Connect Ledenbeheer and synchronise members and courses

What the integration does

Connect your own Ledenbeheer club to DanceVault and synchronise members, dates of birth, courses and registrations. Imported groups and members become available for costume reservations and planning.

Before you start

• You need administrator access in DanceVault.

• Each club must use its own unique Ledenbeheer partner token.

• The token must grant access to the club, user accounts and course registrations needed for synchronisation.

Never use another club's token. DanceVault encrypts the token and stores it separately for your organisation.

1. Open the integration

Go to Settings → Ledenbeheer integration. Enter your club's partner token and choose Test connection.

DanceVault shows the clubs available to that token. Select your own club and save the connection.

2. Synchronise members and courses

Choose Synchronise. Depending on the permissions of your token, DanceVault retrieves:

• members and their names;

• dates of birth, where available;

• courses, groups or offerings;

• course registrations and responsible contacts supplied by Ledenbeheer.

Imported courses are created or updated as groups/classes in DanceVault. Imported members can then be selected when planning or reserving costumes.

3. Synchronise again after changes

Run synchronisation again after changing members, registrations or courses in Ledenbeheer. Existing linked records are updated so you do not need to recreate them manually.

If the required endpoint is unavailable

If DanceVault reports that offerings or registrations are unavailable, the partner token does not yet have the required access. Enable the corresponding integration permission in Ledenbeheer or ask Ledenbeheer support to activate it, then test the connection again.

If synchronisation fails

• Check that the partner token is still valid.

• Confirm that the selected club belongs to that token.

• Wait a moment and try again if Ledenbeheer is temporarily unavailable.

• If the problem continues, open Help & feedback and mention the club and approximate time. Never include the complete partner token in a support message.

Disconnect or replace the token

Return to Settings → Ledenbeheer integration to replace an expired token or connect another authorised club. Imported DanceVault records are not automatically deleted when the connection is changed.