Federations, districts, sports and other base data
The shared reference data the whole system stands on — federations and their sports, districts, countries and the club register — who maintains it, and how a federation or district role gives access across many tournaments and series.
Looking for something else? The referee register, roles and referee types Player licences: buying, checking and following up Payouts and settlements Sport-specific protocols and event types
Base data is the shared reference information that every tournament, series, club, team and match in Profixio is built on:
- the federations (organisations) that run the competitions,
- the sports each federation runs, with the wording and rules that belong to that sport,
- the districts a federation is divided into,
- the countries used for addresses and nationalities,
- the club register.
Base data is shared. One club record, one district, one sport is used by every tournament and every series in that federation, in every season. Changing a base-data record changes it everywhere at once — there is no per-tournament copy.
Who maintains what:
- Contact Profixio support to create or change federations, sports and countries, or to create or delete districts. A wrong value here affects everything downstream, so these are deliberately not self-service.
- Federation users maintain the people side of their own federation: who has access at federation and district level, and the club register.
- District users maintain their own district and the clubs in it.
If something in base data is wrong, a federation user can correct a district's details, and so can that district's District Main Admin; a missing sport, a country or a federation setting goes to Profixio support.
A federation (also called the organisation) is the top level in Profixio. Everything else — districts, clubs, series, tournaments, licences, referees — belongs to exactly one federation.
A federation can also be switched off. When it is, nobody can sign in with a role in that federation any more and it disappears from the lists.
Districts (kretser / regioner) divide a federation geographically. Every club belongs to one district, and series and tournaments can be administered by a district rather than by the federation itself.
If your e-mail address holds more than one role, a role card appears with the heading Roles in FX: a drop-down of your roles and a Continue button. Underneath it says Current role: followed by the name of the role you are in.
Each entry in the list reads as the kind of role, then the name, then the federation it belongs to — for example League Admin – , District – , Club – , Referee/official – – , Guest Access – .
Two things to know:
- Everything you see — menus, lists, which districts and clubs appear — follows the one role you have selected, never the sum of your roles. If a page or a club is missing, check the role picker first.
- Switching role clears what you had open: the current tournament and the season are reset and your permissions are rebuilt from scratch.
Referee roles are listed per federation and per person, so someone registered as a referee for two federations sees two referee entries.
Quite a lot of Profixio behaves differently from one federation to the next, and most of it is not a setting anyone can reach.
Set per sport. What a score is called and what a period is called.
- Clubs — the club register, club administrators, club logos and merging clubs: see Club register and club administrators.
- Referees — the referee register, referee types and roles, and the district- or league-scoped access used by referee administrators and assigners: see Referee register, roles and types.
- Signing in, passwords and accounts — how an address becomes a Profixio account, forgot password, social login: see Accounts and signing in.
- Tournament-level roles — who administers a single tournament and what they can do: see Tournament roles and permissions.
- Seasons, series and league levels — creating a season, league categories and levels, match numbers within a league: see League season setup.
- Sport protocols and event types — what the match protocol records for each sport: see Sport-specific protocols and event types.
- Player licences and payouts and settlements have their own pages.
For other roles
Federation info in the admin menu opens the federation's own page. If your login only gives you access to one federation, you are taken straight to that page.
The page shows the federation's name, organisation number, logos and some of its behaviour switches, and underneath a set of tabs:
- Federation Users — the people with federation-level access
- Districts — the federation's districts
- Clubs — the club register
- Special Access — individual access grants, shown only when the federation has any to give
- Tournament Teams
A federation user sees some of the federation's own settings but cannot change them. Contact Profixio support to change the name, logos, currency or any of the switches.
A federation can run more than one sport, and most settings that feel "sporty" — whether a match protocol is required, what the home and away side are called, default number and length of periods — are set per federation and sport together, not on the federation as a whole.
Districts in the admin menu lists the districts in your federation. Federation users see all of them, active and inactive. District users see the active districts in their federation but can only open and change their own.
A district record holds: name, abbreviation (used in drop-downs when it is filled in), organisation number, e-mail, contact person, mobile, address, account number, next invoice number and an Active checkbox. Football districts also have a FIKS id.
Who can change what:
- Federation users can edit any district in their federation.
- District users can edit their own district only if they are marked as District Main Admin.
- Contact Profixio support to create or delete a district. A district that still has clubs cannot be deleted at all, and neither can a district that came from an external system.
Some districts are kept in step with the federation's own membership system. On those you see the notice "This record is synced from as external system." at the top of the district page — anything you change there can be overwritten at the next sync. The abbreviation is the exception: it is never synced, so it is safe to set.
From the federation's Districts tab a federation user can also sign in as a district (the Login link and the sign-in action on the row) to see exactly what that district's users see. That switches your own session over to the district role; use the role picker to switch back.
