WKGB Online Licensing System

Using the WKGB Licensing System

This guide covers the WKGB Licensing System at welshkarate.org.uk/sign-in. Start with your existing WKGB sign-in details, then choose a task from the links below. Your association account shows your association's members.

For member, licence or payment enquiries, contact WKGB Head Office. If something on the website does not behave as expected, use the support chat in the licensing system or email technical support. More about getting help.

Updated 4 November 2026. The example screens use fictional records and an illustrative fee; some labels may reflect an earlier version. Follow the instructions below and 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 using the email address on your WKGB website account. 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.

Update association and dojo details

For changes to the association or dojo information in the WKGB dojo directory, contact WKGB Head Office. The association directory editor is not currently available in the live licensing system.

Include your association name and the details to change: chief instructor, address, contact details, karate style, venue addresses or training times. Clearly identify any venue that has opened, moved or closed.

These directory details do not move members between associations or change their licence status. Send member, licence and payment corrections to WKGB Head Office.

Find and select members

1. Open Members. Search by Member name, choose a Licence status and select the number of records per page.
2. Changing the licence-status dropdown applies that filter automatically. Select Go after entering a name, or use the clear control to reset the filters.
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 click their ID to select them. Use the checkbox in the heading to select the records on the current page. Clicking a member's name opens their details instead. The selected count and total fee update as you choose.
5. Choose Submit licence request or Print selected from Licencing action, then select Apply. The controls become available when members are selected, and those members must be eligible for the action.

The first column, ID, is the WKGB licence number. The optional Member ref. is a separate field for your association's own reference.

Active identifies the approved licence status; its dates determine whether it is currently valid. Expired means its approved term has ended. Unlicensed means the person is a member without an approved licence. A member with a licence request awaiting approval shows First licence pending or Renewal pending beside their current status.

The Pending filter includes members with a licence request awaiting approval. A licence already awaiting approval 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: address lines 1 and 2, borough, city and postcode, as applicable.
• Membership category: the date of birth selects Junior for under 16, Intermediate for ages 16–17, or Senior for ages 18 and over. Check the dropdown before saving; it can still be changed manually.
• Member ref.: your association's optional member reference; 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. The member is recorded as Unlicensed, without a licence charge or valid dates. When they need a licence, select them in Members and submit a licence request through the same form used for renewals.

Request a first licence or renew licences

1. In Members, select the members, choose Submit licence request and select Apply. Use this for an unlicensed member's first licence as well as a renewal. 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 amount.
4. Check the submission reference and confirm that you have written a cheque for the amount shown. Then select Submit licence request.

The request is recorded immediately in History; its confirmation email is not sent immediately. Further requests for the same association and effective date can join the same open submission until the daily 05:00 UK-time cutoff, provided the earlier request is still pending and its email has not been sent. A different effective date or a closed submission window creates a separate group.

Confirmation emails are queued for the daily 05:30 UK-time run, with at least 30 minutes allowed after submission. Eligible requests are consolidated by association and effective date within their submission group. Requests made at or after 05:00 belong to the next day's window. Your association receives a confirmation and WKGB administration receives its own notification. Check History to confirm the request was saved; do not submit it again simply because the email has not arrived.

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.

History and submission corrections

Open History under Licences. This replaces the former Licence submissions page. Each entry shows its submission date, reference, members, licence count, status and recorded fees. Use the member-name, licence-number and status filters to find an entry. Sort using Submitted, Licences, Status or Recorded fees. A member's name and licence number link to their details.

Association accounts only see submissions made through the new licensing system from its launch on 26 October 2026 at 13:00 UK time. Older submissions and records from the previous licensing system are not displayed here. WKGB's top-tier administrators retain access to historical records. This display limit does not erase your members or their approved licences.

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.

History does not offer a Remove or cancel control. If a request contains the wrong member or effective date, or needs to be withdrawn, contact WKGB Head Office with the submission reference and affected licence numbers. Do not create a duplicate request to correct it.

Charges and payments

The system shows the applicable charge in Members and the total before a renewal is submitted. A renewal submission is not an online card payment.

Recorded fees in History are submission charges, not proof of payment received or a statement of your current balance. Contact WKGB Head Office about payment or approval queries and quote the submission reference.

WKGB will not accept print-outs as licence submissions. When posting the cheque for payment, do not enclose printed member lists, screenshots or handwritten submissions. Member details must be entered online.

WKGB administration handles cheque payment and licence approval. Historical opening balances are being reconciled and are not shown to association users during the initial release. No historical ledger total should be treated as a confirmed debt or available credit until WKGB has reviewed it.

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

In Members, search for the person and click their name or select that row's View or Edit action. Check the WKGB licence number before changing the details your account may edit. Save the form and reopen the record to confirm the change. 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.

Contact WKGB if a member moves association. Moving association does not itself renew a licence. Ask WKGB to resolve an incorrect approved date or mistaken approval.

Retire or restore members

When someone stops training with your association, select their record in Members, choose Retire selected and select Apply. Review the confirmation page before completing the retirement. Their details and licence history are retained rather than deleted.

If they return, open Retired members under Licences, or choose the Retired status filter in Members. Select their record, choose Restore selected and confirm. Restoring returns the member to your register with their previous licence status and dates; it does not renew an expired licence.

Retirement does not cancel a pending request or resolve an outstanding payment. Contact WKGB Head Office about either of these.

Credentials and WKGB updates

Where available to your account, open Certification > Credentials to review instructor records for PI insurance, first aid, coaching, DBS and safeguarding. To add a credential, select Add credential, type the instructor's name or WKGB licence number, and choose the matching member from the results. Complete the relevant certificate details and select Save. Check the saved entry in the table; the instructor's name and licence details come from the member record. 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.

Help and support

Technical support: for sign-in problems or a feature that does not behave as expected, use Contact support in the licensing system. You can leave a message when support is offline; replies appear in the chat. You can also email licensing-support@welshkarate.org.uk. Describe the page and what happened. Never send your password or sensitive member information through the chat.

WKGB Head Office: send all member, licence, association-link and payment enquiries to admin@welshkarate.org.uk. This includes pending licences, approvals, renewals, account balances and corrections. Include your association name and the WKGB licence ID where relevant. Technical support cannot approve licences or reconcile payments.

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.