Club Administrators

Video Guide on Creating your Panels: https://www.loom.com/share/299d11b5c68448898c2ad3bd77039cca

Video Guide on Creating your attendance Sessions: https://www.loom.com/share/2adcae611e3445fba783c306306a997a

Video guide on how to process the Need More Info from club level: https://www.loom.com/share/038bdd66c80042ac8897a51df699ab9b?sid=6e52c013-5026-4971-90cd-2146fa8ef999

Video Guide on the Transfer Process: https://www.loom.com/share/41472b07e5904fc6955bde6ec74aa3ab

Video Guide for Clubs on how to send emails within the system:

https://www.loom.com/share/9a00fbb50a2a41b5ad96f6c48d4bc05c

Video Guide on how to add roles in your club:  https://www.loom.com/share/bc9c3f8e846f473a9a4be7a525cf3ed8

Video Guide on how your members accept their roles: https://www.loom.com/share/282decee4c9942aeb80188800b7241bd

Video Guide on how you can search roles in other clubs: https://www.loom.com/share/ec7857b5be2e4245a8c27bd65b4b837d

Video Guide on how you can contact members in a panel directly: https://www.loom.com/share/fd5c719c07514dbfbfe3481bc38f25be

RugbyConnect Transfer Guide for Club Administrators 

RugbyConnect Registration Form Setup

RugbyConnect Panel Creation, Teamsheets and Attendance Tracking for Club Administrators 

RugbyConnect Club Administrators Member Renewal and Registration Guide 

All your details stored in our system is secure and follow the IRFU data provisions: https://www.irishrugby.ie/privacy/

Proof of age identification documents stored in the system will be removed and deleted bi-annually (Mid and end of season) Each form has been carefully designed with GDPR in mind, to ask the minimum number of questions we need to govern the game and competitions whilst also requesting a number of pertinent Terms and Conditions are agreed to.

How do club members login into RugbyConnect?

https://irfu.sportsmanager.ie/sportlomo/users/login

Where do club administrators login?

https://irfu.sportsmanager.ie/maint.php

Please ask them to search their email accounts (work, personal etc.) for ‘Sportlomo’. They should find a registration email or a renewal reminder email from the system in the email account they have used previously. If they no longer have access to the email account – please ask your branch administrator to change the email address they have in the system.

Connacht Clubs: zoe.langsdale@connachtrugby.ie

Leinster Clubs: carol.maybury@leinsterrugby.ie

Munster Clubs: Bernadettelinnane@munsterrugby.ie

Ulster Clubs: rugbyconnect@ulsterrugby.com

Most details can only be edited at provincial level. Members can however edit their contact details; email, address and phone number.

Connacht Clubs: zoe.langsdale@connachtrugby.ie

Leinster Clubs: carol.maybury@leinsterrugby.ie

Munster Clubs: Bernadettelinnane@munsterrugby.ie

Ulster Clubs: rugbyconnect@ulsterrugby.com

If you have been a member in a club since RugbyConnect was introduced (20-21 season), you should be ‘renewing’, and a new number will not be generated. Similarly, upon registering the last 2 seasons and again this season members are matched with their ‘old’ ID from Clubhouse if the system can find a match. If for some reason a renewing member has been given a new ID, we would like to merge them with their old number, your province can do this, please contact:

Connacht Clubs: zoe.langsdale@connachtrugby.ie

Leinster Clubs: carol.maybury@leinsterrugby.ie

Munster Clubs: Bernadettelinnane@munsterrugby.ie

Ulster Clubs: rugbyconnect@ulsterrugby.com

Over the last two seasons many players registered in error multiple times. This has happened for various reasons; the player did so in error, perhaps a player and a parent registered the same person, the player did not complete the transfer correctly etc.

We are endeavouring this season to ensure that the number of duplicates are reduced. We hope the warning messages will stop the player from creating a duplicate. Any record created after the warning message appeared will go to the branch for approval. We hope these new processes will improve the accuracy and quality of the data.

All duplicates uncovered this season will go to the branch for approval which will delay your registration.

Please ensure you check ‘match members’ first, as the system tried to match newly registered players with their legacy IRFU ID number from our old system if there was one there. Following the match members page, please go to the approvals page where some members depending on their ‘type’ may need further approvals, or this is where you can approve them fully.

Who needs to upload Proof of age Identification?

Proof of age identification only needs to be submitted to the club and then onto the province once in a mini / youths membership span.

All members ‘renewing’ do NOT need to upload proof of age Identification, as the system has saved the history of the provincial staff having approved their ID in either of the 2 previous seasons.

If a mini or youth is new to a rugby club, or has not registered since RugbyConnect was introduced (i.e. the last 2 seasons) they will need to upload proof of age Identification.

All mini’s and youths for the 22-23 season must be registered in RugbyConnect.

What is a proof of age document?

