Clearance Requests

Q: How do I, as a club and/or parent entity admin, review a clearance request to approve or decline?

Note

  • Players are considered 'free agents' between seasons and can register with any club at the start of a new season.
  • When a player has an active registration and wishes to register with a new club. Their existing club and parent entity will be required to 'approve' or ‘decline’ the clearance request in the admin portal before the player can complete their registration with the new club online.
  • When the player registers with their second club, conversion discounts will apply to the relevant fees (if applicable). 

Clearance Process

  1. Registered Player tries to register with new club and is stopped they must submit a clearance request with supporting reason to proceed.
  2. Clearance notifications are sent to player, existing and new club, plus parent entity admins of both clubs.
    • The existing club and parent organisation will action clearance requests in the OUT tab. 
    • The new club and parent organisation will clearance requests in the IN tab (read-only).
  3. Clearance needs to be approved by club and parent entity admin in Rugby Xplorer admin portal.
    1. Members > Registration Clearances
    2. All clearances that need to be actioned will appear in the OUT tab
      • Can filter by clearance status (all, approved, declined, pending)
      • Can ‘search’ for a clearance by name, ID, created date or status
    3. Click on clearance you wish to action
    4. Clearance details (submitted by the player) are locked
    5. Update Status for by selecting ‘status’ and enter ‘note’ as required. 
      • An example note will be displayed.
    6. Click “Update”
  4. Following the clearance review
    • If a clearance is 'approved' by both club and parent entity, the player will receive an approved email notification with next steps.
    • If a clearance is 'declined', by either club or parent entity, the player will receive a declined email notification and will be able to register with the new club.
  5. Player then needs to continue registering online with the new club. This time they will be able to proceed through the registration process and will registrations will display as open/closed.
Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.