Player licences: buying, checking and following up
How a player, a club or a federation gets a licence onto a player, what the licence record actually contains, where each party can see who is licensed, and what to do when a licence does not show up. Three different actors can create the same licence and the resulting records are not identical.
Looking for something else? Invoicing teams Taking payments online
A licence is a record that a named person is registered with one club, for one licence type, in one licence period, in one federation. It hangs on the person, not on the team: the same licence normally covers that person in every team and every competition of that federation for that period. Some licence types are tied to a single team, and Profixio then shows which team the licence belongs to.
A licence record carries the person, the licence type, the club, the period, the amount, whether it is paid, and the date it was created. On the player's own page that creation date is shown as Spilleklardato.
Three different people can create the same licence, and the records they leave behind are not identical:
| Who creates it | How it is paid | What the record looks like |
|---|---|---|
| The player or parent | Online, before the licence exists | Marked paid, has a receipt, amount = what was actually charged |
| A club licence administrator | Not paid at the time | Marked unpaid if the price is above zero, no receipt, amount = list price minus discount |
| Federation staff | Not paid at all | Marked paid, no receipt, amount = the list price |
That difference is what you are looking at when a player insists they paid but the club is being invoiced, or when a receipt cannot be found.
Having a licence is not the same as being on a team roster, and not the same as being allowed to play a particular match. Those are separate questions with separate rules.
Work down this list in order. Most reports resolve at one of the first three points.
- Was the payment actually completed? For a player-bought licence, nothing exists until the payment provider confirms it. Open the player's licence page once — it re-checks the payment on load. If the licence still is not there and money has been taken, this is a support case, not a user error.
- Is the right period selected? The club licence page, the player's page and the public list all show one period at a time. A licence bought for next season will not appear while the current season is selected.
- Is the licence at a different club? The club licence page counts licences at your club. A member licensed elsewhere shows a red badge and counts as not licensed. Open their name to see which club.
- Was the licence disabled? A licence can be switched off by federation staff. The person panel shows the history.
- Is it the club licence page that is missing, not the licence? If the License club players menu item is not there at all, either the federation does not have the feature switched on or you do not have licence-admin rights on the club.
- Did the player never get the e-mail? The "choose your licence" e-mail is only sent in federations that have player self-service licensing switched on, and only when the player is added to a team. It is sent to the address on the person record — if that is blank or wrong, nothing arrives.
- Does the tournament even require a licence? A federation administrator can turn off the licence requirement for a single tournament. Where that is on, unlicensed players can be added to rosters and squads and no warning is shown — which reads exactly like "licences stopped working".
If a licence is visible to an administrator but not to the player, check that you are looking at the same period and the same club, and remember that the player's page shows only licences in the currently open period for their federation.
- Defining licence types, periods and prices, and invoicing licences to clubs — see Licence types and periods. This page assumes the types already exist.
- Whether a licensed player may actually be used in a specific match, including the roster warnings, playing rights and the settings that decide whether a missing licence blocks or only warns — see Playing rights and eligibility.
- Moving a player between clubs within a federation, the objection window and approval — see National transfers.
- Moving a player between countries, required documents and fees — see International transfers.
- Putting players on a team and roster limits — see Team roster.
A licence is one of several things a player needs. Having one does not by itself make a player eligible, and losing one does not by itself remove them from a roster.
Other federations
Swedish handball is the federation with the most licensing rules of its own.
The transfer requirement is decided from playing rights, not from the newest licence. For every other federation, Profixio asks "where is this person's most recent licence?". For Swedish handball it asks "where does this person currently hold playing rights?", worked out per sport across manual assignments, completed transfers, the person's first adult licence or first licence after the age threshold and, when none of those apply and no transfer is ongoing, the club of their newest active player membership. A player can hold rights in one sport at one club and in another sport at another club, and can then be licensed at either of those clubs but not at a third. Child and adult licence types follow the same rule.
Children never block. People below the age threshold return no playing rights at all, so the transfer requirement never fires for them.
The duplicate check looks at the current and upcoming periods. On the License club players page, a licence at another club in the current or an upcoming period blocks a new licence unless the licence type requires a transfer. A licence from an earlier season can still decide where the player holds playing rights.
