Rugby Admin

Sent to Rugby Xplorer admins on Friday 22 September 2023. 

Are your Rugby Xplorer and Rugby Match Day apps updated?

• Have you downloaded the latest Rugby Xplorer app (version 5.5)?
• When linking accounts there is a consent checkbox to ensure participants are aware they need to abide by the Registration Regulations and Registration Terms and Conditions.
• When updating personal details, the privacy question is no longer a required field. Club and association admins can check the privacy settings for their members by downloading the Contact Report.

• Have you download the latest Rugby Match Day app (version 4.0)?
• Red Card competition case email notifications will only send to the team and club admin of the player who received red card.
• Updated disputed teams reporting flowing from the app to the admin portal.
• Team list restrictions based on competition max player size and registration type restrictions.

• My Club updates:
  • Teams tab only shows current season teams.
  • Admins is a new tab, showing all the entity’s admin. Club admins will see both club and team admins.
  • Game Formats – we had added in game formats for all clubs, please ensure these are correct for your club, so that your club appears in the Find-a-Club and Play Wizard correctly.
• Find-a-club website is available here.
• Rugby Play Wizard is available here.
• Member management updates:
  • Registrations now include their season in the registration table and the most recent registration is at the top of the list.
  • Appointments Upcoming and Appointments History headings have been updated.
  • Emails in member management will match user management, especially if there has been a change on a primary account and it flows through to any linked accounts.
  • More information on the Member Management page can be found here.

• Register a team label update to show people to connect their team with their club. All teams must be linked to a club prior to finalising the registration. More information on club entity requests can be found here.

• “Head-to-head” is a new ladder sorting option available to competition managers. More information about ladders is found here.
• When creating competitions there is the ability to enter in a maximum number of players, including substitutions, that can be selected on the team list (Competition Management > Competitions > Create a Competition > Max Players).
  • If a maximum number is not entered, the team list will default to the maximum players setup for each Competition Type.
  • 15-a-side is 27 players, 12-a-side is 25 players, 10-a-side is 20 players, 7-a-side is 15 players, 5-a-side is 12 players and Touch 7s is 14 players.
• Competitions managers can add registration type restrictions into each competition. Please note, registration type restrictions can only be added when creating the competition and if registration types have been added, they cannot be removed.
• More information on competition creation updates can be found here.

• 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.

• Referee payments.

• 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.