Rugby Admin

Sent to Rugby Xplorer admins on Friday 25 August 2023.

Finals are underway, good luck to all teams competing!

• Rugby Xplorer servers have been upgraded to comply with security enhancements.

• Have you updated your Rugby Xplorer app (version 5.4)?
• Google address finder has been updated in your profile, club registrations and rugby event registrations.

• Team managers registering teams in Rugby Events must be the same person to finalise the team registration after they have submitted their team for approval. The approved team registration link will direct people to the Saleable items (if applicable) or Registration Summary page.
• All teams must be linked to a club. More information on Team Registration can be found here.
• Team names are required to be unique within each competition. If a team has already registered with your team name an error will appear prompting, you to enter a unique team name.
• Team Request Email has been updated to identify the competition, team name and club.

• State and Association admins can choose to show/hide different payment settings to their immediate children in the ‘Entity Availability’ tab.
  • The default is to show payment settings to all immediate children. More information on how to restrict your payment settings please click here.
• User permissions- when looking at an individual’s record it will show all their permissions for your level and the levels below within your hierarchy.
• All clubs can add a short ‘About Us’ description about their club in 250 characters max. This information will display in the Find-a-Club. More information available here.
• Send-off reports have been updated to ensure the dates match the PDF download and admin portal, plus any changes to appointed match official’s role.
• Clubs creating competition cases for blue card/concussions or serious injuries will default to available = no. Association admins can update competition cases as required.

• In the event of a Rugby Xplorer incident, our Help website will have an orange status alert in the top right hand corner notifying individuals of the specific incident.

• As the season wraps up ensure your Rugby Xplorer club administration is completed.
• Registration Refunds
  • Have you checked all your ‘pending’ Registration Refund Requests in Rugby Xplorer? These need to be reviewed and actioned prior to the season rollover.
  • 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.
  • Note, if you are approving a ‘cash refund’ your entity card needs to be valid and have sufficient funds. The ‘Entity Card’ help article will detail how to update your entity card.
• Clearances
  • Are there any outstanding clearance requests requiring review?
  • The ‘Processing Clearance Requests’ help article will explain the clearance process.
• Competition Cases
  • Are there any outstanding competition cases, for example, blue card/concussion or serious injuries for your players?
  • Suspensions and exclusions carry with a member record even if they move clubs/states and when the season rolls over. The ‘Competition Cases Report’ will identify any players are currently suspended/excluded.
• My Club
  • Are your ‘My Club’ tabs updated (details, contacts, game formats and website)?
  • More information is found here.
• User Permissions
  • Are there any club users you need to add or remove?
  • Club and association admin user permissions will continue after the season rollover. Team admin user permissions are archived in conjunction with teams, matches and competitions in the previous season.
  • The ‘Admin Users Report’ will identify club/association users in your entity. We recommend that you remove admins who no longer require access. More information on removing user permissions can be found here.

• Competition registration restrictions.
• Referee payments.
• Dispensation enhancements.

• 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. 

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.