Categories
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Articles for review (before publishing)
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Account Management
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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?
- 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?
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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?
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Edit account details
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Club Administration
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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?
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Club Business Operations
- What promotional offers are available to clubs?
- Where can I get guidance on legal matters relating to the running of my club?
- How do I use voucher codes to purchase coaching courses for members?
- How do I purchase voucher codes for another organisation?
- Can we get a discount to show Sky TV in our club?
- Who can I speak to about VAT matters for my rugby club?
- Do you have resources to help us promote rugby at our 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
- Where can I find guidance on my club's accounts and budgeting?
- How does a club become a voting member of the RFU?
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Club Governance & Management
- What is the Game Management System?
- 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?
- Do 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?
- 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?
- How do I run a report? (Club Admin)
- How do I create a club training report?
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Facilities & Pitches
- Who can I contact to talk about my rugby club facilities?
- What are the minimum dimensions of a rugby pitch?
- What funding is available for club facilities?
- How do I book an RFU artificial grass (365) pitch?
- What should we do if our facilities flood due to extreme weather?
- Guidance on floodlights for clubs
- 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 do I get involved with Rugby Grounds Connected?
- 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?
- Have you completed the facility needs capture?
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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?
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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?
- 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?
- Buying memberships or creating a payment order – club admin
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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?
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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?
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Adult Player Registration - Club Administration Support
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Coaches & Match Officials
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Amend a course booking
- Who should I notify if I have specific mobility / learning requirements?
- Why is my qualification missing?
- 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?
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Book a course
- How do I book a course?
- How do I book on to a coaching/refereeing course?
- Why haven't I received information about my course booking?
- Why can't I add the course to my basket even though there are spaces available?
- 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 / Developing Advanced Coaching Practice (previously Level 3 coaching)?
- 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 find and book the Tackle Safe eLearning?
- 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 Introduction to Refereeing 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 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?
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Amend a course booking
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Players & Parents
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Adult Player Registration - Player Support
- How do I register to play (Club Registration)?
- 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'?
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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 volunteer?
- How can I find out more about gender participation?
- What is T1 Rugby?
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Adult Player Registration - Player Support
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Team & Match Managers
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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
- What is the Transfer Deadline date for Adult Competitions?
- 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?
- How do I access 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?
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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't I add a player to the Electronic Match Card?
- What are the rules on goggles/glasses when playing rugby?
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Competitions & friendlies
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Constituent Bodies & RFU Council
Electronic Match Card - Frequently Asked Questions
Modified on Wed, 8 Jan at 10:05 AM
ARE THERE TWO VERSIONS OF ELECTRONIC MATCH CARD?
Yes, Electronic Match Card can be accessed via a desktop or mobile via a web browser. The desktop version can be access via a mobile device but is not optimised, so it is best to use the specific mobile version. Your login details are the same for both versions. Desktop (access via the Competition Management Module on GMS), mobile version can be accessed here.
WHY CAN I NOT SEE A PLAYER IN MY LINE-UP WHEN I SEARCH FOR THEM?
If a player is not showing when searched for whilst entering a line-up, there are two points that need checking:
• The player has 'Club Registered' (or has been 'RFU Registered' if required) to the club
• The player has been assigned to the relevant Playing Squad of the team of the line-up in question, this can be checked in the ‘Team Management’ module in GMS by choosing the relevant team and viewing the ‘Playing Squad’ menu.
WHY ARE THE PLAYERS ON THE MATCH CARD (EMC) SHOWING NER?
The abbreviation NER stands for Not Effectively Registered. It is old terminology from last season and is no longer in use this season. Players are now either Club Registered or RFU Registered.
You can ignore it in effect. We are looking to remove the NER status where it still appears.
This will not prevent you from adding players to your EMC.
CAN A CLUB HAVE MORE THAN ONE EMC ADMINISTRATOR?
Yes, clubs can assign as many Match Card Administrators (MCAs) as they wish. All MCAs will receive each submitted EMC for their club.
WHY CAN I NOT SEE ALL THE TABS WHEN I LOG ON PRE-GAME?
Some tabs will only show once the match has commenced, as per the kick off time recorded against that fixture. If the kick off time is set on GMS to 3pm for instance, you will not be able to see the ‘Match Events’ tab until 3pm on the day of the fixture.