The club licence wizard has no team step. It goes straight from licence type to choosing people. Licences created there are not attached to a team, and the people are not added to any roster — that is done separately on the team.
A licence at the same club is enough for a match squad. Where other federations check the specific team, Swedish handball accepts an active licence anywhere within the same club.
Unlicensed players are shown and no missing-licence alert is raised in list views, so absence of a warning does not mean everyone is licensed. Use the club licence page's not licensed counter instead.
Swedish basketball has the most permissive of the duplicate rules.
The lookback is the current period only. Licences from earlier seasons are ignored entirely when deciding whether somebody is already licensed elsewhere.
A licence at another club blocks only if it is the same licence type. In most federations, any licence at another club inside the lookback window blocks a new one. In Swedish basketball a person licensed at another club with a different type can still be licensed at yours. That is why a basketball player can appear in two clubs' licence lists in the same season without anything being wrong.
Everything else — prices, age brackets, which types require a transfer, when the season opens — is set up by the federation as ordinary data and is not special-cased in Profixio.
Swedish volleyball has one rule that exists for no other federation, and it catches people out.
The newest licence ever recorded decides. On top of the ordinary period-based duplicate check, Profixio looks at the person's most recent licence across the whole federation with no period limit at all. If that licence is at a different club, the new licence is refused with Licenced in another club (…), naming the club. A licence from several seasons ago at a former club is enough to block.
Within the period-based check, only the same licence type blocks. As in Swedish basketball, a licence of a different type at another club inside the lookback window does not by itself block — but the historical check above may still stop it.
The ordinary lookback is 12 months, counted from the start of the previous year.
If a club reports that a player "was licensed with us last season and now cannot be licensed", check the historical rule first: somebody has almost certainly licensed the player at another club since.
Two different federations share the short name SBF in Profixio — Swedish bandy and Swedish wrestling — and they behave quite differently. Check which one you are in before applying anything here.
Swedish bandy
- The duplicate-licence lookback is 36 months, one of the longest. A licence at another club up to three years back will block a new one unless the licence type requires a transfer.
- Players from partner clubs are handled through the co-operation-club mechanism rather than as ordinary members.
Swedish wrestling
- Clubs get a Licensed players entry in their menu, pointing at the public licence list for the federation.
- Warnings about licence periods are shown where other federations hide them.
- A licence at another club in the current or the previous licence period blocks a new licence, so the player moves to the new club with a transfer.
Norwegian rugby is the federation set up for player self-service licensing, and it is the only place the buy-your-own-licence flow described elsewhere on this page is in use.
What that means in practice:
- When a club adds a player to a team, the player is e-mailed a personal link and buys the licence themselves, paying online.
- Players see Your licenses on their own start page.
- All of a player's licences are shown, not only the current one.
- From that e-mail a player either chooses a licence and pays, or — if the licence is already paid through another system — presses Kontakt forbundet to tell the federation. The federation is then e-mailed and asked to verify that the player holds a valid licence, and approves the licence after checking its own records.
- Federation administrators see an Admin license page link on each player row of the roster, and can assign or disable a licence there.
- Federation staff can disable and re-enable an individual licence.
- Unlicensed players are shown in lists and may be added to rosters, but the missing-licence alert is raised — unlike the other federations that allow unlicensed players.
Duplicate checking uses the ordinary 12-month lookback; nothing about the rules engine is special-cased for Norwegian rugby.
Loading your club’s players through the licence tournament. Club leaders bring their members into Profixio through a standing “dummy” tournament, lisensturnering (the link the federation hands out: https://www.profixio.com/app/lisensturnering-2024). It exists so that a club leader can fetch players from the NIF (Norges Idrettsforbund) player register into the club; those players can later be picked for tournaments run by NRF.
- Open the licence tournament and sign in with your Idrettens ID. Signing in that way is what gives you access to the NIF player register for your club.
- Register a “dummy” team for your club in the licence tournament. The club choice is not permanently tied to the team leader, so at the next tournament the same team leader can pick another club. Only players from the chosen club can be picked from the NIF player register, because the registrant is linked to one club at NIF and therefore only sees that club’s data.
