WKGB Online Licensing System

Using the WKGB Licensing System

This guide covers the current system at welshkarate.org.uk/sign-in. Association accounts work with their own association's members; administrators see the sections and controls their assigned access allows.

Updated 24 October 2026. The example screens use fictional records and an illustrative fee; always check the charge shown in your account.

Sign in to your account

1. Go to welshkarate.org.uk/sign-in and use your own WKGB username or email address and password.
2. Open Members under Licences in the side navigation. My dashboard returns you to the account overview.
3. Check that your account is linked to the correct association. An association account only shows that association's member records.

If you have just registered, follow the activation email instructions. Activation of a website account does not approve a member's licence; association access also depends on the account being correctly verified and linked by WKGB.

If you cannot sign in, use the password reset page to request an email link. Use the latest link and follow its instructions; if it has expired or already been used, request another.

Check your details and password

Under Account, open My details to check your account and association information. Use the available edit controls to keep it current; contact WKGB if the association link is incorrect.

Open Account settings to change your password while signed in. Enter your current password, the new password and its confirmation, then select Change password. Use at least eight characters and a password you do not use elsewhere.

Set your own password when first using an account supplied to you, and sign out when you finish on a shared computer.

Find and select members

1. Open Members. Search by Member name, choose a Licence status and select the number of records per page.
2. Select Go to apply the filters. Use the clear control to reset them.
3. Use the column heading sort controls to change the order, including ID, name, date of birth, grade, gender, valid-from date, expiry and status. The Name heading cycles through first-name and surname order, ascending and descending.
4. Tick individual records, or use the checkbox in the heading to select the records on the current page. The selected count and total fee update as you choose.
5. Choose Renew selected or Print selected from Licencing action, then select Apply. The selected records must be eligible for that action.

The first column, ID, is the WKGB licence number. The optional association registration number is a separate field for your own records.

Active identifies the approved licence status; its dates determine whether it is currently valid. Expired means its approved term has ended. Pending means a new licence awaits approval. An existing licence can also show Renewal pending beside its current status: the existing approved dates remain in force until approval or their expiry.

The Pending filter includes both new pending licences and existing licences with a pending renewal. A licence already awaiting renewal cannot be submitted again.

If a licence shows Unknown, ask WKGB to review its recorded dates.

Add a new member

First search your member list to avoid an accidental duplicate. For an existing member, renew the existing licence. If a person already holds a WKGB licence with another association, ask WKGB to confirm whether an association move or an additional linked licence is appropriate.

Select Add new member from the side navigation, or Add member from the Members page. Complete the form:

• Personal details: first name, any middle names, surname, date of birth, gender and grade. Use the appropriate kyu or dan grade.
• Contact details: the current address and postcode.
• Valid from: today or a date within the previous two calendar months. Future dates are not accepted.
• Membership category: junior, intermediate or senior, as appropriate.
• Association registration number: optional; the WKGB licence number is assigned automatically.
• Welsh speaker and disability / impairment: record the information provided. Multiple impairment choices may be selected; choose None only by itself. Under-16 status is calculated from the date of birth.

Check the details and select Add member. This creates a Pending licence and records the association's licence charge. It already awaits approval: you do not need to submit a second renewal to issue it. Its approved term will run for 12 calendar months from the chosen valid-from date.

Renew one or more licences

1. In Members, select the licences, choose Renew selected and select Apply. Alternatively, open Renew licence and choose one member.
2. Check the Effective date. It may be today or up to two calendar months earlier. The renewed term runs for 12 calendar months from that date.
3. Review the member names, WKGB licence numbers, fee per licence, selected count and Total due.
4. Select Submit renewal once you are satisfied the selection and cost are correct.

Submission records the renewal and its charge and sends a confirmation email to the account submitting it, with a copy to WKGB licensing administration. Check Licence submissions for the recorded result, including if an email does not arrive.

Payment and WKGB approval follow separately. Submitting an early renewal does not immediately replace the current approved dates. The new term is based on your chosen effective date, not automatically added to the old expiry date or the date WKGB processes it.

