Transferring a player between clubs

Swedish handball is the only federation with its own transfer calendar built into Profixio. Everything below applies to Swedish handball and beach handball only.

The transfer type follows the player's age.

• Below 12 — no transfer is needed at all. The application form says so and will not let you continue; the player is registered as active in the membership system instead.
• From the July of the year the player turns 12 until the June of the year they turn 15 — a youth transfer.
• From then on — an ordinary transfer.

Ordinary transfers are shown as a colour:

• Red, 16 February to 30 April. The transfer can be made, but the player only becomes ready to play on 1 May. A warning says so on the form.
• Green, 1 May to 30 June. Players without a contract are free to move. The form states the federation's rule that a player who changes club may not take part in the current competition year's national championship play-offs, qualifiers or youth-championship finals — this is a rule for the clubs to keep, not something Profixio blocks.
• Yellow, 1 July to 15 February. The move needs the club's agreement, or an expired contract; the sending club has to sign.
• A transfer type for beach handball only is yellow all year round, under the federation's own competition rules.
• Even a yellow-period transfer needs federation approval if it is fully confirmed and paid after the yearly deadline of 15 February and before 1 July. A transfer type for beach handball is exempt; a type that covers both handball and beach handball follows this rule.

Youth transfers do not need the sending club's approval, but they always need federation approval and are always visible to the district. There are two restricted periods — 1 January to 30 April and 1 August to 31 October — in which the transfer is only granted for particular reasons, and the form then asks for the reason from a fixed list plus a written explanation.

Free transfers cannot be used for the beach-handball category: when Free transfer is ticked, that transfer type is not offered. Otherwise they are open all year except during the red period, where they need approval.

The playing-rights regime — where a completed transfer decides which club holds a player's rights per sport, rather than the licence alone — belongs to these rules and takes effect from a date set for the federation. See the playing rights and eligibility page.

Applications are made by an administrator, never by the player.

Club administrators. A club user may apply for transfers on behalf of their own club only if they are a transfer administrator for that club. You make somebody one on the club's user list:

• tick them as transfer administrator, or
• make them a user administrator for the club. User administrators always count as transfer administrators: the club user form ticks the transfer box automatically when you make somebody a user administrator, and will not let you untick it while they are one. The reverse is not true — you can give somebody the transfer box on its own, without making them a user administrator.

Ordinary club users, team leaders and players cannot open a transfer application. If the transfer checkbox is not visible at all on the club's user list, the federation has not switched the transfer module on.

District administrators. A district administrator sees and works on a transfer only if it has been marked as visible for the district and the receiving club belongs to their district. Federations decide per transfer type and per case whether the district is involved.

Federation administrators. A federation administrator sees and can act on every transfer in their own federation.

Anyone who can see a transfer can also read it in the person register, where each person has a License transfers list showing their transfer history.

Note the difference between applying and confirming. The player and the club they are leaving confirm from the link in the e-mail they receive — see the confirmation section below.

Start a new transfer from the License transfers list in the administration and choose to create one.

Step 1 — find the player. Under Search person, enter the player's national identity number. Three things can happen:

• The player already has a transfer under way — you are taken straight to it, with the message Another transfer is already in progress. You cannot have two open applications for the same player.
• The player already belongs to your club — Player is already registered for this club.
• Nobody matches — The person is not registered in the system. For a national transfer the person must already exist; the Create person form is only offered for international transfers.

When a federation administrator creates a new person for an international transfer, the form lists people already registered with the same first and last name under Existing persons with the same name, closest date of birth first. Once the date of birth is filled in, choose under Is this one of the existing persons? either the matching person or None of these – create a new person. The form asks for that choice before it creates the person.

When a player is found, the form shows their name, e-mail, id and identity number, their Current Memberships, and — in federations that run the playing-rights regime — a Playing rights panel with the club that currently holds the player's rights per sport, or No playing rights.

Step 2 — fill in the transfer. Under Create transfer you get, in this order:

• an information box describing the current period and what it allows, in red when it is a warning,
• for youth transfers, a required reason picked from a fixed list plus a free-text Anledning till klubbytet,
• Free transfer — tick this when the player is out of contract and the move is free of charge. It is only offered for ordinary transfers, and once it is ticked, only the transfer types that the period rules allow as free are offered,
• Transfer type — the types your federation has configured for the current licence period,
• License type — which licence the player should get in the new club, including a No license option. It is only shown when the choice actually applies,
• Associated club — the club the player is leaving. For a national transfer you do not pick it: it is worked out from the player's existing licence or playing rights and shown as read-only text. Receiving club is likewise fixed to your own club when a club applies,
• Email for the player and Payment email — the addresses that will receive the confirmation link and the payment link. The form tells you plainly that the transfer will be confirmed by e-mail to the player and to the associated club, and where the payment instructions will be sent,
• Reason for transfer during closed period with the prompt Explain why this transfer is necessary — shown when you apply outside the open transfer window. What you write is stored as a comment on the transfer for the federation to read.

