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Rugby Xplorer (RX) Club Administrator Instructions

USA Rugby has opened their new Registration and Competition Management System! This post is for CLUB ADMINISTRATORS, if you need to register as a player, coach or referee, please go here.

Keep reading for helpful resources including videos and step by step instructions. While USAR has been working hard to ensure that there won’t be issues there are bound to be a few hiccups. We ask that Club Administrators review these resources thoroughly and if you still have questions, please reach out to admin@texasrugbyunion.com.

RX Resources

1. Introductory Call Recording

As we previously mentioned in our meeting minutes the TRU was included in the early discovery calls for finding a new system. We also participated in beta testing. If you’re curious how that went, watch this recording.

2. Club Admin Overview Video

Learn how to create an RX account, and how to administrator your club settings. After you create an account, please notify the TRU so we can grant you administrative access. You can also:

  • Update your club details and contact information
  • View/manage accreditations for your administrators and coaches
  • View and complete compliance requirements
  • Send communications via email/push notifications
  • Lean how to onboard your clubs banking information through Stripe
  • Learn how to set up your club payments to collect registration fees

3. Competition Management Overview Video

Learn how to confirm your match day venue (TRU has added venue information from Who’s the Ref but please confirm), add teams to your club, learn about what is required pre-match, live scoring and competition cases (disciplinary).

Note that the portion about adding a draw and managing competition structures will only be able to be managed by the RRRC and TRU Administrators. Feel free to watch the video until minute 3:15 and then skip to 16:08.

4. RX Tutorial Videos and Step-by-Step Instructions

Video: How To Set Up A Rugby Xplorer Member Profile

  1. Instructions: Go to  https://myaccount.rugbyxplorer.com.au.
  2. Enter in your personal email (not a role-specific email; RX assigns permissions to individual people, it doesn’t require multiple logins for different organizations).
  3. You may see “You don’t have a Rugby ID,” not to worry as once you enter more details the system will be able to pair you with your imported profile
  4. Select sign me up, and you will be redirected to enter in your personal details.
  5. MAKE SURE that USAR National is selected and not Rugby Australia.
  6. If you see  “We have found some profiles that might be you!” Please select your profile and click continue.
  7. You will be redirected to the Rugby Xplorer profile homepage.
  8. If you’re a Club Administrator, please notify admin@texasrugbyunion.com so we can grant you the permissions with your Club.

Instructions: How to Register your Club

  1. Follow steps above to register your account on RX. You must have administrative privileges before proceeding.
  2. NOTE: This works best on a computer and not a mobile device:
    1. Login to https://admin.rugbyxplorer.com.au/
    2. Access Administration > My Club > Compliance
    3. Club Fee Status > Pay Fee
      1. The USA Rugby fee is $50.00 plus a processing fee of $1.98. Total is $51.98.

Video: How To Register on Rugby Xplorer for Season 2022-23

  1. Once you’ve registered, login to your Member Profile.
  2. Select Register in the upper left hand corner.
  3. Click on Find A Club.
  4. Select the person you are planning to register (you may have children as linked accounts).
  5. Enter the Club name, select your club, and select next.
  6. Choose the registration options applicable to you (you can only register to one role at a time).
  7. View the personal information of the person you are registering (you can edit this information later, this step ensures this is the correct person).
  8. Upload a profile photo (or skip depending on whether this is required by your competition).
  9. Update your emergency contact information and answer any other questions.
  10. Review your Registration Summary.
  11. Agree to the Terms and Conditions.
  12. Enter your Payment information to complete your registration.
  13. If you have multiple roles, eg. coach and referee and player, return to the first step and repeat the process with the new role. All personal information will be retained and dues will convert so you will only pay the difference that is required for your new role.

Video: Administrator Permissions

  1. You will only be able to assign permissions if you yourself have already been granted them. Reach out admin@texasrugbyunion.com if you do not have access to the Admin Portal on your My Profile page.
  2. Login to your Member Profile
  3. Select Admin Portal on the left hand side of the screen (this will open a new tab)
  4. Go to Administration > User Management
  5. Search for the member you want to grant access to (you will ONLY be able to find this individual IF they have already created an RX profile)
  6. Select the individuals name (inside the light gray box)
  7. Select the applicable permissions level, and then select Add Level (again, you will only be able to add administrators at your level, or any level below)

How To Set Up Payment Details – Video Tutorial

Creating these is a requirement to allow all clubs below you to register, whether you are setting a $0 fee, or collecting another payment amount.

  1. Login to your Member Profile
  2. (If you have been granted access) Select the admin portal option on the left hand side
  3. Under Payment Settings, select Payment Settings
  4. Click into the payment settings and adjust as needed, or use the “Add payment setting” option to add anything additional needed.

RX Frequently Asked Questions – provided by USA Rugby