Categories
- Articles for review (before publishing)
-
GMS Account Management
-
Known issues and GMS updates
- Current GMS Issues (2024)
- GMS Update - July 2024
- GMS Update - May 2024
- GMS update - April 2024
- GMS Update - Mar 2024
- GMS Update - Feb 2024
- GMS Update - Jan 2024
- GMS Update - Dec 2023
- GMS Update - Nov 2023
- GMS Update - Oct 2023
- GMS Update - Sep 2023
- GMS Update - Aug 2023
- GMS Update - July 2023
- GMS Update - June 2023
-
Edit account details
- How do I verify my account?
- How do I edit my account details?
- How do I update a player's email address? (Club Admin)
- How do I update details for a linked child account?
- Why do I need a unique email address on my GMS account?
- How do I change my communication preferences?
- How do I edit medical conditions/emergency contacts in the Player Registration Form?
- How do I add qualifications to my GMS account?
-
Merge or link accounts
- How do I merge duplicate accounts on GMS?
- How do I edit or delete a relationship? (Club Admin)
- How do I add a relationship? (Club Admin)
- How do I remove/delete a relationship from my GMS account?
- How do I merge records in GMS? (Club Admin)
- How do I add an existing Age Grade player record to a parent account?
- How do I add a family member to my account?
-
Known issues and GMS updates
-
Club Administration
-
Adult Player Registration - Club Administration Support
- How do I approve a players' Club Registration?
- How do I uplift a player to have RFU Registration?
- How do I transfer a player?
- How do I register a 17-year-old to play adult rugby?
- How do I deregister a player?
- Marketing assets to support Adult Player Registration at your club
- How do I register a player on a Student or Service Pass?
- How do I edit a player's registration?
- APR guidelines to support you through the 24/25 season
- Register to play - QR code instructions
- How does my Registration Overview Dashboard work?
- What is my GMS player list?
- How do I expedite an RFU Registration?
- How do I request the loan of a player?
- How do I extend the loan of a player?
- How do I request an England Academy Player (EAP)?
- How do I apply for a player to have EQP status?
- How do I approve a player's International Clearance?
- How do I request a Women's Dual-Registration (WDR)?
- How do I add a player to a representative team?
- How do I review and approve a player's contract & agent declaration?
-
Club Business Operations
- What promotional offers are available to clubs?
- Can we get a discount to show Sky TV in our club?
- How do I use voucher codes to purchase coaching courses for members?
- How do I purchase voucher codes for another organisation?
- How can clubs get involved in the Rugby World Cup 2025?
- Who can I speak to about VAT matters for my rugby club?
- Do you have resources to help us promote rugby at our club?
- Where can I get guidance on legal matters in relation to the running of my club?
- Can the RFU help with the cost of living to reduce our energy and operating costs?
- How do we run our bar efficiently and cost effectively?
- Do the RFU arranged policies provide cover for loss of revenue?
- How to host a rugby event to genereate revenue and engage the community
- Is there any guidance or advice to help clubs manage/reduce costs with their waste and washroom services?
- Where can I find guidance on my club's accounts and budgeting?
- How does a club become a voting member of the RFU?
-
Club Governance & Management
- What is GMS?
- What do we need to do in GMS at the start of the season?
- What positions can I apply for at my club?
- How do I add a group function?
- How do I pull reports from an Organisation Profile as a club admin?
- How do we receive an International Ticket Allocation?
- How do I set up a new rugby club?
- What are golden roles and how do I allocate them?
- How do I add a custom tag to my club profile?
- How do I run a report for a registered player? (Club Admin)
- How does our club complete a risk assessment?
- Does the RFU provide data protection support?
- Where can I find legal and governance guidance for my club?
- Where can I find more information about club incorporation?
- Where can our club get legal advice and support?
- Does the RFU arranged policies provide for loss of income, property or Tours insurance?
- How does the RFU support wheelchair rugby?
- Where can I get guidance on how to make our club even more inclusive?
