EveryDojo

Licences from start to finish

Who does what, from joining your association to the new licence card, the bill and refunds.

  1. 1What it is. A licence is a club member's yearly licence from your association or governing body. An affiliation is your club's own membership of the association, paid by the club. EveryDojo shows the licence your association issues. It issues nothing itself and takes no cut.How do licence settings work?
  2. 2Join your association. Open Settings and find Your association. Search for it and tap Ask to join, or tap Accept if it invited you. Once its chief instructor accepts, they approve your licences from their own screen, and you pay the affiliation under Settings, Association fees.How does my club join an association?
  3. 3Set how club members pay. Open Settings, then Set up under Licences. Under Renewals, type the first year price and the renewal price, and choose How club members pay for licences: Card only (Stripe confirms each payment, so there is nothing to check), Card or another way, or Another way only (you confirm the money). Card needs card payments set up under Payments. Tap Save. One student different? Open the student, then the Licence card, and change How they pay for licences.How do I set our licence renewal prices and rules?
  4. 4A new student's first licence. Nobody is asked for a first licence by themselves: you ask. Open Licence renewals under Students, or open the student, then the Licence card, and tap Invite to apply and pay. The club member pays the first year price, the same way as a renewal.Where do I see a student's licence, certificate and renewal?
  5. 5Who is due. Under Students, open Licence renewals. It lists who has run out, who runs out within six weeks, and who has no licence yet. Club members are asked to renew by themselves, by email and in My Dojo, four weeks before the expiry date on their licence. A student with no expiry date is not asked.How do licence renewals work?
  6. 6Asking and paying. To ask sooner, tap Ask to renew now on their line, or open the student, then the Licence card. The club member pays by card in My Dojo, or tells you they are paying another way. For a student with no account, send a card pay link by Email, WhatsApp or Copy link: it works for 7 days and needs no account. At class, tap Pay by card here and they pay on your phone.Pay for licences by card
  7. 7Cash and bank transfer. When money is handed to you, choose how it was paid and tap Confirm received. Card payments confirm themselves. Either way the student is now paid and waits. On their Licence card it says In hand. It goes with your next Send renewals.Where do I see a student's licence, certificate and renewal?
  8. 8Send renewals. When you are ready, open Licence renewals and tap Send renewals. Everyone paid goes in one batch to your association's chief instructor, on their own screen. If your association charges for licences on EveryDojo, its bill shows first: one line per licence, New or Renewal, Junior or Senior, and the total. Tap Send and pay by card to pay now, or Send, pay later. Not in an association on EveryDojo? It goes by email to whoever renews your licences, or you get a list to print.How do licence renewals work?
  9. 9Paying the bill later. A bill you did not pay waits under Settings, Association fees. Tap Pay and pay on Stripe's page, into your association's own account. Once paid it says Paid, and your association is told.How do I pay my association's fees?
  10. 10Approved or declined. The chief instructor checks each licence and approves it with its new number. The student's card updates and the club member is told. If they send one back, the reason shows on its line, Sent back by your association: put it right and send it again with the others. A licence they decline before the bill is paid comes off the bill and goes back to you. After it is paid, they refund it instead.How do licence renewals work?
  11. 11The licence card and certificate. Once approved, the club member sees the new card on their page in My Dojo, under Licence and certificates, with its expiry and what it gives them. You see it when you open the student, then the Licence card, with View certificate. The old licence stays in Licence history.Where do I see a student's licence, certificate and renewal?
  12. 12Refunds. Your association refunds what your club paid it, from its own Payments page, and you are told. A club member who wants their money back asks you: they paid your club. A card payment can be refunded from Card payments, in your payment settings.How does the Payment settings page work?

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More on licences

Where do I see a student's licence, certificate and renewal?How do licence renewals work?Pay for licences by cardHow do I create an association?How do I pay my association's fees?
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