To receive Youth and Sport (J+S) subsidies, the club declares its lessons in the national sports database (BDNS): the participants, the activities (lessons) and the attendance. Plugin.ch prepares the three files; there is no direct link with the BDNS: you download the files and import them yourself.

The only data the BDNS requires for a new participant is their AVS number: ask for it at registration.

1Ask for the AVS number at registration

For a new lesson with a maximum age of 20 or under, Plugin.ch automatically adds the AVS number question to the form: you can remove it before saving.

In the lesson form, Customised question section, add a question of type Free text field whose name contains “AVS”, for example “N° AVS”. Plugin.ch then recognises it everywhere:

• the field enforces the format 756.xxxx.xxxx.xx;
• a number that is filled in but wrong (format or check digit) is refused, online as well as in the Sign up a player and Modify registration panels;
• the field is pre-filled with the number already known, if the person's record has a field whose name contains “AVS”.

The date of birth is mandatory to register online: it is asked for before the lessons are offered if it is missing from the record.

2Export the participants

In Manage registrations, choose the lesson and click J+S export (above the list of registered people). A window first opens with the check of the pupils:

• the number of people and files;
• the list of incomplete pupils, with what is missing: AHV number missing, AHV number invalid, date of birth, sex, nationality, postcode, town or country; as a warning, an assumed CH nationality or a mother tongue to check.

Complete the records concerned, then click Download (French) or Download (German), depending on the language of your BDNS. The CSV file is in the official import format; above 200 people, you receive a ZIP archive with one file per batch of 200.

• the AVS number is taken from the answer to the lesson's question, otherwise from the AVS field of the person's record;
• on download, a valid AVS number is copied into the person's record: it will be pre-filled the following year.

3Import into the BDNS

In the BDNS, open the course, then Participants › Import, and choose the file (one import per file). A person who is new to your organisation and has no AVS number is refused by the BDNS; with a valid AVS number, the BDNS takes their nationality from the register.

4Activities and attendance

The two other buttons produce the files of the lessons:

• BDNS activités: the groups' lessons (date, start time, duration, place);
• BDNS présences: for each lesson, the instructors (the lesson's coach, substitute included, and the group's coach 2) and the participants present.

These files only contain the lessons of groups confirmed in the bookings, and the attendance is the one ticked in the attendance panel. All lessons are exported, whether the roll call was confirmed (“Roll call done”) or not: a pupil never unticked counts as present. Ask the coaches to take the roll call at every lesson (see What the coach does).

5Before exporting: the checklist

• the groups are confirmed in the bookings;
• each pupil has a valid AVS number, a date of birth, a sex and a complete address;
• the coaches have taken the roll call; replacements have been recorded in Manage coaches' times;
• Invoice control flags no pupil as Placed, missing from lessons (they would be missing from the attendance).