Rugby Admin

Sent to Rugby Xplorer admins on Wednesday 17 December 2025.  

Are you ready for season 2026?

• The 2025/26 season has been completed. 2026 season is now open!
• Wednesday 17 December 9am: admins can access Rugby Xplorer.
• Wednesday 17 December 5pm: registrations, if your club has opened your payment settings, can begin for 2026 season.
  • IMPORTANT: All rugby events that have been rolled over, will need to create new Rugby Event Payment Settings to ensure registrations will open.

• Update your My Club Details (Administration > My Club).
  • This is important to ensure all club details are correct, including contacts, game formats and admins.
  • More information is available in the My Club > My Entity Details help article.
• Ensure your Payment Settings are opened for 2026 season (Payment Settings > Payment Settings).
  • Ensure the correct payment settings, with the correct roles are available.
  • Remember to change the payment settings from ‘closed’ to ‘open’ for those that your club wants to open.
  • We recommend weekly and/or monthly payment settings are not open until closer to your season start, as these will expire in one week or one month.
  • More information is available in the Payment Settings help article.
• Review your Custom Questions for new registrations (Payment Settings > Custom Questions).
  • All entities can add a maximum of 3 custom questions. Please ensure these are relevant and do not capture any sensitive data.
  • More information is available in the Custom Questions help article.
• Do you need to issue any Discounts for 2026 registrations (Payment Settings > Discounts)?
  • There are early bird discounts, club discounts and club card discounts available. For a full list of discounts available see the Discounts help article.
• Create your 2026 Teams (Entities > Teams).
  • New teams will need to be created for the new season.
  • More information is available in the Creating & Editing Teams help article.
• User Permissions (Administration > User Management).
  • Team managers will need to be granted team admin user permissions, so they can use the Rugby Match Day app.
  • Are there any new club/association admins that need to be added for this season?
  • More information is available in the User Permissions help article.
  • You can also remove any club/association admins that should no longer have access. Club admins that had not logged in and/or had not registered in 2025 season have been automatically removed.
  • More information is available in the Remove Permissions help article.
• Ensure any Member Assessments and Consent Forms are actioned in a timely manner.
  • Club admins will need to approve or decline dispensation requests.
  • Remember, any pending/in progress member assessments will stop players being able to be added to a team list in the Rugby Match Day app.
  • More information is available in the Member Assessment & Consent Forms help article.
• Have you reviewed all your 2025 Registration Refund Requests (Administration > Registration Refund Requests > Change Season Filter)?
  • All four entities need to review their components of the refund, before the refund can be processed. Don’t be the entity that holds up the processing for the individual!
  • More information is available in the Processing Refunds help article.

• Rugby, Her Way is a flexible program for new and returning female participants to build confidence, learn the game and develop core skills in a safe, supportive environment.
• The program is structured into different age-based streams that are underpinned by the Skills Framework and supported by bespoke Coach Education around coaching female players.
• Rugby Her Way payment settings, available at clubs dependent on association and state setup:
  • Role: program-participant
    • Ages: 8-99
    • Insurance: $10
    • State and association fees will vary.
  • Registration Type: Rugby Her Way
  • Duration: season

• Rugby Australia's Teacher Ambassador Program is an initiative designed to engage, support, recognise and reward teachers who deliver Rugby Union in their schools.
• The program will make delivering rugby easy and accessible by distributing resources, training and exclusive benefits. Benefits of registration include access to resources, equipment discount, ticket offers, test match experiences and more.
• Teacher Ambassadors Program payment settings, available in ‘Rugby AU Teacher Ambassadors Club’.
  • Role: Teacher
    • Ages: 18-99
    • Insurance: $0
    • Total price: $0
  • Registration Type: Primary School Teacher, Secondary School Teacher or Sports Coordinator/Administrator
  • Duration: season

• Game Activator role has been added into both payment settings.
• This has replaced the ‘coach’ role due to Game Activators not requiring Smart Rugby. Please remove ‘coach’ from your payment settings.
• Game Activators can be added as a team official on team lists in Rugby Match Day app.

• All height and weight information has been removed, ready to be entered for 2026 season.
• All player’s schools will be removed from their Rugby Xplorer Profile. All junior players are required to search for their school and results will display as “School Name (Suburb, State)”.
  • If your school is missing, please email Rugby AU Customer Service team for this to be added (runningrugby@rugby.com.au).
• Remember, individuals must register before they can access the Learning Centre.
  • More information on accessing the Learning Centre is available here.

• Have you updated your Rugby Xplorer app to version 7.0.36?
• We recommend everyone updates their app, prior to registering, to ensure the latest functionality is available.

• The 2026 Insurance Fees are available here. Please note, there will be no change to the insurance contributions for this season.
• Certificate of Currency generator on Gallagher’s Rugby Australia website has now been updated for the 2026 insurance period.
• Clubs and Associations who are part of the program can now get their Certificate of Currency as required here.

• New Rugby Xplorer app.

Check out the 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 to Friday 9am-5pm (Sydney time). They will respond to you as soon as possible.

Merry Christmas and Happy New Year! Rugby Australia will be closed for holidays from Saturday 20 December 2025 and will return Monday 12 January 2026.