- How does our club sign up to The Touch Union?
- Where can our club get advice and support on tax?
- What insurance cover does the RFU provide to the game?
- How can I find out more about becoming a CASC?
- What things do we need to think about to ensure an effective committee meeting?
- How do I run a report? (Club Admin)
- How do I create a club training report?
-
Facilities & Pitches
- Who can I contact to talk about my rugby club facilities?
- How do I book an RFU artificial grass (365) pitch?
- What are the minimum dimensions of a rugby pitch?
- How do I get involved with Rugby Grounds Connected?
- What should we do if our facilities flood due to extreme weather?
- Does the RFU provide guidance on developing a clubhouse?
- Where can I find guidance on Pitch Risk Assessments and managing pitches in drought conditions?
- What are the RFU standards for changing room sizes and layouts?
- How can we manage our facilities in order to minimise the impact of drought conditions?
- How can we manage our facilities in order to minimise the impact of a flooding event?
- Guidance on floodlights for clubs
-
Marketing & Communications
- Email Registration Template for club admins
- Why am I not receiving emails from GMS?
- How do I send an email from GMS?
- How do I create a club website?
- How do I make sure I receive the Community Game Updates (CGU)?
- How do I access Club Website to edit content?
- How do I receive the Community Game Updates (CGU) if I am not one of the three key roles?
- How can we use social media to promote and run our club?
-
Memberships & Payments
- How do I buy memberships?
- How do I create a membership scheme?
- How do I create and assign new product categories?
- Settlements for multiple bank accounts
- How do I update a direct debit mandate or reschedule adirect debit payments?
- Buying memberships or creating a payment order – club admin
- How do I process a refund? (Club Admin)
- How do I set up a membership scheme and online payment system?
- How do I create an event?
- How do I buy an event in GMS?
- How do I get a receipt for my voucher code?
- Settlement batch revenue analysis
- How do I change my club’s bank account details with the RFU?
- How do I create a new budget code and assign it to a membership scheme?
- How do I set up multiple bank accounts?
-
Rules & Regulations
- What is Regulation 7?
- How to complete Payment of Players 2024
- Payment of Players FAQs
- Who has to complete the Payment of Player declaration?
- Where can I find the RFU Regulations?
- What is Regulation 1?
- What is Regulation 2?
- What is Regulation 3?
- RFU's Code of Conduct template
- What are defined as RFU benefits?
-
Safeguarding & Player Welfare
- Retrieving emergency contact details
- How do I complete the Club Safeguarding Audit?
- How to apply for a DBS
- How do I get help for an injured player?
- How do I report an Injury / what injuries do I need to report?
- What is the current guidance for First Aid?
- How do I book onto an Emergency First Aid In Rugby Union course?
- What is RugbySafe?
- How do I order Headcase Resources?
- Can I organise a Play it Safe safeguarding course at my club?
-
Player Management
- How does the Player Management Module work?
- Player Registration Report in GMS
- How to create player cards in GMS
- How do I approve Age Grade registration? (Club Admin)
- How do I register an Age Grade player as a Club Administrator?
- Age Grade Registration - Club Top Tips
- Do I need to complete Player Registration to participate in non-contact Rugby?
- How do I give my child permission to access their GMS account?
-
Adult Player Registration - Club Administration Support
-
Coaches & Match Officials
-
Amend a course booking
- Who should I notify if I have specific mobility / learning requirements?
- Missing Qualifications/Education/Headcase Courses
- Can I transfer to a different course?
- I booked for a family member by mistake, how do I amend this?
- How do I contact the course leader prior to the course?
- I'm unable to attend both days of my course, do I have to complete the whole course?
-
Book a course
- How do I book a course?
- How do I book onto a coaching course?
- When will I receive information about the course I've booked?
- How do I book onto a refereeing course?
- Can’t book/add to basket for Course despite spaces showing
- How do I use Voucher Codes when booking a course? Course Participant User Guide
- How do I get a receipt for my course booking?
