New membership system (Odoo)

Update 03.08.2026: our membership database is migrated, and all selected club administrators (president & secretary) have been invited to join. We keep this page updated with the latest information and answers to the most common questions. In case you need access but did not receive an invitation email, please reach out.

What is this new membership system?

• The new membership system replaces the existing player manager. Along with this player manager, also several other tools will seize to exist once the new membership system is live:
  • license-G system (an alternative affiliation type is provided in the new membership system)
  • ELO cards (will stay till we have a formal archive of our national ELO system, but no updates will be made neither to the player info, nor to the ELOs)
  • club overview (will not receive any more updates)
  • top players overview (an alternative is foreseen in the new membership system, although only at a later time)

Why migrating to a new system?

The current player manager has served the federation and Belgian chess community well over the last decades. Due to it’s long history, the system (i) suffers from outdated technologies, making maintenance hard and time-consuming, (ii) lacks possibilities for interfacing with other systems and services and (iii) lacks modern security and privacy features.

The new membership system is the first step in the federations ambition to improve it’s digital ecosystem. We aim to provide federations, clubs and players with modern tools to facilitate their member administration. In a next steps, we will foresee additional functionalities around this new membership system that will provide extra benefits for the whole chess community.

When is this migration scheduled to take place?

The migration finished first week of August. The new membership management system is fully operational.

What does this migration mean for the clubs?

That they will work with a new membership system. You will use this new system for your daily player management tasks:

• register a new player in your club
• edit the details of existing players in your club
• transfer a player to / from your club
• consult public player information for any affiliated player (all clubs)

New access rights for club administrators

All access rights will be reset and rebuild based on the latest club administrator information in the Club Manager. Default club administrator access rights will be provided for all club adminsitrators assigned the roles of ‘President’ or ‘Secretary’ in the Club manager. In case you are part of your club administration board and you believe you need administration access rights, please have your president or secretary reach out to us.

Collection of email addresses for existing players

The RBCF will ask the club administrators to collect and complete as much as possible the existing player details with email address information. See the next section on the reason behind this.

How do I login to the new membership system?

This new system also comes with a new portal page and a new login for all club administrators. During go-live, relevant club administrators will receive login information to the new membership system, with administration access to all their club players. The login will be based on email, as opposed to national ID number as before.

As a summary, we provide below an overview of the different tools the RBCF uses, with links and login information:

We will gradually enable access to the new player management system to all club administrators and players of whom we have an email address registered in our database. We aim to migrate all the above systems to a single login & password combination (email based), which is based on the new player manager. This page will be updated to reflect the latest state.

How do I re-affiliate an active player?

Login and navigate to your members overview page and either do:

• click on name / national ID of a player, and update the license of the player to the next year (e.g. License 2026-2027)
• bulk select multiple members using the checkbox in front, then use the ‘change license’ button to re-affiliate multiple players at once.

How do I affiliate a new player?

First of all, search for the player in the general player overview. In case the player is already in our database, you can transfer him/her to your club and re-affiliate accordingly.

If not, use the New player link in your members overview and enter the players details.

How do I transfer a player to another club?

Annual RBCF membership runs from September 1st till August 31st next year. Players currently affiliated are shown as ‘active’ in our player database. Players currently not active, are hidden and only visible to club administrators (through the switch ‘show inactive players’).

The transfer of of player depends on the player’s affiliation status (active/inactive) and the date on which the transfer is requested:

• unaffiliated players (‘inactive’) can be transferred at any time. Their transfer will be confirmed immediately, after which the new club can manage the players’ affiliation. In order to request the transfer, navigate to the player databaes, switch on ‘show inactive players’, look for the player, and request the transfer through the transfer button. After transfer, don’t forget to affiliate the player for the upcoming year!
• affiliated players (‘active’) have an official transfer period in the month of July, as stated in the RBCF tournament regulations, article 7. Outside this period, they cannot transfer. The player can, however, not renew the current membership, after which he/she can transfer as an unaffiliated player from September 1st onwards.
  • During the month of July, club administrators can research the player in the player database, and request the transfer through the transfer button. The transfer will be executed August 1st.
  • Outside this period, use the same method as for unaffiliated players, as soon as the players membership expired (start of September). Take into account affiliation requirements to ensure a timely re-affiliation of the player in order to i.e. have the player admissible to competitions.

What does this migration mean for the players?

Next to the fact that the players will use the new public interface to consult public player information, the new membership system also enables each player to consult all personal information and modify the information themselves. This functionality can only be enabled based on the presence of an players email address in our database.

All players with registered email address will receive login information for the new membership system. This login gives the players access to their personal information.

What is not changing?

Several existing systems keep their role and functionality:

• The club manager still keeps its role for all club related information. It’s our goal to migrate this club manager to the new membership system in the future. For now, it’s still there for your club management
• The interclub manager is still there for all interclub related activities. Under the hood it will communicate with the new membership system. It’s functionalities remain active.

Help, I have a question or a problem

Please reach out to us through info@frbe-kbsb-ksb.be, or use the dedicated membership form for issue or question reporting.