Rugby Xplorer (RX) Club Administrator Instructions

Updated August 2024

In the Rugby Xplorer (RX) system, there are two key types of administrators: Club Admins and Team Admins. Every club needs a Club Admin and a Team Admin for each of their teams. For instance, if the Dallas Quins have two men’s teams and one women’s team, they’ll need one or two Club Admins and a Team Admin per division. While a Club Admin can also serve as a Team Admin, a single person cannot be a Team Admin for multiple teams if they’re playing at different locations. The Team Admin must be present at the match.

Club Administrator

The Club Admin is initially set by the Union Admin (admin@texasrugbyunion.com). After that, the Club Admin can add more Club Admins and Team Admins. Before someone can be assigned as a Club or Team Admin, they need to have a profile set up in RX. The Club Admin’s responsibilities include:

  • Updating club details and contact information
  • Managing accreditations for administrators and coaches
  • Adding players and coaches to team rosters
  • Completing compliance requirements
  • Sending communications via email or push notifications
  • Learning how to onboard the club’s banking information through Stripe
  • Setting up club payments to collect registration fees

Club Compliance

Only a Club Admin can register the club. Once logged in to RX, navigate to the ADMIN PORTAL on the left side. When the new page opens, find and expand “Administration,” then select “My Club.” At the top, you’ll find “Compliance,” which details team payment requirements. In this section, the Club Admin can also manage all admins (add or delete both Club and Team Admins), update contact info, and manage social media links.

Squad Management

The Club Admin is responsible for adding players to the team, or “squad.” Whenever a new player registers, they must be added to a team before participating. To do this, log in to the ADMIN PORTAL, find and expand “Members,” then select “Squad Management.” Choose the team (since some clubs have multiple), and then select the players to add to that team. You can also select the “Non-Players” tab to add coaches. Once added, these players and coaches can be included in the match day roster.

Team Admin

In Rugby Xplorer, a Team Admin is assigned by the Club Admin. Each team can have more than one admin, but anyone being assigned as a Club or Team Admin must already have a profile set up in RX. A key point to remember is that a Team Admin cannot be someone who’s playing in the match. They can, however, be a coach or anyone else on the sideline. Here’s what the Team Admin is responsible for:

  • Adding the match day roster one day before the match
  • Tracking all scores, substitutions, and yellow/red cards

Note: All tasks below use the RX MatchDay app.

Squad Management

Once logged into the app, go to the “Squad List” at the bottom. Make sure all the club members are added to the squad by selecting any players, then clicking “Add to Squad” at the bottom. This step is essential to ensure players can be selected for the roster.

Create the Roster

In the app, go to “Team Lists” at the bottom. You might need to change the division using the “Competition” dropdown at the top. Find and select your match, then add the players and their positions. Adjust jersey numbers and assign captain/vice as needed. Once all starters and subs are set, move to the “Match Officials” section to add your coaches. The app might auto-fill data from previous matches, making this quicker. After finalizing, click “Submit.”

Match Day Tasks

The Team Admin is in charge of updating scores, substitutions, and yellow/red cards during the match. In the app, go to “Matchday” at the bottom. Select your match and click the blue “1st Half” button to turn it green. Just below, you’ll see buttons for scoring, movements, and cards. Add details as events happen. After the match, confirm everything with the opposing Team Admin and referee, then select “End.” If the other team hasn’t completed their requirements, DON’T select “End” as that will lock the game. However, standings won’t update until the match is set to “End”. Any discrepancies should be reported to the division director.

**Matchday Process Update (as of 2/13/23):**

– **Pre-Match Meeting**: Before kickoff, the referee, two captains, and two Team Admins must meet. They’ll confirm pitch requirements (postpads, ropes, flags, paint, etc.), review the technical zone, assign touch judges, address any Rugby Xplorer issues, and confirm medical is onsite. The Team Admin cannot be a player; they can be a coach or spectator with access. If a club doesn’t have anyone to handle Team Admin duties, the opposing club may take over for both teams, but the short side must communicate all key actions (who scored, injuries, red/yellow cards).

Rosters

Team rosters must be submitted in RX by 12PM the Friday before the match. If the roster isn’t submitted, the team will be fined per the policy. Rosters can still be updated after the initial submission up until kickoff. It’s the responsibility of the Team Admin to ensure the roster is submitted.

Results

Scores must be submitted in RX by Monday at 5pm. If this isn’t done correctly, teams will be fined per the policy. “Correctly” means having the score by player, substitutions, and all yellow/red cards. Team Admins should meet with the referee at the end of the match to confirm all match details.

Additional Resources

RX FAQ – provided by USA Rugby