Your Profixio login can hold several roles at the same time — federation in one place, club in another, referee in a third — and you choose which one you are using.
At the top of the tree:
- A federation user works with the whole federation: the federation page, all districts, all clubs (including inactive ones), and the tournaments and series the federation owns.
- A district user works with their own district: the clubs in that district, and the tournaments and series their district administers.
The same split applies when you sign in to the match-planning tool (Scheduler TXO): a federation admin sees every cup and series the federation owns, while a district admin sees every cup and series their own district owns. If a series is missing there, check which of the two levels owns it.
On top of the level there are flags that decide whether you can pass access on:
| Flag | Where it lives | What it unlocks |
|---|---|---|
| User Admin | on a federation user | May add, change and remove federation users, and may add users to any district in the federation. Also controls the Special Access tab. |
| Referee Admin | on a federation user | Opens the referee administration for the federation (referee settings, leagues, competitions and referee contact details). |
| District Main Admin | on a district user | May edit that district and add, change and remove that district's users. |
Without the admin flag you still have the access — you simply cannot hand it out to anyone else.
Two safety rules worth knowing:
- Contact Profixio support to create the first federation user for a new federation. After that, a federation User Admin can create everybody else.
- You cannot remove your own District Main Admin flag — the toggle is disabled on your own row, so a district can never lock itself out by accident.
You need to be a federation User Admin to do this.
- Open Federation info in the admin menu.
- Go to the Federation Users tab.
- Click Add league admin.
- Fill in the e-mail address, and tick Referee Admin and/or User Admin if the person should have those rights.
- Save.
Good to know:
- Adding a federation user does not send any e-mail, so tell the person yourself. They get the federation access when they sign in with exactly that address. If they create the Profixio account themselves, they first confirm the address with the code they get by e-mail.
- The App user? column tells you whether that address already has a Profixio account.
- If the address is already a federation user you get the message "… is already a federation user. Edit the existing row to change the admin flags." and nothing is created — edit the existing row instead.
- The e-mail address cannot be changed after the user is created. To correct a typo, delete the row and add a new one.
- Deleting asks for confirmation. It removes the federation access, not the person's Profixio account.
Federation User Admins can add users to any district in their federation. A District Main Admin can add users to their own district.
- Open Districts and open the district.
- Go to the District users tab. (The tab is only shown if you are allowed to administer that district's users.)
- Click the create button and fill in: Email — if the address is already known to Profixio, the name and phone fill in by themselves and are locked,
- Name and Phone for a brand new address,
- District Main Admin - All access. Can add and update users if the person should be able to administer the district and its users.
- Save.
Adding a district user creates a Profixio account for that address if there is not one already. No welcome e-mail is sent, so tell the person to use the forgot-password link the first time they sign in.
The App user created? column shows whether the address has an account.
Sometimes one person needs one specific thing without becoming a federation or district user — for example a match secretary who only needs the electronic match protocol.
The Special Access tab on the federation page does exactly that: it gives one named permission, in one federation, to one e-mail address.
Three such permissions exist. The first two are only offered where they make sense:
- searching the player register for licensed players — offered to federations that use player lists,
- access to the electronic match protocol — offered to federations whose sport requires match protocol setup,
- News writer, for writing news for the federation — offered to every federation.
The tab is visible to federation User Admins.
To grant: Add User Access → e-mail address, pick the access under Select Access Scope, and add name and mobile if the address is new to Profixio. To take it away: Remove User Access on the row (or on several rows at once).
Someone who has only special access appears with a guest role for that federation in the role picker when they sign in. It does not give them the federation's admin pages, but a News writer can write news for the federation.
Logos. A federation has three images on the federation page (contact Profixio support to change them):
- a logo used on light backgrounds and a logo used on dark backgrounds. The upload accepts SVG, PNG, JPG and GIF up to about 1 MB, and the help text says "SVG is best" — an SVG stays sharp at every size. Each has a preview and a Reset light logo / Reset dark logo button.
- a separate login logo, GIF only, up to about 1 MB, used on the older login screens, with a Reset fx login logo button.
Club logos are a different thing with different rules — see the club page.
Currency. Each federation has a currency. When it is not set explicitly it follows the federation's country: Swedish federations get SEK, Norwegian federations NOK, and anything else defaults to NOK.
Payouts. Contact Profixio support to connect the federation to a payment merchant with its merchant name, organisation number, tenant and currency. Once connected, the merchant name and id are shown on the federation page.
A district that has its own organisation number can have its own merchant. Where it does, a Settlement report action appears on the district row for federation users, opening that district's payout report.
