Checking FFVP licences and insurance
Every pilot needs a valid FFVP licence to fly, and every introductory flight (VI) must be insured. This guide shows how the office checks both, and what it passes on to the treasurer.
Where: Membres › Licences FFVP (members' licences) and Vols d'initiation › Bons VI (voucher insurance). Right: Manage members to check and correct; viewing is enough to look.
When: after each batch of registrations, before the season restarts, then once a quarter. Redo it whenever a member says they have taken their licence.
Example followed in this guide: on 15 November 2026 the office checks the year's members. Léa Moreau took her licence on 3 October (season 2027), Paul Bernard has just sent his by e-mail, and a school group flew on 14 October.
The data comes from GesAsso
The ERP reads the licence on GesAsso (the FFVP database) from the FFVP number on the member's record. It keeps it only if the first name, last name and birth date match the record; otherwise nothing is stored. Contact details are never changed without your agreement.
A. Members' licences
A1. Open the page and run the check
Membres › Licences FFVP. The banner shows the season and the number of members: all members whose registration covers the current year. Someone registered in October 2026 for 2026-2027 therefore appears in 2026 and in 2027.
Click Tout contrôler (Check all). A progress bar shows how far it is; at the end the ERP says how many licences were found and how many need checking. Contrôler (Check) on a row reads just one member.
You should see: each row with its FFVP no., licence no., validity (start and end), issuing club and a status.
A2. Show only the cases to handle
In Afficher (Show), choose À vérifier (To check): the list keeps only the rows that need action.
A3. Handle each status
| Status | What it means | What to do |
|---|---|---|
| Licence valide | The licence covers the season | Nothing |
| Saison 2027 | Licence taken after 1 October: it is valid for the next season | Nothing for 2027; check that a 2026 licence exists if the person still flies this year |
| En attente de paiement | Licence taken but not yet paid to the FFVP: it does not cover the pilot yet | Chase the pilot; see A5 for direct debits |
| Pas encore valide | The licence starts later | Wait for its start date |
| Licence expirée | The last licence has ended | Have them take a licence before the next flight |
| Sans licence | No licence for the season | Same; or licence taken in another club (see the Autre club badge) |
| Pas d'identifiant FFVP | The record has no FFVP number | Ask the member for the number and enter it on their record (Membres › record) |
| Identifiant inconnu | GesAsso does not know this number | Check the entry: a wrong digit is the most frequent cause |
| Identité différente | The name or birth date on GesAsso does not match the record | Compare with the member's licence number; fix the number or the record; Contrôler again |
| GesAsso injoignable | The service did not answer | Try again later |
Different identity: do not force it
A nearby FFVP number (98603 instead of 98403) returns someone else's licence. The ERP then refuses to store it. Correct the number on the record, then run Contrôler on the row again.
A4. The suggested contact details
If the e-mail or phone number on GesAsso differs from the record, the difference is shown with an Appliquer (Apply) button. Click only if GesAsso is more up to date than the record.
A5. Licences "awaiting debit"
Some licences are taken but not yet paid (direct debit in progress). They show En attente de paiement. As long as they are not paid, do not count them as valid, and do not compare them with the sums paid by the club.
B. Licences taken by the club
When the club advances a licence for a pilot, the treasurer must find it in the books.
- Get the licence export from GesAsso (CSV file). Useful columns: Identifiant Fédéral, Date de souscription, Type de licence, Montant total, Etat du paiement.
- For the Réglé (paid) lines, check that the amount was billed to the pilot. A discovery licence or a VI licence is handled separately (see C).
- Pass the treasurer the list of lines with no entry.
Licence for someone who is not a member
A guest who takes their licence through the club has no member record or registration: this is normal. The licence goes to 6163 (FFVP licences and insurance), never on the introductory-flight accounts. The treasurer enters: D 411 (the person) / C 401 (FFVP), then the reclassification D 6163 / C 70691.
C. Insurance of introductory flights
Each VI is insured once per person: 15 € by default, or the amount on the voucher's own record if it has one. A second VI for the same person carries 0 €.
- Vols d'initiation › Bons VI, open the record of a realised voucher.
- Check the insurance share on the record: 15 € (or the own amount), 0 € if the federation does not insure this flight.
- Compare with the number of discovery licences in the FFVP export for the day of the flight.
For a group (school, company): licences are taken on the day of the flight. The number of licences in the export must equal the number of passengers; an extra passenger is attached to a voucher in their name.
Finding a voucher in the export
Look for the passenger's name, the date and the licence no. A voucher under another spelling ("Lorens" for "Laurens") is fixed on the voucher's record (Modifier); a flight's passenger is entered in the voucher's notes.
D. What to pass on to the treasurer
- Paid licences with no entry;
- licences awaiting payment to follow;
- vouchers insured without a licence in the export, and discovery licences without a voucher;
- non-members who took a licence through the club.
The treasurer then uses Treasury to compare with accounts 6163, 6169 and 419100.
If it does not work
| Problem | What to do |
|---|---|
| The Tout contrôler button is missing | It needs the Manage members right; viewing alone does not check. |
| Many Pas d'identifiant FFVP rows | The numbers are not on the records: fill them in one by one, or from the registration. |
| A recent licence does not appear | GesAsso sometimes takes a few days; run Contrôler on the row again. |
| An October registrant is missing in a year | Check that the registration is validated (active status) and that its dates cover the year. |
| A 2027 licence shows En attente de paiement for everyone | Normal before the debit date; enter nothing. |
Going further
Members: the licences page. Introductory flights: vouchers, insurance and the realisation entry.