eBrigade Licence module
No licence expires without you knowing in advance
The number, issuing body and validity dates of each licence live directly on the member’s record. eBrigade calculates the status in real time (valid, expiring soon, expired), sends an email reminder before expiry and keeps a record of every renewal. No more checking a spreadsheet line by line.
These buttons are about the full eBrigade subscription: this module is included at no extra cost in every plan.
Licence tab on each member’s record: number, category, issuing body, reference, date obtained and expiry date. Validity badge calculated in real time, automatic email alert before expiry (configurable delay), one-click renewal that archives the previous licence in a dated history, with an optional attachment.
What is the eBrigade Licence module?
A Licence tab on each member’s record: number, category, issuing body, reference, date obtained and expiry date. A validity badge calculated in real time, an automatic email alert before expiry (configurable notice period), one-click renewal that archives the previous licence in a dated history, with an optional attachment. It is included at no extra cost in every eBrigade plan.
Why use Licence?
Your members’ federation, professional or regulatory licences all expire on different dates. Tracking them in a spreadsheet means relying on human vigilance to spot every expiry in time. A single forgotten licence and a member may find themselves uncovered during an intervention, or out of line with the rules for a competition or a supervision role, without anyone noticing until it is too late.
What Licence changes in eBrigade
A Licence tab is added to each member’s record (can be enabled by status type): number, category, issuing body, reference, date obtained and expiry date. The validity badge is calculated in real time — Valid, Expiring soon or Expired — with the number of days remaining. A reminder email is sent automatically on the right day before expiry, according to a notice period you set. The Renew button archives the current licence in a dated history and clears the fields for the new one. The official scan or PDF can be attached to the record.
What you can do with Licence
Number, category (drop-down list of standardised categories), issuing body, reference, date obtained and expiry date are entered on a single tab of the record, in the same place as the rest of the member’s file.
A badge updates automatically based on the expiry date: Valid, Expiring soon (within 30 days) or Expired, with the exact number of days remaining or overdue. No manual calculation.
An automatic email is sent on the set day before expiry (30 days by default, configurable notice period). The check runs daily and ignores former members and external people, so only those concerned are reminded.
The Renew button archives the current licence — number, category, issuing body, reference and dates — in a dated history, then clears the fields for the new licence. You keep a record of who renewed it and when.
Every past licence is kept in a dedicated table, sorted by archiving date, so you can trace a member’s history over several years without re-entering anything.
The scan or PDF of the licence attaches directly to the record, so there is no need to ask for the proof again during an inspection or a declaration to the federation.
Step by step
Open the Licence tab of the record: fill in the number, category, issuing body, reference and the dates obtained and of expiry. Each field is saved automatically.
Set how many days before expiry the reminder email should be sent (30 days by default). eBrigade then takes care of monitoring, every day, with no intervention.
At expiry, one click on Renew archives the old licence in the dated history and frees up the fields for the new one. The validity badge turns green again as soon as the new dates are entered.
Where this module really pays off
Sports associations & clubs: each member’s federation licence entered on their record with issuing body and dates, and an automatic email reminder before expiry so no licence holder is left uncovered.
Fire and rescue services (SDIS) & civil protection: tracking of licences and operational clearances, with a real-time validity badge and renewal history to prove continuity.
Training centres & federations: trainers’ teaching or professional licences centralised on their record, with an automatic reminder before expiry.
Organisations with drivers: licence categories and driving clearances recorded per member, with an alert before the end of validity.
Frequently asked questions
What type of licence is this module designed for?
For any licence with a validity date: federation sports licence, professional qualification, clearance or driving category. Each member has one current licence on their record (number, category, issuing body, reference, dates obtained and of expiry); previous licences are kept in the renewal history.
How do expiry alerts work?
A daily check identifies licences that are about to expire and sends a reminder email to the member concerned, on the set day before expiry. The notice period (30 days by default) is configurable and applies to all licences. At the same time, the record shows a real-time badge: Valid, Expiring soon or Expired.
Does renewal keep the history?
Yes. The Renew button archives the current licence — number, category, issuing body, reference and dates — in a dated history, recording the date and author of the archiving, then clears the fields for the new licence.
Can the official licence document be attached?
Yes. The scan or PDF of the licence can be attached directly to the member’s record, so it is available during an inspection or a declaration without having to ask for it again.
Is special access needed to edit a licence?
Entering, renewing and archiving licences is reserved for users with edit rights on the member record. Every change is recorded in the activity log.
Is the Licence tab enabled for all members?
The module is enabled globally, then the Licence tab can be shown or hidden by status type. This way you reserve it for the profiles for which tracking a licence makes sense.