Rugby Admin

Sent to Rugby Xplorer admins on Tuesday 20 October 2026.

Have you followed your favourite entities in the new Rugby Xplorer app?

• The refreshed Rugby Xplorer app is now available in both the app stores. Please download version 8.0.2 which now includes radio broadcasting features and registration updates.
  • Apple: https://apps.apple.com/au/app/rugby-xplorer/id1348617362
  • Android: https://play.google.com/store/apps/details?id=xyz.statedge.xlplorer.app&hl=en_AU
• If you would like to share your thoughts, please complete this form.

• The Payment Settings page has been updated to allow admins to add their Entity Fee. The Service Fee and Entity Total will automatically calculate based on the Entity Fee. Service Fee
  • The Entity Total is the amount registrants pay. It is the Entity Fee plus a Service Fee of 2% of the Entity Fee. The Service Fee contributes to the costs of processing payments.
  • Each entity will receive its Entity Fee. The Service Fee is deducted before funds are paid to entities.
  • When advertising or communicating fees and prices, entities must quote the Entity Total. This is what registrants will pay.
  • Importantly: This is not a new or increased charge. The 2% rate is unchanged, and entities continue to receive their full Entity Fee.
• Entity Total
  • The Entity Total is the total of the Entity Fee plus the Service Fee. This is what registrants / customers will see and pay.
  • More information is available in the Payment Settings help article.
• Registration Summary page
  • The Entity Total will appear for all entities, and this total will be reflected in the Successful Registration email confirmation.

• Step 1: Entity Request
  • This only needs to be completed once. Once the association has been approved by your state and national admins, the association is created.
  • The association will stay in Rugby Xplorer in perpetuity, and the admins can be changed/edited, similar to a club.
  • More information is available in the Rugby Event Entity Request help article.
• Step 2: Rugby Event Setup (new)
  • The Rugby Event page enables grouping of events and reduces the information that needs to be repeated against each individual rugby event competition where they share the same info, for example, registration end dates, competition start and end date, maximum teams, venues, etc.
  • This grouping is important for the new find-an-event website. However, the find-an-event website will still show individual rugby events.
  • Find-an-event website
  • More information is available in the Rugby Event Setup help article.
• Step 3: Rugby Event Competitions (still required)
  • Once a Rugby Event has been setup, the event organiser needs to create the rugby event competition(s) as you have done previously.
  • The main difference is when you connect your Rugby Event Competition to the Rugby Event many details will pre-populate (event name, season, venue, etc.)
  • These details can still be edited for an individual competition, for example. juniors are playing Friday and seniors playing Saturday so the competition start and finish dates can be edited.
  • State admins will need to approve rugby event competitions before payment settings can be created and registrations can be accepted.
  • More information is available in the Rugby Event Competition Submission help article.
• Step 4: Rugby Event Payment Settings (no change)
  • After your state admin has approved the rugby event competitions, the event organiser can create their rugby event payment settings to open team and participant registrations.
  • More information is available in the Rugby Event Payment Settings help article.
• Step 5: Fees Breakdown
  • No changes
• Step 6: Create Competition Fixtures
  • No changes

• Referee Review Reports, in both Rugby Xplorer portal and admin portal, have an added thank you, displaying “Proudly supported by The Rugby Club Foundation”.
• Appointment page updates:
  • ‘Include all referees’ has been updated to ‘Ignore referee availability preferences’.
  • ‘Send notifications to referees’ checkbox has been moved to be above the “Apply Changes” button.
  • More information is available in the Assigning Appointments help article.
• Member Management now includes the referee’s payment preference and if they have selected ‘receive payment’, their KYC status displays.
  • More information is available in the Member Management help article.
• The Contact Report now includes the referee’s payment preference.
  • More information is available in the Club Reports help article.
• The Competition Referee Fee Report has been updated for state and national admins, enabling a roll up of all paid appointments.
  • More information is available in the Referee Reports help article.

• Club and association admins can now only add currently registered members as a club and/or team admin.
  • More information is available in the User Permissions help article.
• Comprehensive Draw Builder has been updated to automatically assign the best available field based on field availability and rankings.
  • The populate draw the system provides allows for competition managers to edit individual matches and/or swap teams.
  • The home, away and bye split for each team is also displayed.
  • Competition managers can edit the draw prior to publishing including switching home and away teams.
    • More information is available in the Comprehensive Draw Builder help article.
• Competition managers can switch home and away teams via Competition Management > Matches > clicking into a match.
  • More information is available in the Matches help article.

• All passwords need to be a minimum of 14 characters, including a lower-case character, an upper-case letter, special character and 1 number.
  • More information is available in the Create a Rugby Xplorer account help article.
• The user permissions email notification has been updated to include the role and entity the user has been provided user permissions for.
  • More information is available in the User Permissions help article.

• Payment Settings
  • Ensure you 2026 payment settings are ‘closed’.
  • You will be able to edit payment settings and open 2027 season registrations from Wednesday 9 December 9am.
  • The Payment Settings help article will explain closing payment settings and updating your fees.
• Registration Refund Requests
  • Have you reviewed all your ‘pending’ Registration Refund Requests in Rugby Xplorer? These need to be reviewed and actioned prior to the end of the season.
  • 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.

• 2026/27 Season Rollover dates are confirmed.
• Monday 7 December 9am AEST: registrations and admin access blocked.
• Tuesday 8 December: season rollover begins.
• Wednesday 9 December 9am AEST: admins will be able to access Rugby Xplorer.
• Wednesday 9 December 5pm AEST: registrations (if opened by your club) can begin.
• Please note:
  • Any Summer Competitions will need to be communicated via your Rugby Xplorer Advisory Committee representative.
  • Only events scheduled for January will be carried over during the season rollover. Events taking place from February onwards will need to be created once the season rollover has been completed.