Settings on the federation (contact Profixio support to change them):
| Setting | What it does | Also means |
|---|---|---|
| Name, organisation number, country | Identifies the federation and decides its default currency and language | The country also decides the sort order used for names |
| Active | When switched off, nobody can sign in with a role in that federation and it disappears from lists | Existing data is untouched; access simply stops |
| Guest login (shown as FX frontpage in the list) | Whether the federation is offered on the old fx front page | Only relevant to federations still using the old fx pages |
| Allow referees to see contact list | Lets referees see the contact list for their assignments | |
| Show invoice page for clubs | "Allow clubs to view their invoices in the app" | Clubs get an invoice page of their own |
| Club licensing (app) | "Allow clubs to license players" | Turns on the club licence pages and the player-list screens for the federation |
| Allow team name changes after deadline | When off, team leaders cannot change team names after the registration deadline | Written for handball series |
| Allow team admins to edit players | When off, team contacts cannot add or remove players from squads | |
| Allow club logo changes | When off, the club logo cannot be changed from the team page | |
| Use Referee League Admin Module | Turns on the referee league administration for the federation | |
| Transfer settings | Whether player transfers run in the app, whether reminders are sent and whether transfer e-mails go out | |
| International transfer details | Fee amount, fee currency, IBAN, SWIFT, bank name, bank address and a notification e-mail | Only shown for the federations that handle international transfers; several notification addresses can be separated by comma or semicolon |
| LX Matches filter source | "Data source for the filter dropdown on the federation Matches tab" — District (default) or League category | Changes only what the filter offers, not which matches exist |
| Advert unit ids | Turns on the federation's banner adverts on its public pages |
Settings on the federation and sport together (contact Profixio support to change them):
| Setting | What it does |
|---|---|
| Series play | Whether the federation runs series in this sport at all ("Enable series play") |
| Registration in app, show series in app, referees in app | Which parts of the app are offered for this sport |
| District list / club list at registration | Whether the registration form asks for district and club |
| Grouping in search | Groups search results by the administering district ("Group by admin district in search") |
| "Must use match protocol setup as step 1" | The match protocol setup has to be completed before a match can be started. Leagues only, not tournaments |
| Match protocol access | Whether the protocol can be reached via favourites and via the club |
| Match clock | Whether a match clock is used, whether it counts up, whether it can be switched off, and whether it starts by itself when a period starts |
| Home and away team wording | The words used for the two sides in the match protocol |
| Default periods and lengths | Default number of periods for cups and for leagues, period length, extra-period length, and the slot length used in the graphical schedule. Left empty, the sport's own defaults apply |
| Enable streaming | "Allow streaming features for this sport" |
Settings on the sport itself (contact Profixio support to change them): the sport code and name, what a score is called and what a period is called. These decide the wording used on match pages and in protocols across every federation that runs that sport.
Almost every "this page/club/district is missing" question at federation and district level comes down to one of five things. Check them in this order.
- Which role are you in? Look at Current role: under the role picker. A federation user who last switched into a club role sees only that club. Switch back.
- Which federation? Access is per federation. Being a federation user in one federation gives you nothing in another, even with the same address.
- Level. A district user only ever sees their own district and the clubs in it. If you need to see another district's clubs, you need federation-level access, not another flag.
- Admin flag. If you can see a district or the federation but the users tab, the add button or the edit button is missing, you are missing User Admin (federation) or District Main Admin (district). Someone who already has the flag has to give it to you.
- The federation must be active, and for districts, the district must be active. An inactive federation removes the role from everyone's role picker.
Two more that catch people out:
- To change the federation settings themselves — name, logos, the switches — contact Profixio support.
- A person you added does not see anything until they sign in with exactly the address you registered. If they created the account themselves, they also confirm that address with the code they get by e-mail. A different address, even the same person, is a different user.
Set per federation. There is no screen listing these, and federations cannot change them themselves. They cover things such as: whether players without a licence may be shown and added, how many minutes before start a line-up becomes public, whether coaches need a licence, whether players from partner clubs may be used, whether age and gender checks apply, whether team leaders are shown to other teams, which fields the match protocol signature asks for, whether districts may create tournaments, and whether international transfers are handled. If a federation needs one of these changed, that is a support request — and it changes for the whole federation at once.
Set per federation and sport. The match protocol and match clock rules, the wording for the home and away side, the default number and length of periods, and which parts of the app are offered — see the settings reference above.
Federation policy. Things like who is allowed to be a district admin, how many federation users a federation should have, or whether a district may run its own series, are decisions for the federation. A User Admin decides whom to add, so keep the list in line with the federation's own rules.
Custom match numbers are a related case: a federation can use its own match-number format instead of the plain match number, and that is switched on for the organisation by Profixio. The per-league parts of the number are then filled in during league setup.
See also
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