Rugby Admin

Sent to Rugby Xplorer admins on Tuesday 13 December 2022. 

Are you ready for the season rollover?

• Reminder: 2022/23 season rollover is happening on Monday 19 December 2022, the system will be down during this time.
• Clubs can begin to open 2023 registrations from Tuesday 20 December 2022.
• Important: Member Unions have advised Rugby AU of their Rugby Events that will rollover these dates. If you are a new Rugby Event you must wait until Tuesday 20 December to create your Rugby Event in Rugby Xplorer.

• In preparation, all Clubs, Associations and States should begin downloading all relevant reports and information that you want to maintain your records.
• We recommend downloading – registration reports, dispensation reports, accreditation reports, player history reports but please be conscious if you are storing personal information it needs to be handled in a safe and secure way.
• Note, Rugby Xplorer reports need to be emailed as many of the reports include information from different parts of the system which requires time to bring it in one report. This is especially relevant for dynamic reports that are continually changing, for example, Player & Team Official History Report and Contact Report.
• When someone downloads a report, they receive the following message: “We are generating your report, a download link will be sent to [email] once it's ready.” This alerts the user that the server has begun work on the report and when it’s ready, they’ll receive a download link in their email.

• 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.

• 2023 individual player risk and insurance levies and additional insurance information is available here.
• New Certificates of Currency are now available in the 'My Club' page of the Rugby Xplorer admin portal.
• Please note, Rugby Xplorer will be updated with 2023 risk and insurance levies and these will display in the Fees Breakdown page at club level as part of the season rollover.

• Member Management includes the ability to search by club and will show any ‘Active Registrations’ in the results table.
• Admins are unable to add user permissions to a user without an email address. Remember, that users require an email address, especially team admins using the Rugby Match Day app.
• ‘My State’ and ‘My Association’ pages also include a ‘Clubs’ tab. ‘My Club’ page also includes a ‘Teams’ tab.

• Player & Team Official History Report now details the last registered date and identifies whether this is for a player registration. Note, some team officials will only have non-playing member registrations.

• The ‘Rugby Event’ tab has been updated to prompt Rugby Event organisers to contact their preferred referee association and provides a dropdown of all referee club (associations).
• Referee club admins will receive an email notification if they are selected as a preferred referee club and the Rugby Event is approved.

• ‘Legacy Registrations’ now appear in the individual Rugby Xplorer profile and for admins in Member Management. This includes all registrations in the Rugby database prior to 2019 when Rugby Xplorer was introduced.
• Rugby Xplorer admins can also “retrieve legacy registrations” if you believe someone is missing some legacy registrations.

• 42% of local sports clubs don’t have enough volunteers^{^}. Additionally, a lot of clubs have been struggling financially since the COVID19 pandemic.
• To help out, in 2023, Cadbury is giving A Cheer & A Half to help support local sports clubs.
• For more information and to register your club click here.

• 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. 

Christmas Leave: Our customer service team will be on Christmas holidays from Wednesday 21 December 2022 and returning on Thursday 5 January 2023.