My Club/My Entity Tabs

Q: Where can I, as an entity admin, update and find extra details about my entity?

1. Administration > My Club/My Entity > Details tab
2. Upload entity logo (can be PNG or JPEG format)
3. Enter Entity Address, this is a Google search function
4. Select home venue from dropdown list of venues available in your national
5. ‘About Us’, add a short summary about your club. Max 250 characters. This will display on the Find-a-Club website.
6. Registration Requires Profile Picture 
   • Option to enforce a mandatory profile picture for all registrations in your club/entity.
   • Note, if a club's parent organisation has turned this on, clubs are unable to disable it. 
7. Click “Save”

Rugby Australia also includes

• Search your Business Name using the business name/ABN search function.
• Enter your 6-digit Australian Sports Foundation number, linked to club donations.
• Link through and request your certificate of currency.
  • Gallagher’s Certificate of Currency will open in a new tab. Start typing in the name of your Club/Entity.
  • When found, select your Club/Entity and complete the remaining details. 
  • You should receive an email, almost immediately, with your Certificate of Currency attached. (Don't forget to check your junk/spam folder.) 
  • Alternatively, you can email Gallagher Sport Team (sport@ajg.com.au) with subject Certificate of Currency.

is[Club]

• is Referee: identifies referee clubs and enables the 'referee' navigation including appointment boards. 
• is Rugby Event: identifies rugby event only clubs. These clubs will not appear in search results of Register > Find a Club or in your national's Find-a-Club websites. 
• is School: used by NZ admins to identify 'school' clubs. 
• is Summer Season only: used by USA admins to identify 'summer' clubs only for compliance reporting.

1. Administration > My Club/My Entity > Contacts tab
2. Enter Main Contact (First Name, Last Name and Email)
3. Enter Additional Contacts (First Name, Last Name and Email), click “+”
4. Click “Save”

1. Administration > My Club/My Entity > Game Formats tab
2. Select Game Formats and Competitions Available, click “+”
3. Repeat for all game formats you club is offering
4. Click “Save”

1. Administration > My Club/My Entity > Website tab
2. URL path has been pre-populated for all entities. By clicking the icon, you can visit your Rugby Xplorer website.
3. Subscription type will default to ‘free’
   • However, you can choose to upgrade to Pro for a monthly subscription fee by clicking “upgrade”. You will be contacted by customer service to approve your upgrade and the monthly fee. You will then be notified once your subscription has been upgraded.
   • More information on upgrading to Pro subscription can be found here . 
4. Select Primary and Secondary Colours
   • Can enter RGB, HSL or HEX numbers to find your exact colour. Otherwise, use the scroll bar to pick your colours.
5. Add in Facebook Page Name (optional) 
6. Add YouTube Channel Number (optional)
7. Add Twitter Page Name (optional)
8. Add Instagram Page Name (optional)
   • These optional items will display with links to the Contact page of your website.
9. Click “Save”
10. To view your new website, follow your URL path

1. Administration > My Club/My Entity > Admins tab
2. ID, Name, Email, Entity Admin details and Last Accessed at will appear in the table
   • Note, 'National Admins' will be be defined as 'national admin'. 
3. When you click on a specific admin, you will be directed to the individual in User Management where you can add/remove user permissions from their record. 

Club Tab

1. Administration > My Entity > Clubs tab
2. ID, Name and Parent details will appear in the table
3. When you click on a specific club, you will be able to see and/or update the 'My Club' details. 
   • Note, you can also access this page via Entities > Clubs. 

Teams Tab

1. Administration > My Club > Teams tab
2. ID, Name and Parent details will appear in the table
3. When you click on a specific team, you will be able to update the team details and view the players and non-players added into the squad. 

1. Administration > My Club/My Entity > Insurance tab
2. USA Rugby may add a national message to provide your entity with additional insurance information. 
3. Click "Request Certificate of Insurance" 
   • Note, you can only complete this if you are a compliant club and you have a valid address saved in your My Club/My Entity > Details tab. 
   • If not, the following message will display: "You are either a non-compliant club and/or do not have an address saved. To save an address, please update in the Details tab."
4. Complete the form
   • Entity Details will pre-populate.
   • Enter Certificate Holder Details 
     • Certificate Holder is the entity or venue requiring a COI. e.g. the field name, the City, or the full entity name provided that is needed to be considered as ‘Additional Insured’. Cannot be an individual.
     • This field has 150 character limit and will cut out when this limit is reached. 
   • Does your entity require special wording requests or other instructions on your COI?
     • Defaulted to 'No'.
     • If 'Yes', Please indicate special wording or other instructions. If you require an Endorsement, please list the form required. 
   • Click "Submit Request"
5. All requests will appear in the list and under 'Status' you can track the progress.  
   • A download link will appear (valid for 28 days), as well as an email being sent to the admin containing the insurance PDF. 
   • If a special wording request has been submitted, "special wording" will display and this will need to be manually produced. 

For a club to be compliant, clubs must achieve the following:

• Minimum 1 Registered Accredited Coach
• 8+ Registered Players
• Financial Standing 
  • To be compliant in Financial Standing, your club needs to pay your Club Fee and have no outstanding Club Pays Invoices older than 1 month. 
  • When the Club Fee is paid, the name of the admin and date they paid will display. 

Note, the Club's Compliance will also appear on their Dashboard.