Tour Applications
Compliant Club admins can submit an overseas tour application form through Rugby Xplorer and it will be sent through the required approval process. We recommend this form is completed at least 30 days prior to your team leaving, within your national's season of travel.
Admin Portal
- Club Admin > Administration > Tour Applications
- Click “Submit Tour Application Form”
- Club details will be pre-populated
- Select ‘Tour Organiser Name’ from your list of registered non-playing members
- Add Countries of Destination, separated by a comma if touring multiple countries
- Add Departure Date
- Add Return Date
- Add in all Scheduled Matches with the date and time, host team and host venue. Click the “+” button to add in multiple matches
- You can edit matches by clicking the Pencil icon
- You can remove matches by clicking the Rubbish bin icon
- Add in all Team Information including Team Name and selecting Team Age Level from the dropdown
- Add in all Players Attending
- You can search from your list of registered players by typing in their name and/or selecting them from the list.
- Each player needs to be added in separately and will appear in alphabetical order.
- If a player has registered in multiple roles, their additional roles will appear in the list.
- Add in all Team Officials Attending
- You can search from your list of registered team officials by typing in their name and/or selecting them from the list.
- Each team official needs to be added in separately, with their role in brackets and will display in alphabetical order.
- Add in any Others Attending
- You can search from your list of registered non-playing members by typing in their name and/or selecting them from the list. Each team official needs to be added in separately and will appear in alphabetical order.
- Note, any player and/or team officials that are currently suspended/excluded will be identified and may be unavailable for the tour.
- Travel Insurance
- Read and agree to your national’s travel insurance information.
- Terms and Conditions
- Read and agree to the tour application form terms and conditions.
- Options to “Save Draft” or “Submit”
- “Save Draft” allows you to come back later, add/edit and review before submitting. This application will appear in red until submitted and have a status of ‘drafting’.
- “Submit” sends this tour application form to your Member Union and/or National admins for review. Before submitting, please ensure all details are entered in full and correctly. If you have some details still pending (e.g. match details or a final player list), please use the “Save Draft” option instead.
Note
- Club admins can track the status of their Tour Applications in the admin portal (Administration > Tour Applications).
- If completed in a previous season, you can change the season filter at the top of the page.
- All applications submitted will have one of the following statuses:
- Pending: application has been submitted and awaiting review from parent entities and/or national admins.
- Declined: application has been reviewed and has been declined by member union and/or national admins.
- Any declined applications will appear in red if declined.
- Club admins can edit a declined application to add and/or remove players, team officials, add/or change match times, venues and can re-submit as required.
- Approved: application has been reviewed and has been approved by member union and national admins.
Tour Application Request Email Notification
Club admins (plus parent entities and/or national admins) will receive the following email once a tour application has been submitted, subject: Tour Application Request.
Tour Application Request
Your Tour Application Request has been created and sent to the relevant entities for review.
Entity Request: XX
Entity Type: Club
Entity Name: XX
Departure Date: XX
Return Date: XX
Status: Pending
Tour Application Review
Once the tour application form has been reviewed by member union and/or national admins, club admins will receive the following email, subject: Tour Application Update.
Tour Application Update
Your Tour Application Request has been reviewed.
Please note, this email is for your records only. If approved, your National admin will send your tour form and letter to the host country for inbound approval shortly.
Entity Request: XX
Entity Type: Club
Entity Name: XX
Departure Date: XX
Return Date: XX
Status: [Approved/Declined]
________________________________________
Parent Entity approval status:
State: XX
Status: [Approved/Declined]
Note:
National: XX
Status: [Approved/Declined]
Note:
Rugby Xplorer Team
Your Rugby Connection
Download PDF
Once the tour application form has been approved, national admins can download a PDF version of the form which can be sent to other nationals.
Optional tickbox to include player's DOB in the download for Nationals that require this (e.g. Canada).