Track or cancel a submission

Open Licence submissions for your submission history. Each entry shows when it was submitted, its members and licences, status and total. Use the member-name, licence-number and status filters to find an entry. Sort using Submitted, Licences, Status or Total; administrators with this view can also filter and sort by association.

Partially active indicates a batch with mixed statuses; check the individual licences in Members. If the page displays a recent-history notice, older submissions may be outside that history window.

1. To withdraw a member's pending renewal, find the member within its submission.
2. Select Remove beside that member while the renewal is still pending.
3. Check the confirmation message. Cancellation reverses the pending charge and retains the cancellation history; it does not delete the member or cancel an existing approved licence.

The Remove control is for pending entries. Contact WKGB about an already approved licence or a payment allocation that prevents cancellation. To correct a pending renewal's effective date, remove that pending renewal and resubmit it with the correct date, or ask WKGB for help.

Payments and account balances

The system shows the applicable charge in Members and the total before a renewal is submitted. Open Account balances to review your association's licence charge, recent ledger entries and recorded total.

Payment is handled offline, following WKGB's current payment instructions. A renewal submission is not an online card payment. WKGB records the receipt, allocates payment to the relevant charges and approves the licences separately.

The account currently labels its historical ledger total unreconciled. Until WKGB confirms the opening balance, do not treat that historical total as a confirmed debt or available credit. New charges, payment credits and reversals continue to be recorded.

Print licences and replacement slips

A currently valid, approved Active licence can be printed or reprinted. A new pending licence cannot be printed. Where a renewal is pending but the existing licence remains valid, a printout uses that existing approved term.

1. Open Members and use the Active status filter if helpful.
2. For one licence, select the print icon on its row.
3. For several licences, tick their boxes, choose Print selected and select Apply.
4. The PDF opens in a new tab. Print on A4 landscape paper at actual size, using the PDF viewer's print command, Ctrl + P on Windows or Cmd + P on Mac.

Each page holds up to eight slips. You can select more than eight licences; the PDF adds further pages automatically. The print icon on one row prints that one licence only.

Correct details or move association

Use a member's View or Edit row action to inspect and update the details your account may change, including the optional association registration number. Ordinary member editing does not change an approved licence term.

One person may have more than one linked licence. Ask WKGB to review existing records before creating another licence or changing shared personal details. Administrators can link records to the same participant and check overlapping licence periods.

Contact WKGB if a member moves association. The administrator's association-move controls preserve the existing licence term and record the move; moving association does not itself renew a licence. Ask WKGB to resolve an incorrect approved date or mistaken approval using the audited correction controls.

Credentials and WKGB updates

Where available to your account, Certification > Credentials lets you review instructor records for PI insurance, first aid, coaching, DBS and safeguarding, alongside licence numbers and expiry dates. Use the available add or edit controls to record details, and select Save. These records are separate from licence renewal and approval.

Under WKGB, open Bulletin for organisation updates, Documents for the document centre or Safeguarding for the safeguarding service. The Licensing guide link returns to this page.

For WKGB administrators

Administrator accounts may have different privileges. A view-only account can inspect the sections granted to it; it cannot administer licences simply because it can see them. Top-level administrators have the additional management controls.

• Pending licences: open Members, set Licence status to Pending, and filter by association when needed. Review the selected licences with Activate selected and Apply, then check the approval details before confirming.
• Payments: choose the association, record the cheque or offline receipt and allocate it to the relevant charges. Recording a receipt alone does not activate licences.
• Member management: use the available licence-management controls for identity links, date corrections and approval reversals. Use Move association on the Members selection toolbar for eligible records, checking the destination and reason.
• Member Admin: top-level administrators assign WKGB roles to users here, such as Licencing Officer, Chief Instructor or Bulletin Editor. Available system controls also depend on the user's account type and access permissions.

Do not repeat a submission or approval if the result is unclear: check the member's current status, submission record and audit history first.

Help and previous guide

If your association link, member details, payment or licence status appears incorrect, contact WKGB. Include the association name, WKGB licence ID and the action or message you need help with. Never send your password.

Submit new members and renewals through the system, check the names and dates before confirming, and wait for WKGB approval before treating a pending licence as active.

The previous licensing system guide is retained for reference. Its screens and instructions apply to the old system, not the current one.