- If someone else booked the course for me, how do I transfer it to my record?
- Why is my Headcase / Safeguarding / Tacklesafe e-learning not showing on my GMS profile?
- How do I book onto an England Rugby Advanced Coaching Award (previously Level 3 coaching) course?
- How do I book onto a Director of Rugby course?
- Can I add other coaches at the club to my booking?
- How do I find and book the Headcase e-learning course?
- How do I find and book the Introduction to Safeguarding e-learning course?
- How do I book onto an England Rugby Coaching Award course?
- How do I book onto a Principles of Scrummaging course?
- How do I book onto a Principles of the Lineout course?
- How do I book onto an England Rugby Mentoring Award course?
- How do I book onto an England Rugby Tag Rugby course?
- How do I book onto an England Rugby First Contact course?
- How do I book onto an Introduction to Refereeing course?
- How do I book onto an England Rugby Refereeing Award course?
- How do I book onto an England Rugby Advanced Match Official Award course?
- How do I book onto an England Rugby Performance Coaching Award course?
- How do I book onto a Play It Safe course?
- What do I do if I need specific support to participate in an RFU training course?
- How do I know if I need to do a coaching or refereeing course?
- What is the Rugby World Cup 2025 Impact Programme?
- How do I book onto an England Rugby Primary Schools Course?
- How do I book onto an England Rugby Secondary Schools Course?
-
Amend a course booking
-
Players & Parents
-
Adult Player Registration - Player Support
- How do I register to play (Club Registration)?
- How do I create a GMS account?
- How do I renew my registration?
- How do I de-register from a club?
- How do I register to multiple clubs?
- How do I request International Clearance?
- What does “You have reached the limit on the number of times that you may register” mean?
- How do I review and approve my RFU Registration?
- How do I add attachments to my GMS account?
- How do I confirm my England Qualified Player (EQP) status?
- How do I complete Club Registration as an 'Occasional Player'?
-
Playing Rugby
- How can I find my local rugby Club?
- How can my club support a local wheelchair rugby club?
- How can I find out more about starting a wheelchair rugby section at my club?
- What is Wheelchair Rugby?
- What opportunities are there for adult and junior wheelchair users in the sport?
- How can I get involved with wheelchair rugby as a coach, referee / table official, classifier, or volunteer?
- What is tackle height?
- How can I find out more about gender participation?
-
Adult Player Registration - Player Support
-
Team & Match Managers
-
Competitions & friendlies
- Matches Against Non-English Teams Or Cross Union Matches
- Why can’t I change the status of a fixture?
- How do I access Electronic Match Cards (EMC) in the Competition Management module?
- FAQ’s Manually Entered Fixtures
- How do I assign players to a team?
- How do I create and edit the status of a fixture?
- How do I add a new team?
- Accessing Electronic Match Card Data as a Club Administrator
- How do I archive a team?
- What is the Transfer Deadline for Adult Competitions?
- What are the Law Variations in Women’s League Competitions?
-
Match day requirements
- Electronic Match Card (EMC) desktop guide
- Electronic Match Card (EMC) mobile guide
- Electronic Match Card - Top tips
- Advantages of using Electronic Match Card
- Electronic Match Card - Frequently Asked Questions
- Coach/Team Manager can't edit their team
- What do I do if I can't access the Electronic Match Card?
- How to record a suspected concussion in EMC
- Who do I contact during a competition?
- Why can I not see a player in my line-up on the Electronic Match Card?
-
Competitions & friendlies
- Constituent Bodies & RFU Council
FAQ’s Manually Entered Fixtures
Modified on Thu, 30 May at 4:02 PM
What is the difference between a published status and non-published status fixture?
Unpublished fixtures are manually-entered matches created by your club currently with a 'draft' status, which can be created by a coach or team manager. Once this has been completed, it is 'requested' by the club's 'Fixture secretary' and 'approved' by the opposing team in GMS, these will then display a status of ‘approved’ and ‘published’.
