Team & members

Governing body registry (Rugby Xplorer)

Import your governing body's registration and accreditation reports, link each registered person to a team member once, and see at a glance who is registered, who is missing, and whose accreditations are about to expire.

What this covers

If your club belongs to a governing body, someone usually checks its registry by hand: is this player registered for the season, is this coach's SafeSport or background check still valid? ClubMeister brings those reports in so you can see the answer in one place. USA Rugby, through Rugby Xplorer, is supported first.

Choose your governing body

Team admins turn this on per team.

1. Open Team Settings.
2. In the Governing body card, pick USA Rugby (Rugby Xplorer).
3. Tap Open registry. On the web, a Registry entry also appears in the sidebar under Manage.

You need the permission to change team settings. See Teams & club for where Team Settings lives.

Import a Rugby Xplorer report

You'll import up to three reports. Each one adds a different piece of the picture:

• Registration — who is registered, in which role and season, and with what status.
• Contact — the names and email addresses that make linking easier.
• Accreditation — SafeSport, background checks, courses and their expiry dates.

Export each report from Rugby Xplorer as a CSV file. Other formats such as Excel aren't accepted, and a file can hold up to 5,000 rows. For the exact place to click in Rugby Xplorer, follow USA Rugby's own guidance for exporting reports.

1. In Registry, tap Import a report and pick one file.
2. ClubMeister recognizes which report it is from its columns and tells you how many rows are ready and how many were skipped. Rows without a USA ID are skipped.
3. Check what will be uploaded, then tap Import.

Import the three reports in any order, and again whenever you download fresh ones. A new import of the same report replaces the previous one. For the Accreditation report, both the standard report export and the Accreditation Search export work.

Link each person to a member

A registry person is not automatically a ClubMeister member. You connect them once, and the link is kept across future imports.

1. Open the Needs linking list.
2. If a member has the same email address or exactly the same name, ClubMeister suggests them: tap Link to …. The reason is shown as "Same email address" or "Same name".
3. Otherwise tap Choose member and pick the right person.

Each registry person and each member can have only one link. To undo one, open Linked and tap Unlink.

The four lists

• Needs linking — registry people you haven't connected to a member yet.
• Linked — each linked person's registrations (role, season, status) and accreditations. For each accreditation type the latest record counts, so a renewed background check replaces the expired one. Chips read normal, "expires <date>" (within 30 days, or 60 for background checks) or "expired". A Name differs flag marks a member whose name isn't the one in the registry.
• Not in the registry — approved members with no link. These may be people who aren't registered, or who simply haven't been linked.
• De-registered — people whose registrations are all de-registered.

Someone who isn't in the Accreditation report shows "No accreditation records". That isn't a failure, just nothing on file.

Requirements per role

Requirements say what each role needs. In Registry, the first tab is Readiness. With none set up, tap Set up requirements; later, tap Requirements above the board.

1. Tap Add USA Rugby defaults to start with current registration (all registered roles), SafeSport (coaches and admin-volunteers), a background check, Rugby's Safety Basics and a coaching accreditation (coaches). All are Required.
2. To add your own, tap Add requirement. To change one, tap Edit.

Each requirement has:

• Name.
• What counts — Registration; Accreditation (anything whose name contains a text you choose, such as "SafeSport"); or Manual check for things outside the registry, like club dues or a signed agreement.
• Level — Required or Optional.
• Who needs it — everyone, or any mix of registry roles (such as player, coach, admin-volunteer) and team roles.
• Starts — a date before which it reads Planned, handy for a course your club adopts later.
• Renew every … months — for records that have no expiry date.
• Expires soon window — 30 days by default, 60 for background checks.

Someone with several roles needs every matching requirement, and one record counts for all of them.

The readiness board

Each member's card lists the requirements that apply to them and their state: current, expires on a date, expired, missing, no registry link, or planned. A card with a red border needs follow-up: a Required item that's in effect is expired, missing, or can't be checked because the member isn't linked. Optional items never count.

• Filter by Everyone, Needs follow-up or Expires soon, or search by name.
• Export CSV downloads the board.
• Tap a member to choose Mark verified (pick a date and add a note, useful for manual checks) or Not applicable with a reason. Clear undoes either.

Renewal reminders and digests

Every Required requirement that's in effect sends reminders before an expiry date. By default that's 30, 7 and 0 days before, and 60, 30, 7 and 0 days for background checks. To change the schedule, edit the requirement and use Remind … days before expiry (up to six numbers).

• Members get one push notification per item, such as "Renewal reminder · SafeSport expires in 7 days". Tapping it opens My registration & accreditations.
• Admins get one summary push per day, such as "3 renewals due". It opens the registry and never names a member.

Under Reminder recipients on the Requirements screen, pick which admins get the summary. If you pick none, every team admin gets it.

Each step is sent once. If a renewal shows up in your next import, the old expiry's remaining reminders are skipped. Optional, planned and Not applicable items never send reminders. Pushes go out from 9:00 AM in your team's timezone. See Notifications & activity if you aren't receiving pushes.

My registration & accreditations (members)

Members can see what the club needs from them. Open Account, then Privacy, then My registration & accreditations. It appears once your club has linked your registry record or has set up requirements.

Each item reads valid until a date, expires on a date (please renew), expired, not on record yet, or required from a date. If it says your club hasn't linked your registry record yet, ask a team admin to link you.

To renew, go to the governing body's portal. Your club's next import updates the screen here.

Who can see what

• Team admins can choose the governing body, import, link, and see the registry and readiness board.
• Other members of the team can't see anyone else's registry data.
• You can see your own link, registrations and accreditations, and they're included in Download my data. Deleting your account removes your links.

Turn it off

Pick None in the Governing body card and confirm.

For importing members from a spreadsheet instead, see Data import. To track extra club-specific details, see Custom data.