Rugby Admin

Sent to Rugby Xplorer admins on Friday 18 November 2022. 

Are you ready for the season rollover?

• 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: Rugby Event competitions – please advise your Member Union and Rugby AU customer service team if your Rugby event will run over the season rollover before Friday 2 December 2022.

• 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.

• 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, they will be prioritised and scheduled for development.

• All admins (state and association admins) can provide individuals with a unique discount code.
• This works the same way as club admin discount codes. Additional information can be found here.
• Note, this is available in the Rugby Portal for participants to redeem and will be available in the updated Rugby Xplorer app available in the app stores.

• Have you checked all your ‘pending’ Registration Refund Requests in Rugby Xplorer?
• The pop-up for participants requesting a credit/refund has been updated to include the difference between credit and refund and asks them to provide a detailed reason.
• 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.

• Rugby Event registrations will automatically expire 30 days after the competition end date.
• State admins will receive email notifications for entity requests submitted in their state.

• 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.