The two clubs must be different. An application where the sending and the receiving club are the same is refused as you create it. Existing transfers that somehow have the same club on both sides — from an edit or an old import — cannot be approved or carried out either; they can only be rejected.

When you save, the application is created with the status Started and the confirmation e-mails go out.

As soon as the application is created, two confirmation e-mails go out: one to the club the player is leaving, and one to the player at the address given on the form. Each e-mail contains a link to a small page showing what the transfer is — The transfer will take place from … to …, the type of transfer and the sport, and the period information — with two buttons, Approve and Reject.

Points that matter in practice:

• Confirm from the e-mail. The club's contact person and the player confirm straight from the link in the e-mail they received. The link is valid for four weeks.
• The two confirmations are independent. Either can come first. The page shows The transfer has been approved by the club. and The transfer has been approved by the player. as they arrive.
• The buttons disappear once the transfer has moved on. After the transfer has reached the federation stage, the page only shows the current status.
• Rejecting is final for that application. If the club rejects, the transfer is cancelled. If the player rejects, it is marked as rejected by the player. In both cases a new application has to be made; the federation can reopen a rejected transfer from the administration.
• Either club can also cancel an application before anybody has confirmed it, and again if the federation has sent it back for correction.
• If the sending and receiving club are the same, the page says so and only offers rejection.

Everyone involved — the player, the old club and the new club — is notified again at each step: approved by club, refused by club, approved by player, refused by player, paid, and finally approved.

A federation can switch transfer e-mails off entirely. Then nothing is sent and the confirmations are recorded by an administrator instead. A federation can also replace the wording of the two creation e-mails with its own text.

The fee is a property of the transfer type: each type your federation has set up carries a price, and that price becomes the amount on the application. A Free transfer and any type priced at zero cost nothing, and the payment step is skipped entirely.

Federations that collect the fee online. When both confirmations are in and there is an amount to pay, the transfer moves to Waiting for payment and a payment e-mail goes to the Payment email address with a Pay Now button leading to the checkout. The line on the receipt names the player and both clubs. When the payment is registered the transfer continues by itself. An administrator can resend the link, or issue a new one, with the Send payment email action.

Federations that do not collect the fee online. There is no payment step and no amount: transfers are created with a fee of zero even if the transfer type has a price, and there is no paid box on the transfer at all. If your federation charges for transfers, that has to be handled entirely outside Profixio — invoiced separately, and reconciled by the federation.

A separate charge can arise after the transfer is executed, if a new licence has to be issued for the player in the new club. That licence has its own price and its own invoicing, and it is not part of the transfer fee. See the player licences page.

Some transfers finish without an administrator ever touching them: if the period is open, the club and the player have confirmed, and nothing is left to pay, the transfer is approved automatically. Administrator review is required when the application falls outside the open window, when the federation's rules demand it for that transfer type, or when a deadline in the season has passed.

Open the transfer from the License transfers list. The header offers, depending on where the transfer stands:

• Accept transfer — approve it. You are asked for the date the player becomes ready to play; the form proposes one.
• Perform transfer — carry out an approved transfer immediately instead of waiting for that date.
• Send payment email — send or resend the payment link.
• Send player confirmation mail / Send club confirmation mail — resend a confirmation link that never arrived.
• Reject transfer — refuse it. The player and both clubs are told, and the message points them at the federation's contact address, quoting the reference number.
• Restore — reopen a rejected or cancelled transfer so it can continue.

On the transfer itself an administrator can also set Club/district OK and Player OK by hand when a confirmation has been given outside the system, tick the paid box, set Visible for district, mark it as a Free transfer, and change the date the player becomes ready to play (Spilleklardato).