- On the team, press Rediger spillere, then Legg til spillere. If the player is not in the list, press Hent personer fra NIF. When a player is fetched from the NIF register and added to the club, the player is e-mailed automatically and asked to choose a licence, with the option of paying directly.
For other roles
In the federations that allow it, a player (or a parent) buys the licence themselves and pays online. You buy it from the link in the e-mail you get.
How you get the link. When your club puts you on a team, Profixio e-mails you. Subject: Reminder to Choose License for followed by the federation name. The e-mail says you have been added to a team and asks you to check that you have the right licence, and it has a button View and select License. If you already have a Profixio account and are registered as a player, the same page is reachable from your own start page under Your licenses → View licenses.
If the link stops working, ask the club or the federation to send the e-mail again.
On the page (My Licenses) you see your name and birth year, the current License period, the Tournament and Team you were added to, and two lists:
- Current Licenses — what you already hold this period, with the amount, the Spilleklardato, and a Receipt button when the licence was paid online.
- Buy a new license — the licence types you can buy, each as a card with its name, price and description.
To buy one, press Kjøp on the card. You are sent to the payment provider's checkout page. When the payment goes through you are returned to the same page and the new licence appears under Current Licenses.
Nothing is created until the payment succeeds. If you close the checkout or the card is declined, no licence and no unpaid bill is left behind — you can simply start again. If money has left your account but the licence is not showing, reload the page once: opening it re-checks the payment with the provider.
Only licence types that fit your age are offered. The age is worked out from your birth year against the year the licence period starts. If the list says No licenses available., either the federation has not opened the period yet or no type matches your age — contact the club or the federation.
Discounts. If you already hold a licence this period, some types are cheaper. The card then shows Rabatt and the reduced Pris, and you are charged the reduced amount.
Self-service buying is not available in every federation. Where it is switched off, your club or your federation creates the licence for you and you will never see this page.
Clubs whose federation has the club licence page enabled license their own members from License club players in the admin area.
Who can open it. All three must be true:
- Your federation has Club licensing (app) switched on. Ask your federation or district administrator if it is not.
- You are signed in as a club user for that club.
- You are the club's main administrator, or somebody has ticked License Admin - can access the club license page for you on the club's user list.
If the menu item is missing, one of those three is missing.
What the page shows. A licence period selector at the top, three counters — N licensed, N not licensed, N with 2+ clubs — which are also buttons that filter the list, a Players / Leaders / All members switch, and the member table: Name, Birthdate, Age, License, Playing rights, Other clubs. Filters above the table: License status, License type, Affiliations, Gender, Age group.
The licence badge is colour-coded: green when the person is licensed at your club, red when they hold a licence but at another club, grey when they hold none. Red is the interesting one — it usually means a transfer is needed.
Clicking a name opens a panel with that person's licences, tournament registrations, licence applications, club membership and playing rights.
To license people, press License players (or License leaders). A guided flow opens:
- License type — pick one card. Player types and leader types are separate lists.
- Team — optional. Picking a team also puts the licensed people on that team's roster. No team licenses them without touching any roster. Some federations skip this step entirely.
- Players / Leaders — search and tick the members you want, then License now.
Profixio validates every selection first and shows N can be licensed and N cannot, with a reason for each person who cannot. Press Confirm to create the licences that passed.
The list you can pick from is already narrowed by the licence type you chose on step 1: only active members of your club, only ages the type allows, only people who hold any licence the type requires as a prerequisite, and not people who hold a licence the type excludes. If somebody you expect is not in the list, that is why — open their name from the main table to see their situation.
Licensing here is not a payment. The licence is created with the list price minus any discount and is recorded as unpaid. Settlement with the federation happens separately.
The button can be missing. It is hidden when the switch is on All members, when the federation's licensing has not opened yet (you then get Licensing has not opened yet if you try), and when no licence types exist for the selected period.
Federation staff can put a licence straight onto a player with no payment step. This is the path used when a player has paid outside Profixio, when a purchase failed halfway, or when a licence has to be granted as an exception.