I AM HAVING TROUBLE ENTERING THE RESULT AND SUBMITTING MY MATCH CARD AS I HAVE POOR SIGNAL AND I HAVE NO ACCESS TO WIFI – WHAT DO I DO?
You can either send the result directly to your League Secretary/Competition Organiser or results agent via telephone, to ensure the score submission deadline is met, or move to an area where you can get signal and then enter the result and submit the Match Card.
CAN I MAKE CHANGES ON THE DAY TO THE TEAM LINEUP?
Yes, you can make changes to a line-up until the Match Card is submitted. Please be aware that justification of a post-kick off change may be requested by your league organiser.
CAN I MAKE CHANGES TO THE TEAM AFTER THE MATCH?
Changes can be made post-match and post-EMC confirmation. Please be aware that justification of a post-kick off change should be reported to your league organiser. Please also be aware that all saved line-up changes are time-stamped.
WHAT STATUS SHOULD A MATCH CARD BE IN IF IT HAS BEEN SUBMITTED CORRECTLY?
A Match Card that has been fully completed by the competing Clubs should be set to ‘Approved’.
I AM A LEAGUE SECRETARY AND I HAVE NOT RECEIVED A MATCH CARD VIA EMAIL. HOW CAN I CHECK WHICH ONES HAVE BEEN COMPLETED?
As a League Secretary/Competition Organiser, you can login to GMS, access the Competition Management module and view the Match Cards within your competition. The Match Card can be downloaded as a PDF via the ‘Summary’ tab when you have selected the fixture you wish to view.
Please ensure that the status of the fixture is ‘Approved’. If it is not ‘Approved’ then no email will be triggered to yourself.
HOW DO I SIGN UP / GET MY LOGIN DETAILS?
In order to get access to the Electronic Match Card you will need to have a record in GMS, have the role of Match Card Administrator and an appropriate permission level (1,3 or 5) in GMS at your club.
CAN I SHARE MY PIN WITH SOMEONE ELSE IN MY CLUB?
Each Match Card Administrator should login using their own account, and subsequently have their own PIN. Please note, only certain competitions require a PIN to be entered on Match Day to ‘sign off’ a card, it is likely this would need to be used when you are an away team, approving the entry made by the home team. This is only used in high-level competitions.
I HAVE FORGOTTEN MY PIN, WHAT SHOULD I DO?
Login to GMS, go to your Personal Details, choose ‘Credentials’ and reset your PIN.
MY COMPETITION REQUIRES A REFEREE TO SIGN OFF AT THE END OF THE FIXTURE. THIS SIGN OFF DID NOT TAKE PLACE AFTER THE FIXTURE, WHAT DO I DO?
You will need to contact your League Secretary/Competition Organiser or follow up with the referee directly.
WHAT IS THE DEADLINE FOR COMPLETING THE ELECTRONIC MATCH CARD?
This is dependent on the competition settings within the league your team are participating. It is best to check with your League Secretary/Competition Organiser to ensure that you meet the deadline for submission.
WHY CAN I NOT FIND A SPECIFIC PLAYER TO PUT IN MY LINEUP?
There are three areas to check here.
• Is the player registered to your club?
• If yes, has the player been assigned to the correct squad/team via Team Management? Ensure you view the ‘Playing Squad’ menu to see players that will appear available for selection in the EMC
• If you are playing in a competition that requires players to be 'RFU Registered', have they been?
I HAVE AN ISSUE WITH MY MATCH CARD, WHAT IS THE PROCESS TO REPORT ISSUES AND GET HELP?
For assistance with a competition query (regulations, deadlines, match details etc.) please contact your League Secretary/Competition Organiser. For assistance with a technical issue, raise a ticket via Community Rugby Help detailing your issue, the steps you have taken, ideally with screenshots and the version of Match Card that you are using.
OUR COMPETITION ALLOWS US TO PICK PLAYERS WHO AREN'T CLUB REGISTERED, HOW CAN I DO THIS?
Selecting a non-registered player is completed in the same way as picking a registered player. The player will need to exist within your club’s GMS database of individuals. You should ensure that this player is register to your club and has been assigned to the appropriate squad. The competition settings in Match Card will allow you to choose this player when selecting your team. To assist you in keeping track of how many non-registered players you have selected, a (NR) symbol will be shown against a non-registered player on the Match Card.
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