything attached to it: uploaded pieces, acceptances, consents, journal. It is refused for an activated file (the member sheet and entries exist) or one with a recorded payment. The operation is logged in the audit trail.

Filtering and cleaning up applications. The applications list can be filtered by file status (no file, invited, in progress, submitted, to correct, complete, activated, abandoned) and by inactivity (more than 30, 90, 180 or 365 days since the last activity on the application or its file). With the Configure registrations right, the Clean up button deletes applications with no follow-up: choose the inactivity period, the screen shows how many applications, files and uploaded pieces would be deleted, then confirm. A submitted, complete or activated file is never deleted by this clean-up; only never-submitted or abandoned files go, with their pieces. The same rule runs every night when a retention period is set in Registration settings; a manual clean-up is logged in the audit trail.

Treasurer side

Bank reconciliation: the transfer of a renewal (member registered the previous year, fee dated 1 January of the next year) is allocated to the holding account (487100 at our club) with the member as third party. The transfer of a first membership or a return, whose fee is booked on activation, goes to the member's 411 like any payment. The file reference is in the transfer label: the line resolution screen recognises it (prefix from the settings) and proposes the right account and the member. A newcomer has no sheet before activation: the transfer can only be allocated afterwards.
Posting: the fee and advance entries arrive as drafts.
"Registration advances" report (button on the file list): holding account balance per member, compared with the paid renewal files not yet activated. A balance on a newcomer means a transfer wrongly allocated to the holding account: "Imputer l'avance" moves it to the 411. A difference means a transfer not matched yet, or an advance with no file.
Fiscal year: a first membership or a return is dated on the activation day; an early renewal is dated 1 January, in the next fiscal year. At year end, the opening entries carry the holding account balance forward member by member.

A new member has no sheet before activation: the transfer can only be allocated to their name afterwards.

Early renewal in December: the accounting path

A member registered in 2026 who renews in December for 2027 pays in 2026 a fee that belongs to 2027. Only a renewal goes through the holding account; a first membership or a return is booked and settled on the accounts directly.

The transfer (December, fiscal year 2026): allocated at the bank reconciliation to the holding account (487100) with the member as third party.
The activation: the fee entry is dated 1 January 2027, in fiscal year 2027, and covers the membership fee, the operating fee and the licence (debit 411, credit the tariff's revenue accounts). The advance settlement (debit 487100, credit 411) is prepared the same day, up to the balance of the member's holding account.
Closing 2026: the opening entries carry the holding account balance, member by member, into 2027.
Result: the holding account and the 411 are cleared in 2027 and the revenue is in 2027. Nothing has to be reallocated after the closing.

Check before renewals open:

fiscal year 2027 exists ("Préparer N+1" assistant). Without it, activating a renewal is refused;
every holding account line has a member as third party: otherwise the opening-entries preview reports missing third parties;
the 2026 drafts are posted before closing, which refuses them otherwise;
a first-membership transfer allocated to the holding account by mistake is fixed with Imputer l'avance on the file (debit 487100, credit 411). The button only shows on an activated file whose advance has not been settled.

The committee

Statutes, article 6: the committee may refuse a first membership or a return within three months.

Acknowledge in batch, with the meeting date.
Refuse with a reason: the period is cancelled and the right to fly withdrawn. The screen shows the refundable amount; the treasurer prepares the refund.

Configuration

Members → Registration configuration ("Configure registrations" right):

Tab	Content
Settings	Public page, link validity, deadline, reference prefix, retention of unfinished applications, renewal opening date, holding account
Documents to accept	Documents by profile; each version has an effective date
Supporting documents	Required or optional, validity period, template
Consents	Optional choices offered to the member
Goals	Flying goals offered
Fee	Lines of the season: amount, automatic or optional, profile, age, revenue account; CSV import, copy from a season

Good to know:

A profile combines "first membership or return / renewal" and "adult / minor".
A membership kind (annual, stage, non-flying, volunteer) decides, besides the profile, what the file asks and charges: each tariff line, document, piece and consent shows the kinds concerned (Membership kinds concerned boxes). By default documents, pieces and consents concern every kind; a tariff line stays annual only until another kind is ticked (volunteer membership fee, stage lines…). An unticked item is neither asked nor charged for that kind.
Each paid fee line needs a revenue account, otherwise activation is refused.
The holding account is a class 4 account tracked per member; choosing it needs the accounting settings right.
The "To prepare for the season" box lists what is missing: fiscal year, active fee lines, documents in force, holding account.
The next season's fiscal year is created in Finance → Fiscal years, "Prepare N+1" assistant.

Frequent questions

The Activate button is greyed out. The file is not "Complete", the payment is not "Received", or the target fiscal year does not exist.

A member says they cannot renew. Renewals have not opened yet, or they are already registered for the season.

The link has expired. Resend the link from the file; the previous link stops working.

A member paid before sending the file. The payment can be recorded as soon as the file exists: set it to "Advance received". For a newcomer there is no sheet yet: the transfer stays to be allocated to the member's 411 after activation (the holding account is only for renewals).

A member wants to pay from their pilot account. They choose "My pilot account" at step 6 (renewal only). No transfer to wait for: the file counts as paid once sent. See "What activation does".

Content adapted from the in-app Help Center.