Where it is. In federations that use player self-service, an Admin license page link appears next to each player on the team roster. It opens the same My Licenses page the player sees, but in administrator mode: the Kjøp buttons are replaced by Assign license to player, and existing licences get a Disable licence button.
The link is shown to the administrators of that federation.
What it creates. Pressing Assign license to player creates the licence immediately, marked as paid, with the licence type's list price. No money changes hands and no receipt exists. A player who later asks for a receipt for such a licence cannot be given one from Profixio.
Requests coming in from players. In one specific licence period the player's own page also has a Kontakt forbundet button, for players who paid through Vipps outside Profixio. Pressing it sends the federation an e-mail (Aktivering lisens: …) with the player's details and the licence they want activated.
Share these links with care. Do not forward them or paste them into shared channels.
There are four different views of "who is licensed", and they do not all answer the same question.
A club's own members. The License club players page, with its N licensed / N not licensed counters and the License status filter. This is the view to use for "have we licensed everyone before the season starts". It counts licences at your club for the selected period; a member licensed at another club counts as not licensed here and gets a red badge.
One person. Click a name anywhere on the club licence page or the federation's player list to open the person panel: current licences, tournament registrations, licence applications, club membership, and playing rights per sport.
A player's own view. Players in self-service federations see a Your licenses card with badges for each current licence on their start page, and a View licenses button into the full page.
The public list. A federation can have a public page titled Licensed players, listing licence holders in that federation with first name, last name, birth date, gender, club and licence type. You must pick a club before anything is shown; the period defaults to the federation's most recent one. Period and club are the only controls. Federations can put their own explanatory text at the top of it.
Only some federations link to that page from their menu. The list shows licence holders, not people currently entitled to play, so it can include licences that are no longer the person's current one. Ask your federation or district administrator about the list itself.
When the club licence flow says a person cannot be licensed, it gives a reason. These are the reasons and what they actually mean.
| Message | What it means | What to do |
|---|---|---|
| Person age N below minimum age M / exceeds maximum age | The age worked out from birth year against the period's start year falls outside the licence type's range. A licence type can also allow a year of slack in either direction. | Pick a licence type for that age group. |
| Already licenced with this license type | The person already holds exactly this type at this club. The message names the club, the type and the date. | Nothing to do — they are licensed. |
| Person already has a license for this period | Same club, same type, inside the federation's lookback window. | Nothing to do. |
| Person already licensed in another club: X | They hold a licence at club X inside the lookback window. | A transfer is needed, or a licence type that requires one. |
| The license requires a transfer to the target club | The licence type is marked as requiring a transfer, and there is no completed transfer to your club. In Swedish handball it appears for every player licence type, child types included, when the person's playing rights are at another club. | Apply for a transfer first. |
| The person has an ongoing transfer | A transfer for this person is in progress and not yet completed. | Wait until it is decided. |
| This license requires one of these licenses: … | The type is an add-on that assumes a base licence this period. | License the base type first. |
| Can not have one of these licenses: … | The type is mutually exclusive with one they already hold. | Choose a different type, or disable the conflicting one. |
| Licenced in another club (X) | Their newest licence ever — not just this period — is at club X. Applies to one federation only. | A transfer is needed. |
| Person is deleted | The person record has been deleted in the person registry. | Restore or re-register the person first. |
| License period not found / Licensing has not opened yet | The period is missing, or the federation's licensing start date has not been reached. | This is a federation setting; ask your federation or district administrator. |
Leader and coach licences are checked for age, for an existing licence of the same type at the club, and for any transfer the licence type requires.