How do I, or why can’t I edit or change the fixture for a manually-entered fixture from ‘draft’ status?
Only the Fixture Secretary (golden role holder individual) or a Fixture Assistant roles with relevant permission level can request the 'draft' fixture and change the status. A relevant role and permission are required to ‘request’ a fixture which will send the fixture for ‘approval’ to the opposition. Once requested and approved these will display a status of ‘approved’ and ‘published’.
I can create the fixture, but I don’t have the ‘Request Fixture’ button?
Please ensure you have one of Fixture Secretary, or a Fixture Assistant roles with relevant permission level. A relevant role and permission are required to ‘request’ a fixture which will send the fixture for ‘approval’ to the opposition.
Why do we need to request the fixture?
The reason it is just a ‘draft’ fixture is so that the club can check, specifically for home matches that it has sufficient pitches, changing rooms etc to fulfil the fixture, and make any changes before contacting the other club and “requesting the fixture” with the opposition club.
What happens after I request a fixture? What happens if the other club does not approve or action the fixture request?
An email is sent to the opposition's relevant Fixture Secretary or Assistant; this is done to both notify the opposition Club of the fixture on their Team Management module, and to request that it is 'Accepted' or 'Rejected'. If the opposing team takes no action, then fixture will auto accept in GMS after 7 days from the initial fixture request date.
How can I locate the draft fixtures we have not requested yet/approved?
Using the standard grid filtering within GMS, a Club can filter Fixtures by these statuses. For example, you may filter for all ‘Draft’ fixtures that have been entered, in order to select and then request them to be approved.
Who can then ‘approve’ or ‘reject’ that fixture?
This can be done by the relevant team manager/coach, relevant fixture secretary or assistant. If the club takes no action for seven days after the fixture has been “requested”, it will automatically be ‘approved’.
Why can’t I create the fixture again/we are not sure if the opposing team has created this fixture already?
GMS won’t allow duplicate fixtures to be created and will only allow one club to record the result against the opposition on a particular date. You should get the duplicate fixture alert and not proceed, please contact the opposing team to ask them to request the fixture in the system.
We don’t have sufficient players at a particular age group to run our own team, so we combine with another club to put out an age grade side. How do we list those matches on the GMS Team Management module and record the results?
Firstly, the RFU is very supportive that you have been innovative and flexible in combining with another club to ensure that these youngsters have regular games. However, the system cannot record on each club’s module each match.
The GMS Team Management Module will only allow one club to record the result against the opposition on a particular date. So that there is a fair split, the 2 clubs need to agree to each having a fair proportion of the matches played. This would normally be half each, but if one club provides 2/3 of the players the number of games might be proportioned to reflect that. So if a combined team U16s team played 22 matches in the season and it was agreed that they be proportioned evenly, one club would enter 11 of those matches played onto its Team Management Module and the other club would enter the other 11 fixtures onto its Team Management Module.
This recognises each club's contribution and that, without each other, those players may have played no games.
What should be done if that fixture is cancelled?
It should be removed from a club’s Team Management Module. This can be done by a a fixture secretary or assistant role holder, and by a club administrator such as a team manager/coach (with the appropriate permission level of 1, 3 or 5) from the club that created the fixture. In doing so, it also removes the fixture from the other club’s Team Management Module, and then allows each club to enter a replacement fixture if one can be arranged.
However, if the match is cancelled by one team within 48 hours of the planned kick off time, then other conditions apply (Regulation 13.6 Match and fixture management)
How do I add the results and matches already played this season that do not currently appear on your club’s Team Management Module?
To denote a match has been played this season, a club should follow the usual entry process through initially creating a ’draft fixture’ and then 'request this fixture’ as outlined in 'How to create and edit the status of a fixture'
How do I record a fixture against a non RFU team?
The GMS Team Management Module cannot record matches against teams that do not have a GMS account - see 'Matches against non-English teams' on the help portal for further information on this.
Still need help? Submit a Help Request
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article