🆕 Player manager

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 received login information to the new membership system, with administration access to all players of their club. The login is based on the administrators email address, as opposed to national ID number as before.

The activation email contains an access token that has limited validity. If the token turns out to be expired when trying to activate your account, please contact us and we’ll resend you the invitation email.

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

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. While entering the new player’s details, a dynamic search for existing player profiles takes place. In case an existing player is found, please do not create a new record, but use the transfer functionality instead to re-affiliate the existing player.

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 in our player database. Players currently not affiliated, are hidden and only visible to club administrators (through the switch ‘show unaffiliated players’).

The transfer of of player depends on the player’s affiliation status and the date on which the transfer is requested:

• unaffiliated players 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 unaffliated players’, look for the player, and request the transfer through the transfer button. Upon transfer confirmation, the player is immediately and automatically affiliated for the current season or the upcoming season (if requested in the period June – August).
• affiliated players have an official transfer period in the months of June and 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 months of June and 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, and the player will be automatically re-affiliated for the next season in his/her new club.
  • 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.

What is this new membership system?

The new membership system replaces the old player manager. Along with this new player manager, several other tools are replaced by new versions:

• G-license system (new registration form provided, old one no longer in use)
• National ELO archive (replaces the old ELO cards)
• Club overview (new overview provided, the old view is not receiving any updates any longer)

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.

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 have been reset and rebuild based on the latest club administrator information in the Club Manager. Default club administrator access rights are 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.

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.