Gender is checked against the team chosen on step 2. The check compares the person's gender against the team's class.
| Setting | What it does | Where it is set | Also means |
|---|---|---|---|
| Club licensing (app) | Turns on the modern License club players page, the licence wizard and the License Admin club role for a whole federation | Contact Profixio support to change it. | Off by default for every federation. While off, clubs use the older licence pages instead — the capability is not absent, it is somewhere else |
| License is not required for players | Removes the licence requirement for one tournament | Tournament settings → basic settings; shown to federation administrators | Unlicensed players can be added to rosters and match squads, the "missing licence" badge disappears, and for co-operation clubs the playing-rights check is relaxed too. It also unlocks free-text rosters for tournament-local placeholder clubs |
| Player self-service licensing | Whether players buy their own licences and get the "choose your licence" e-mail | Per federation, in code; not editable by administrators | Also controls whether federation staff see the Admin license page link on rosters |
| Licensing start date | The date from which the federation's licensing is open | Federation record | Before it, the License players button is hidden and the wizard refuses with Licensing has not opened yet |
| Licensed players menu link | Whether clubs get a menu entry to the public licence list | Per federation, in code | Contact Profixio support about the public list itself |
Things that are deliberately not settings:
- There is no delete for a licence and no refund. The only correction is Disable licence.
- Which licence types exist, what they cost and when the period runs are data the federation maintains, not switches.
| Setting | What it does | Where it is set | Also means |
|---|---|---|---|
| License Admin - can access the club license page | Lets one club user open the club licence page | The club's user list, set by the club's main administrator | The club's main administrator always has it, with or without the tick |
| Licence period | Which period the page is working in | Period selector at the top of the club licence page; defaults to the currently open period | Counters, filters, licence types and the N licensed number all follow it |
A licence cannot be deleted. Nothing in Profixio removes a licence record. The only correction available is Disable licence, which leaves the row in place and stops it counting as the person's current licence.
Disabling is done by federation staff from the player's licence page or from the person's licence list in the admin area, and only in federations where the licence-administration actions are enabled. The button asks Are you sure you want to disable this licence? and confirms with Licence disabled. It can be reversed by enabling the licence again.
There is no refund flow. If a player paid online for the wrong licence, Profixio can disable the licence but cannot return the money — that has to be handled with the federation and the payment provider outside Profixio.
Duplicates. Buying the same type twice at the same club is blocked, so genuine duplicates are rare. What does happen is two different types bought for the same season, or a licence bought by the player while the club also created one in the wizard. The second one is usually the one to disable — check which of the two has a receipt before deciding, because the one with a receipt is the one the player paid for.
Wrong club. A licence is bound to the club it was created for. It cannot be moved. The correct fix is a transfer, then a new licence at the new club.
Wrong person. If a licence landed on the wrong person — usually a duplicate person record — disable it and create the correct one. Contact Profixio support to merge the person records.
Licensing is one of the most federation-specific areas of Profixio. Two things vary, and it matters which is which:
- System-enforced differences are written into Profixio for a named federation. A federation cannot change them by editing settings; changing them is development work. They are listed below.
- Federation policy is what a federation decides and expresses through its own data — which licence types exist, what they cost, what the age brackets are, when the period opens, which types require a transfer. Profixio enforces whatever is set up, but it does not know the policy behind it.
The system-enforced difference that trips people up most is how far back Profixio looks when deciding whether somebody is "already licensed somewhere else":
| Federation | Lookback window for the duplicate-licence check |
|---|---|
| Swedish basketball | The current period only |
| Swedish handball | The current and upcoming periods |
| Swedish rugby, Swedish bandy | 36 months |
| Swedish table tennis | One to three years, depending on which side of 1 July the date falls |
| Everyone else, including volleyball | 12 months, counted from the start of the previous year |
A player who could be licensed without fuss in basketball can be blocked in bandy or rugby on a licence from an earlier season. That is intended, not a mistake.
Other system-enforced differences:
- Whether the club licence wizard asks for a team at all.
- Whether a licence at another club blocks only the same licence type, or any type.
- Whether the transfer requirement is decided from the newest licence or from playing rights.
- Whether leaders and coaches need a licence at all. Most federations that run licensing have this switched off for coaches, including Swedish handball, basketball, bandy, rugby and water polo — so an unlicensed coach is normal there, not an oversight.
- Whether unlicensed players may be added to rosters and whether a "missing licence" warning is shown.
- Whether players buy their own licences.
Things that look federation-specific but are not: licence prices, discounts, age brackets, which types require a transfer, how many licence types exist, and when the period opens and closes. Those are all data the federation maintains itself.
See also
Not covered here
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