Branch administrators are the front line of verification. Their work decides how quickly athletes are ranked and how trustworthy the ranking is. This guide sets out the role for new branch admins and for federations deciding who to appoint.
The powers
- Branch page: edit the board, clubs, about text and hero image.
- Events: create events for your country as drafts for KBN World HQ to sanction.
- Applications: review your country's applications through stages 1 to 3.
- Documents: request missing documents (the athlete is e-mailed and the request logged).
- Notes: add internal notes between the branch and HQ.
- AI pre-check: run an advisory check of attachments at stage 1.
The limits
- You cannot set or override event levels or multipliers.
- You cannot issue Fighter IDs, licences or certificates.
- You cannot publish rankings.
- You cannot suspend or reinstate licences.
- You can only see and act on records from your own country.
These are enforced by permissions in the software. Buttons you cannot use are not merely hidden: the server refuses the action.
Stages 1 to 3 in practice
| Stage | Branch task | Guard to move on |
|---|---|---|
| 1 Intake & completeness | Check the six attachments; request anything missing | All required attachments present |
| 2 Verification | Check identity against documents; confirm events and results with sources | Confirmation that identity and sources were checked |
| 3 Result decisions | Approve or reject each bout; rejections need a reason and a note | No pending bouts and at least one verified bout |
After stage 3, the engine calculates points (stage 4) and HQ takes over for licensing and publication.
For branch admins: verifying an application in under ten minutes →
The AI pre-check
At stage 1 you can run an AI pre-check. It lists items that are present, missing or worth double-checking. It never approves, rejects or changes anything; its output is saved as an application note labelled "AI pre-check" for you to consider.
Security
- Enable two-factor authentication on your account.
- Never share your login.
- Access identity documents only when needed; passport numbers are masked unless you hold the identity-documents permission.
Everything is audited
Every state change is recorded: who, what, when, from which role and branch, with before and after values. That protects you as much as the athlete: if a decision is questioned, the record shows what was done and why.
Good practice
- Work the queue regularly so athletes are not left waiting.
- Write rejection notes the athlete can act on.
- Contact organisers directly for confirmations; keep their replies.
- Declare conflicts of interest (for example an application from your own club) and ask another admin or HQ to handle it.
A weekly routine for branch admins
- Monday: review new applications at stage 1; request missing documents.
- Midweek: contact organisers for confirmations; decide stage 3 bouts where evidence is complete.
- Friday: check pending referee results from recent events; update event drafts; clear notes for HQ.
Writing good rejection notes
A good note tells the athlete exactly what was missing and how to fix it: "The result link opens the promotion's home page, not the result. Please upload the official result sheet or the direct link, and a contact who can confirm." A vague note creates repeat submissions and appeals.
Myths and facts
| Myth | Fact |
|---|---|
| Hidden buttons are the only protection | The server enforces permissions and scopes |
| Admins can edit points | There is no points field; decisions are audited |
| The AI pre-check approves documents | It is advisory only |
| Rejection reasons are optional | Every rejection needs a reason and a note |
Handling identity documents
Identity numbers are encrypted at rest and masked (for example ••••1234) to administrators who do not hold the identity-documents permission. When you need to check a document, open it through the signed, authorised link in the admin area; never download copies to personal devices or share them by e-mail. Every access is logged.
Working with HQ
Use application notes to hand context to HQ: what you checked, who confirmed results, anything unusual. Clear notes make stages 5 and 6 faster and show why decisions were made.
Frequently asked questions
QCan I see applications from neighbouring countries?
No. Branch admins only see their own country's records.
QCan I set the level of an event in my country?
You can create the event as a draft and propose it. Only KBN World HQ sets levels and multipliers.
QDoes the AI pre-check decide anything?
No. It is advisory text saved as a note; you and HQ make every decision.
QWhat if I made a wrong decision?
Tell HQ. Corrections are made through audited decisions, and the ranking recalculates.
Figures in this article are computed from the KBN register at the time of reading. View, like and share counters on this demo site are sample values.