A proof of age document is an official government document that can verify the child’s age, for example: Passport or a birth certificate. The name on the registration form submitted should be the same as the document uploaded in order to ensure there is no delay in approving the registration

Who needs a photograph?

All youths in a club must upload a picture to their account each season, which must be approved each season.

This photograph will be used on the eteam sheets, and as proof of identify of the player at games.

Are there any guidelines for the photograph?

The photograph uploaded should be like those that were previously submitted to the province for the youth cards;

• It should be a passport style photo with head and shoulders in view
• It should have a white background
• No caps / hats / scarf / covid masks
• Using the phone to register, it will allow to take and upload a selfie/rotate camera. Please be aware large photo images will not upload, if you can limit the size to 2MB the photo will save with no issues.

For the 2022/23 season registering mini’s is mandatory. Please note photographs at mini level are not mandatory unless you as a club request them, they are not needed by the province or the IRFU.

Yes, although we are aware that this is a cumbersome process, this is best practice in terms of GDPR, as your panels for the new season can only be created with members who have signed up and registered or renewed for the upcoming season, agreeing to all the terms and conditions for that season

This has most likely been caused by an error in the database, please contact your province:

Connacht Clubs: zoe.langsdale@connachtrugby.ie

Leinster Clubs: carol.maybury@leinsterrugby.ie

Munster Clubs: Bernadettelinnane@munsterrugby.ie

Ulster Clubs: rugbyconnect@ulsterrugby.com

Yes, RugbyConnect has the ability to schedule, track and record attendance for sessions and games. Once a player is registered, the coach can add them to sessions, and request them to mark their attendance prior. There is a separate user guide and video available above.

The Transfer process for the 2022/23 season will be solely online. Players who are not in RugbyConnect from the last 2 seasons are required to be registered with their ‘original’ club in RugbyConnect and then from there the transfer process can commence. There is a separate user guide and video available above.

Please ensure all transfers are ‘completed’. This means once all parties have approved the transfer, the player must login to their RugbyConnect account and click the arrow to register with the new club. The transfer is not complete until this is done.

Do not approve transferring players to your club through the registration process.

Players should not just register with their new club, using their link – this will not complete they transfer correctly.

Please ensure players ‘complete’ the registration and do not start a new registration.

Please note you should not be approving transferring players to your club through the registration process – they must enter your club via the online transfer process.

Dual and loan player requirements are now all live in RugbyConnect. As per previous seasons request the dual and loan status through your province (IRFU for AIL) and the status will be added to the players RugbyConnect Account, please contact:

Connacht Clubs: zoe.langsdale@connachtrugby.ie

Leinster Clubs: carol.maybury@leinsterrugby.ie

Munster Clubs: Bernadettelinnane@munsterrugby.ie

Ulster Clubs: rugbyconnect@ulsterrugby.com

Yes, all coaches should be registered and assigned to their panels in team sheet panels. From next season onwards your Club Support Scheme will be drawn from this information.

Once a coach is assigned to a panel, they will be able to manage their squad from their own RugbyConnect account they do not need to use the club administration login. This is important for GDPR purposes as it limits a coach having access to all member data in a club.

A coach will also need to be in the system in order to complete their safeguarding which is processed solely through RugbyConnect.

Do not setup coaches or managers as club administrators. The must be registered as a coach. This allows them access to their panels and teamsheets.

Yes, every season we will be collecting the contact details of the various roles and committee members in your club. Please follow the guide on how you assign roles within your club, all those with a role in your club, must be registered on the system in order for you to assign them.

Please note you will need to have a ‘Non-playing membership’ available for these members to register.

Safeguarding has been live in the system since the 20/21 season. Separate guides and training will be available from your Club Welfare Officer.

In ‘member credentials’ you will see all members in your club who have a credential. In ‘member qualifications’ you will see all your members with full qualifications. Credentials and qualifications are brought over from our education system Gainline, if the coach is not signed up with the same name and email in both systems there will be omissions.

You have to choose to sign up with one of the forms. E.g. Player. If you then want to add the coach role, log your RugbyConnect account, on your ‘Home’ page select ‘Upgrade / Add Category’. From here you will be presented with any additional questions from the coach form that were not captured in the player form. Similarly, if you had originally signed up as a coach, you would select ‘Upgrade / Add Category’, and add the ‘Player form’.

This is dealt with directly with our vendor Sportlomo, please contact eoin.carney@sportlomo.com to get set up. Sportlomo can quickly set up your memberships payments, however just some guidance so you can prepare for this conversation; Sportlomo will require you to have a Stripe account and also to know  if your club is going to absorb the Sportlomo fees or if they pass them on to the members. i.e., for a €100 membership, a club absorbing fees still means the member only pays €100 but the club receives less than that. For a club passing on the fees, a member will pay approx. €104 for a €100 membership.

Please note more robust family memberships and instalment options are now available in the system.