Rugby Admin

Sent to Rugby Xplorer admins on Thursday 25 September 2025.  

Have you submitted your Rugby Xplorer development requirement?

• Rugby Xplorer is continually evolving, let us know what developments you would like to see implemented into the system.
• Your submissions will be collated and discussed with the Rugby Advisory Committee at the end of this year, where if they are agreed, they are prioritised and scheduled for development.
• The Rugby Advisory Committee is a group of representatives from all Member Unions who provide a voice for the clubs in their jurisdiction whilst providing clear directions and recommendations for the system.
• Submit your requirement here.
• Submissions close on Friday 24 October!

• ‘Competition Admin’ is a new user permission available.
  • Once the association has created the competition and assigned ‘competition admin’ user permissions, this admin has limited access in the admin portal.
  • Competition admins can assign user permissions, download competition management reports only and then manage their whole competition. This includes updating all competition settings, creating draws, managing matches, send off reports, competition cases and ladders.
• 'Scoring Admin' is another new user permission available.
  • Scoring Admins receive access to all teams within a competition and can then select team lists, view member cards and live score for all teams using the Rugby Match Day app.
• All user permissions are explained here.

• A couple of Tour Application Form updates include:
  • Season filter.
  • Players and team officials will display in previous season forms.
• More information on submitting your club’s overseas tour application form is available here.

• All name fields have been split into first name and last name. This includes My Entity Contacts page, Appointment Board Admins and Entity Request Form. Please check all of your contact names are displaying correctly on your My Club page.
• Selecting a Team Contact when creating and/or editing a team will display all registered non-playing members in your club.
  • More information on Creating and Editing Teams is available here.
• Admins can now ‘verify’ a member’s profile picture via Member Management.
  • Once verified, “Profile Picture Verified at [date] by [admin name] will appear next to the profile picture and the member will be unable to update their profile picture. Please note, all profile photos will become unverified as part of the season rollover process.
  • More information on admins updating Member Management is available here.
  • More information on individual’s updating their Personal Details is available here.

• All reports will display special characters correctly.
• The Organisation Tree Report has been updated to include all fields including ‘about us’ and splitting contact name into first name and last name.
  • All Association Reports are listed here.
• The Registration Report ‘settle type’ field of “credit card + club card” will always show the club’s discount code provided. This will assist club’s reconcile any club discount codes provided.
  • All Club Reports are listed here.

• Referees will receive a ‘Referee Appointment Notification Updated’ email when a match is updated to the status of ‘forfeit’.
  • More information on is available here.

• Rugby Events table sorts on all columns.
• Team managers and individuals registering a team into a rugby event will only see current rugby events.
• The Team Registration process includes a new info icon for connecting your team to a club.
• More information on Rugby Event Team Registration is available here.

• The 2025/26 season rollover date has been confirmed, Tuesday 16 December.
• Please note, registrations and admin access will be blocked from Monday 15 December 12.01am.
• Tuesday 16 December: Rugby Xplorer season rollover.
• Wednesday 17 December 9am: admins can access Rugby Xplorer again.
• Wednesday 17 December 5pm: registrations, if your club has opened your payment settings, can begin.
• NOTE: If you are a rugby event organiser and your event is running in late December 2025 or early January 2026, please notify Rugby AU customer service team (runningrugby@rugby.com.au) prior to Monday 2 December with your rugby event name and ID.
  • Any events running in February 2026 onwards will need to wait until after season rollover to begin setup.

• Keeping your devices updated is one of the simplest and most effective ways to protect your rugby club from cyber threats. It costs nothing, takes minimal time when automated, and provides crucial protection for your club's data and operations. In a world where cyber-attacks on sports organisations are increasing, this basic security measure could save your club from significant disruption and financial loss.
• Please read this article about patching devices and how it will help to secure your club.
• Remember: updated devices are harder to hack and help ensure your club can focus on what matters most - supporting your players and community.

• Payment Settings
  • We recommend that your club ‘closes’ any payment settings that are no longer open for this season, to ensure players don’t register before the next season begins.
  • The ‘Payment Settings’ help article will assist with this process.
• 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.
• Clearances
  • Have you reviewed all ‘pending’ clearances?
  • The ‘Processing Clearance Requests’ help article will assist with this process.

• 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. 

Check out the 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.