Rugby Admin

Sent to Rugby Xplorer admins on Friday 29 November 2024.  

Are you ready for season rollover?

• 2024-25 Season rollover is happening on Tuesday 17 December 2024.
• Clubs can begin to open their 2025 season registrations from Wednesday 18 December.
• URGENT: If you are a rugby event organiser and your event needs to be moved into the 2025 season, please notify the Rugby AU customer service team before Monday 2 December 2024.
  • Failure to notify us will mean your event is closed and archived in the 2024 season.

• The Registration Report has been updated for NSW Active Kids vouchers and Club Donations.
• The Accreditations page and Accreditations Report now includes rugby event registrants. Our ‘Accreditation’ help article provides more information.

• There have been many updates to Venues (entities > venues).
• Association admins can delete a venue, only if the venue has not been assigned to any matches in the current or previous seasons.
• Association admins can add ‘fields’ and ‘selected playing area’ to a venue. For example, Field 1 allows full field, ½ field and ¼ field.
• Field sizes have been based on Pathway laws for the age levels and game formats. For example, U6 XVs participate on ¼ field while U9 XVs participate on ½ field. This will flow through to create a match, draw builder and draw import based on the age level of the competition.
• Association admins can add ‘block out dates’ for specific fields due to maintenance, wet weather, etc. When matches are created, they will also be added to the block out dates.
• More information on changes to venues is available here.

• Remember, when competitions are created ‘activate’ team lists’ and ‘require coach’ is automatically selected. This is available in the ‘Team Lists’ tab of the Competition. More information is available here.
• Competitions have the option of adding a minimum and maximum weight restriction to a competition.
  • Note, when weight restrictions are added, the teams allocated to this competition must have the same maximum weight.
  • For more information on allocating teams to competitions, click here.
  • For more information on creating teams, click here.

• Have you downloaded the latest version 7.0.6?
• This update includes fixes for Google address finder and Zip Pay for rugby event registrations.

• Have you downloaded the latest version 5.1?
• This update includes an upgraded backend and updates for transferred rugby events participants.

• Payment Settings
  • We recommend that your club ‘closes’ any payment settings that are no longer open for this season. This will ensure players do not register before the season rollover.
  • The ‘Payment Settings’ help article will assist with this process.
• Registration Refund Requests
  • There are still many ‘pending’ Registration Refund Requests in Rugby Xplorer, please review and action before 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.
• User Permissions
  • Are there any club users you need to remove?
  • The ‘Remove Permissions’ help article will assist with this process.
  • Club and association admin user permissions will continue into the next season. Note, admin user permissions will be removed if not used within the last 12 months.
  • Team admin user permissions are archived in conjunction with teams, matches and competitions in the previous season as part of the season rollover process.

• 2024/25 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. 

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

Customer Service’s Christmas Holidays The last working day of the year will be Wednesday 18 December 2024. They will be back in the office on Monday 6 January 2025.