Rugby Admin

Sent to Rugby Xplorer admins on Monday 1 November 2021. 

Are you ready for season rollover? 

• 2021/22 season rollover is happening on Monday 13 and Tuesday 14 December 2021.
• Clubs can begin to open 2022 registrations from Wednesday 15 December.
• IMPORTANT: Rugby Event competitions – please advise your Member Union and Rugby AU Customer Service if your Rugby event will run over the season rollover before Friday 26 November 2021.

• 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.

• Thank you to everyone who submitted a development requirement. Your submissions are being collated and will be discussed with the Rugby Admin Advisory Committee. If they are agreed, will be prioritised and scheduled for development.

• Online dispensations are now live for Age Grade, Senior Rugby and Front Row (Schedule B), in addition to Size for Age Dispensations.
• Junior club admins will receive the Size for Age member assessment email each time one of their registered players is flagged for either a mandatory or optional assessment. Age Grade, Senior Rugby and Front Row (Schedule B) are optional dispensations that can be requested through the Rugby Xplorer Portal. Club admins will be notified and must approve the player’s request before the competition manager is notified to assign an assessing coach.
• Update your Rugby Match Day app to ensure dispensations display correctly on member cards, including junior players who have been assessed but remain in their own age group.
• For more information please see our Online Dispensation self-help guides available here or Rugby AU Help website.

• Member Management page updates include:
  • Ability to search by email address.
  • Ability to search by first and/or last name, using fuzzy logic.
  • Incident and injuries are added to an individual’s page.
  • All table headings on registrations, accreditations, injuries and incidents can be sorted.
  • State admins can also search for ‘inactive’ participants. Association and club admins will still only see ‘active’ participants.
• Reports page updates include:
  • Link to Rugby AU Help website.
  • Ability to download an XLSX version rather than CSV (default will remain CSV).
• Searching for names with apostrophes will continue to search for the full name.
• MyRugby ID has been added to the Club Non-Player Management page and a participant’s displays as of 31 December, matching the age shown in the Squad Management and Appointment Board pages.
• Club admins entering their Facebook page name will be prompted to only add the page name after https://facebook.com/.
• Association admins can now search by round and/or full team name in the Matches page.

• Have you checked all your ‘pending’ Registration Refund Requests in Rugby Xplorer?
• The ‘Credits & Refunds Process’ self-help guide 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 offline.
• More information can be found here.

• 2021 season rollover will be happening in mid-December 2021. 
• In preparation, all Clubs, Associations and States should begin downloading all relevant reports and information that you want to maintain for 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.  
• Rugby Events– please advise you Member Union and Running Rugby Team if your Rugby event will run over the season rollover. 
• More information will be provided soon. 

• Registration enhancements.
• Rugby Event updates.
• 2021/22 Season rollover.

• 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 coming soon.

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 (NSW time). They will respond to you as soon as possible.