Swedish member data synchronisation (RF / IdrottOnline)
Swedish federations get their people, clubs and memberships from the Swedish Sports Confederation's system IdrottOnline. This page explains what is synchronised, how often, what a club sees, and what to do when a member or a club is missing.
Looking for something else? Transferring a player between clubs
Swedish federations do not maintain their member register inside Profixio. People and clubs are owned by the Swedish Sports Confederation (Riksidrottsförbundet, RF) and its membership system IdrottOnline, and Profixio receives a continuous copy of the parts it needs.
What comes in from RF:
- Clubs, districts and federations — name, contact details, address, organisation number and whether the organisation is active.
- People — name, date of birth, personal identity number, gender, nationality, email, phone and address.
- Club and district memberships — which club a person belongs to, from which date, and whether they are registered there as a player or as a coach/activity leader.
- Referee roles, for the federations that have asked for it. This is a separate option per federation, not part of the standard sync.
What does NOT come from RF, and stays in Profixio:
- Licences, playing rights and transfers between clubs.
- Team rosters, match participation, tournament registrations and results.
- Anything a club or federation types into Profixio itself: club logo, team names, tournament data.
- Loan arrangements between clubs. A membership that Profixio has marked as loaned out is never touched by the sync.
The flow is one-way. Profixio reads from RF and never writes back, so a correction made in Profixio to a name, a birth date or a club membership is not sent to IdrottOnline and will normally be overwritten the next time RF sends that person. The place to correct member data is IdrottOnline, not Profixio.
RF does not export people with protected identity (skyddad identitet). Those people are maintained inside Profixio by the federation, and the sync will never modify or remove them.
There are two speeds.
Continuous changes. RF publishes every change to a person or an organisation as it happens. Profixio collects new changes every 30 minutes and processes them twice an hour, at quarter past and quarter to.
Full refresh. A complete snapshot of all persons is pulled three nights a week (Monday, Wednesday and Friday, from 03:00). The full refresh is what repairs anything the continuous stream got wrong or missed — for example a membership that should have been closed but was not. If a discrepancy is not urgent, it is often resolved by the next full refresh on its own.
Both run in the live system only. Test and demo environments are not connected to RF, so member data there is a frozen copy.
A change is never instant. On top of however long RF itself takes to publish it, Profixio adds up to half an hour to collect it and up to another half hour to process it. A member whose roles changed may need the next full refresh before every consequence is applied.
The sync only covers Swedish federations, and only those whose sport is mapped to an RF sport. The federations currently mapped are:
| Federation | Sport in RF |
|---|---|
| Swedish Handball Federation | Handboll |
| Swedish Basketball Federation | Basket |
| Swedish Volleyball Federation | Volleyboll (covers both indoor and beach) |
| Swedish Bandy Association | Bandy |
| Swedish Wrestling Federation | Brottning |
| Swedish Rugby Federation | Rugby |
| Swedish Table Tennis Association | Bordtennis |
| Swedish Baseball and Softball Federation | Baseboll och softboll |
Norwegian and other non-Swedish federations are not part of this at all — they have their own member sources.
Profixio does not choose this list on its own. A federation is in scope when RF has granted the integration access to it and its sport is mapped to the corresponding RF sport.
One club can belong to several federations at once, and Profixio keeps one membership per federation. A person registered for two sports in the same club therefore appears under both federations, and closing the membership in one does not close the other.
- Looking people up, editing them and merging duplicates in Profixio's person register — see Person registry and search.
- The club register itself, club contact details and who administers a club — see Club register and club administrators.
- Licences, playing rights and transfers between clubs. None of that comes from RF; it is decided and recorded in Profixio.
- Transfers between countries — see National transfers.
- Profixio's own API and web services for federations and integrators — see Integrations, API and web services. The RF sync is an inbound integration only and has nothing to do with the API that Profixio offers others.
For other roles
Clubs in the Swedish federations do not see the sync itself. They see its result: their members are simply already there.
- When you search for a player to add to a team or to licence, you are searching a register that RF filled in. You do not have to type the person in.
- Only people with an active or activity leader role in IdrottOnline arrive. Board members, office staff and other administrative roles are deliberately left out — they are not players or coaches, so Profixio has no use for them.
- People are marked as player, as leader, or as both, according to the role they hold in IdrottOnline.
- If a member has left the club in IdrottOnline, the membership is closed in Profixio too and the person stops appearing in your club's list of members.
Whether clubs may create people by hand is a federation setting, and it is off unless the federation turns it on — precisely because the register belongs to IdrottOnline.
If you pick a club during registration and Profixio tells you that the link to IdrottOnline is missing, the club record in Profixio has not been matched to its IdrottOnline organisation yet. Ask your federation or Profixio support — this is fixed centrally, not by the club.
Records that came from IdrottOnline are marked in Profixio. On a club, a district and a player you will see a notice under the heading External sync saying "This record is synced from as external system."
That notice is not decorative:
- Players. Only a federation administrator can edit a player record at all, and only one that Profixio owns. A player who came from IdrottOnline opens read-only; there is no edit form. Club and district administrators have no edit path to a player record either way. Corrections must be made in IdrottOnline and will reach Profixio at the next sync.
- Clubs and districts. The notice is a warning rather than a lock — the fields can still be edited, but anything the sync owns will be overwritten the next time RF sends that organisation. Only fields the sync never touches survive. On a district, the Abbreviation field says so explicitly: "Used in droplist if provided. Not synced from external system."
So the rule of thumb is: if a value came from IdrottOnline, change it in IdrottOnline. If Profixio invented the value, change it in Profixio.
Some federations go further and require certain actions to happen in IdrottOnline rather than Profixio — for example, handball transfers for the youngest age groups must be done by registering the player as active in IdrottOnline. Those are federation rules; where Profixio knows about one it says so on the screen concerned.
Work through this before reporting a sync fault. Most missing-member cases are not faults.
- Is the person registered in IdrottOnline, in this club, with an active or activity-leader role? If the role is an administrative one, the person is filtered out on purpose and will never appear.
- Is the role registered for the right sport? A club can be active in several sports. A person registered only for the club's table tennis section will not appear in the handball federation's data.
- How long ago was the change made? Allow an hour. If the change was made overnight, allow until after the next full refresh.
- Was the person just added to a club that is new in Profixio? A brand new club and its first members can take one extra cycle. Clubs are processed before people.
- Does the person have a foreign identity number? RF sends only a partial identity number for people without a Swedish personal number, which makes matching harder. These usually work, but they are the group most likely to end up as a duplicate or a skipped record — say so when reporting.
- Is the person a protected identity? Those are never sent by RF and must be maintained by the federation inside Profixio.
If all of that checks out, contact Profixio support. Give them the person's name and personal identity number, the club, the federation, and roughly when the change was made in IdrottOnline.
Referee synchronisation is switched on federation by federation and is off unless the federation has asked for it. Where it is on, the referee qualifications registered in IdrottOnline are mapped onto Profixio referee types. Two styles exist: some federations get a direct one-to-one mapping from the IdrottOnline qualification to a specific Profixio referee type, others get every new referee created with a generic type that the federation then assigns properly inside Profixio. Today only bandy and volleyball have their qualifications mapped.
Referee records are created for the qualifications that are mapped for the federation. Which qualifications map to which referee type is federation-specific configuration; ask support if a referee comes in with the wrong type or does not come in at all.
See also
Not covered here
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