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Registering a member

Example followed in this guide: Léa Moreau, 24, wants to become a member in November 2026. She will pay her €200 membership (made-up amount) by bank transfer. You are the office administrator; the treasurer steps in twice.

Useful rights: Manage members and Configure registrations (office); Bank reconciliation and Post an entry (treasurer).

Principle: Léa fills in her online file herself. You check her documents, note her payment, then activate the registration. Activation is what creates her member record, her registration period (hence her right to fly) and the membership entries.

Dates to know

  • First membership or return to the club: from 1 October, the registration is for the following season. Léa, registered in November 2026, is covered until 31 December 2027.
  • Renewal of a former member: opens on 1 December by default. Activated in December, the new period starts on 1 January.

Step 1: get the file started

Two ways.

a) Léa applies herself. She goes to the public page "Je souhaite m'inscrire" (the portal address followed by /inscription). She receives a personal link by e-mail, valid 30 days, which always reopens the same file.

b) You invite her from the record of a known member. Where: Membres, open the record, tab Dossier en ligne. The file is created and the link sent.

You should see: Léa's application in Membres › Candidatures. If the link did not arrive, resend the link from that screen (the old link then stops working).

Step 2: wait for Léa to send her file

Léa goes through six steps (information, commitments, documents, club life, flying goals, membership fee). Her file is saved at each step: she can stop and resume.

When she sends it, she gets an acknowledgement with the total due and the file reference, for example INS27-0012. She must write this reference in her transfer's label: it is how the payment is found.

You should see: in Membres › Dossiers d'inscription, a "Léa Moreau" line, state Envoyé (sent), payment Attendu (expected).

Step 3: check the documents

Where: Membres › Dossiers d'inscription, click Léa's line.

  1. Open each document (parental authorization…).
  2. If correct: Valider.
  3. If unreadable or expired: Refuser, with a clear reason ("certificate more than a year old"). Léa gets an e-mail with the reason and a new link.
  4. If something other than a document is missing: Renvoyer au membre, with the reason.

For a minor

Also record the parental authorisations read on the signed document (solo flight, flights with other members, leaving the club…). Until you do, the minor flies for instruction only.

Step 4: declare the file complete

When all mandatory documents are validated: Déclarer complet.

You should see: the file state changes to Complet.

Step 5: note the payment

Léa's transfer reaches the club account. The treasurer reconciles it (step 7 below) and tells you. You then set the file's payment to Reçu (received).

Only set « Reçu » when the money has really arrived

The activation button requires a "Reçu" payment. It is your safeguard: no funds noted, no registration.

Step 6: activate the registration

When the file is Complet and the payment Reçu: Activer l'inscription.

A window shows the entry date and the fiscal year concerned. Check them, then confirm.

You should see: the message "Inscription activée" with Léa's identifier (of the form ME2026-0001). In one go, the ERP then:

  • creates (or updates) the member record and her registration period until 31 December;
  • creates, as a draft, the membership entry (debit of Léa's 411 account, credit of the tariff's revenue accounts);
  • registers Léa for the committee review (first membership), with a three-month deadline;
  • sends Léa a confirmation e-mail.

If a step fails, nothing is written: you can retry safely.

An orange warning is not blocking

It says Léa's suspense account does not cover (or not fully) the membership fee, or that her pilot account goes negative. Tell the treasurer.

If the ERP suggests a duplicate (same e-mail, or same name and birth date as an existing record), it asks you to choose: link to the existing record or create a new record. If unsure about the person, link to the existing record.

Step 7: the treasurer's part

  1. Reconcile the transfer. Finance › Comptabilité › Rapprochement, the €200 line carrying INS27-0012 in its label. The resolution screen recognises the reference and proposes Léa's 411 account. Léa is a first membership: the suspense account (487100) is only for renewals. She has no record before activation: if the transfer arrives earlier, it is assigned after activation.
  2. Post the membership draft: Finance › Comptabilité › Saisie › Journal, filter Brouillons (Entering a journal entry).

A report helps check: the Avances d'inscription button of the file list compares each member's suspense account balance with paid, non-activated files. A gap means an unreconciled transfer or an advance without a file.

If it does not work

Problem Likely cause What to do
The Activer l'inscription button is greyed out File not Complet, payment not Reçu, or fiscal year missing Check the three points. The fiscal year is created in Administration › Exercices comptables (the Préparer l'exercice suivant wizard, treasurer's right).
A member cannot renew Renewals have not opened yet, or already registered for the season Check the opening date in Membres › Configuration des inscriptions.
The link has expired More than 30 days Resend the link from the file.
The member paid before sending the file — Set payment to Avance reçue; the advance is applied at activation.
The member wants to pay with their pilot account Renewal only They choose "Mon compte pilote" at step 6 of their file; the file counts as paid on sending.
Payment in instalments is needed — Activation does not depend on a schedule. See Paying in instalments.

Going further

Registrations and renewals: the full reference (committee, tariff set-up, accounts, minors).