Rugby Admin

Sent to Rugby Xplorer admins on Wednesady 26 October 2022. 

Check out the latest updates below.

• Rugby Event Team Registration Report and Rugby Event Registration Report now includes the ‘Registration Type’ column to easily identify whether your events were XVs, 10s and/or 7s.
  • Please note, if the Competition Name is missing, this is due to the Rugby Event competition being deleted. We recommend closing registrations instead of deleting the competition to maintain data integrity.
• Player & Team Official History Report has been updated to detail players who started as a reserve and were substituted onto the field during the match.
  • This report shows history of player and team officials selected on the team list, including ID, participant name, team name, competition, appearances (total of games played in the starting time list and games played as a reserve). Key is:
    • P = player selected in the starting team list,
    • R = selected as a reserve in the starting team list,
    • S = substitution movement added against the player in the Rugby Match Day app,
    • C = coach,
    • M = team manager,
    • FA = First Aid,
    • GM = Ground Marshal,
    • AR = Assistant Referee.
  • State admins can now download the Player & Team Official History Report.
  • Remember, this report pulls information from team lists and match day movements. It can take a couple of minutes to arrive in your inbox.
  • Rugby Xplorer contains player and team official history report from 2019 onwards. If you are looking for 2015-2018 please contact the Rugby AU customer service team and we will see what we can find. Please note, historical information is based on what was entered into our previous competition management system.

• Rugby Event organisers will now be required to enter the competition start date as well as competition end date when creating their Rugby Event.
• State admins will continue to receive email notifications when a new Rugby Event has been submitted for approval. This email notification will now include the competition start and end dates.
• All Rugby Event organisers will need to tick the conditions statement, which says “I agree to comply with and conduct my Rugby Event in accordance with the laws, policies, regulations and guidelines of Rugby AU and World Rugby.”

• Have you checked all your ‘pending’ Registration Refund Requests in Rugby Xplorer?
• The ‘Processing Refunds’ help article explains the process and requires all four entities (club, association, state and national) to review the request before it is processed.
• Remember, to provide a ‘cash refund’ your entity will require an Entity Card setup in the admin portal that is valid with sufficient funds setup in Rugby Xplorer (Payment Settings > Entity Card). Otherwise, you can provide a Rugby Xplorer Credit or decline the request (with a note) and process manually offline.

• Online Registration
  • Clubs and Associations must adhere to the following registration regulatory requirements:
    • Online self-registration for ALL players, non-playing members (committee members and team officials - coaches, managers, first aid/medical staff etc.) and match officials; and
    • Online payment for ALL Players (credit/debit card and/or Zip Pay).
  • Club admins can send their club’s registration link to all members found at the top of the Payment Settings > Payment Settings page assisting members registering to the correct club.
  • Clubs can ask up to a maximum of 3 custom questions during the registration process to collect additional information required from their members, for example, year group at school or volunteer availability.
  • All levels can add saleable items into the registration process. These can be marked as required (or optional), items ordered, restricted to specific roles, added and/or deleted as required.
• Registration Reports contains information for all players (active and inactive) plus team officials including personal details, registration role, duration and registration type.
• Rugby AU contact government sport voucher agencies each year. Unfortunately, many of their systems do not have the ability to integrate with Rugby Xplorer.
  • If you have direct contacts for your government, please contact our Rugby AU customer service team with these details. Communications
• Clubs can email and/or send push notifications to both inactive and active members of your club. Available filters include registration status and seasons.

• Rugby Xplorer is continually evolving, let us know what developments you would like to see implemented into the system.
• Your submissions will be collated and discussed with the Rugby Advisory Committee where if they are agreed, they are prioritised and scheduled for development.
• The Rugby Advisory Committee is a group of representations from all Member Unions who provide a voice for the clubs in their jurisdiction whilst providing a clear direction and recommendations for the system.
• Submit your requirement here.
• Remember submissions close on Friday 11 November 2022!

• Discount codes for all hierarchy levels.
• Legacy registrations.
• Rugby Event enhancements.
• Season rollover.
• Rugby Xplorer app updates.

• Self-help guides available here.
• Participants and Fan help videos available here. 
• Rugby Match Day app videos available here. 
• Rugby Xplorer help website.
• Club admin pack available here. 

2022 Rugby Xplorer assets are available here.

Check out the new Rugby Xplorer help website, which includes hundreds of articles on all Rugby Xplorer topics. 

You can also send an email to runningrugby@rugby.com.au or call our customer service team on 02 8005 5600. Please note, our team are working Monday-Friday 9am-5pm and Saturday 9am-2pm (Sydney time). They will respond to you as soon as possible.