Comments. Every transfer has a comment thread. Use New comment; it is filed under your club or your federation and shown to everyone who can see the transfer. Who may add one depends on where the transfer stands:

• while it is Started or has been sent back for correction, anyone who can see it may comment;
• while it is Approved by club, Waiting for payment or Approved, only federation administrators may;
• once it is Waiting for federation, completed, cancelled or rejected, nobody can add a comment any more — not even a federation administrator. Write what you need to say before you accept or reject.

Comments are informational and leave the status as it is; contact the people involved yourself if they need to know.

Districts. When a transfer is marked visible for the district and the receiving club is in that district, the district administrator gets a New transfer request notification in the administration with a link to the transfer, and can act on it exactly as the federation can.

This is the question support gets most often, and the answer is precise: not until the transfer is completed.

While the application is anywhere between Started and Approved, the player still counts as belonging to the old club. Being approved is not enough on its own — an approved transfer carries a date on which the player becomes ready to play, and the system only carries the transfer out once that date has arrived. Until then, nothing has changed for team sheets, squads or eligibility.

Once the transfer is completed, the new club registration exists and, in federations that run the playing-rights regime, the completed transfer is what moves the player's playing rights to the new club. A manual playing-rights override set by an administrator is cleared at that moment, so the completed transfer takes over as the source of truth.

Two things commonly push that date further out than people expect:

• Period rules. In a closed or restricted period a federation may fix the date at a point later in the season, so a transfer approved in, say, March may not take effect until the spring date the federation has set.
• Overlapping transfers in the same sport. If the player already has a recent approved or completed transfer covering the same sport, the new one is pushed to a fortnight after it. This stops a player becoming eligible for two clubs in the same sport within days, and it applies in every federation, not only where the transfer calendar is built in. Transfers in different sports do not block each other; a transfer type covering several sports blocks all of them.

Restrictions on which competitions a transferred player may take part in — cup finals, play-offs, qualifiers — are federation rules. Where they exist they are shown to you as text on the application form. Check them before you put a transferred player on a team sheet.

Which competitions and squads a player is actually eligible for is covered on the playing rights and eligibility page.

Everything below is configured by the federation, mostly outside the individual transfer, except the three switches on the federation record: contact Profixio support to change those.

Work through this in order.

A club says it cannot start a transfer.

1. Does the federation have the transfer module switched on? If not, nothing about transfers is visible to anyone.
2. Is the person a transfer administrator for that club? Check the transfer administrator box on the club's user list. Ordinary club users cannot apply.
3. Is the player already at that club? Then no transfer is needed.
4. Does the player already have an open application? Only one at a time is allowed; the system takes you to the existing one.
5. Is the player below the age at which the federation requires a transfer?

Nothing has happened since we applied.

1. Check the status. Started means the club has not confirmed yet; Approved by club means the player has not.
2. Did the confirmation e-mail reach a live address? Check the club's address and Email player on the transfer and resend with Send club confirmation mail or Send player confirmation mail. The links expire after four weeks.
3. Has the federation switched transfer e-mails off? Then nobody was ever mailed and an administrator has to record the confirmations.
4. Waiting for payment means the fee is outstanding. Resend the payment link to the Payment email address.
5. Waiting for federation means it is with the federation or the district, usually because the application was made outside the open window, or because it was confirmed and paid after the season's deadline.

It says approved but the player still cannot play. The transfer executes on the date the player becomes ready to play, not when it is approved. Check that date on the transfer. It may have been pushed out by the period rules or by an overlapping transfer in the same sport.

We cannot approve it at all. If the sending and the receiving club are the same, the transfer cannot be approved or carried out — only rejected. New applications like this are refused outright, so a transfer in this state has usually been edited or imported. Reject it and apply again with the correct clubs, or ask the federation if you believe the club is wrong.

It is not on the public list. The public list only shows completed transfers, and only seven years back.

A district administrator cannot see it. The transfer must be marked visible for the district, and the receiving club must be in that district.

Transfers can be loaded in bulk from a spreadsheet when a federation moves its history into Profixio. It is done as a one-off job: contact Profixio support to arrange it.

What the import does:

• reads a spreadsheet of transfers with the player's identity number, the date, the transfer type, the receiving club, the sending club per sport, the status, the two confirmations, whether it was a free transfer, the amount and the payment address,
• creates any missing people and clubs,
• matches the transfer type by name inside the licence period covering the date,
• skips rows that already exist, so it can be run again safely,
• writes completed transfers with their licences.

Imported transfers behave as ordinary completed transfers afterwards and appear on the public list. If a federation needs a historical import, raise it with Profixio rather than trying to enter thousands of transfers by hand.