Player Management Module

Modified on Fri, 25 Aug 2023 at 12:16 PM

Player Age Grade Registration and adult affiliation is the player/parent led annual process of identifying all players at a club on an annual basis in GMS. For season 23-24 this is mandatory for Age Grade Players. Adult Players are able to voluntarily affiliate to their club.

Providing you have the relevant 'registrar role (Adult or Age Grade) and level 3 or 5 permissions in GMS, you can manage new and renewing affiliations/age grade registrations using the ‘Player Management’ module. The module's dashboard will display information about the players that are linked to your club.

This Player Management module has key uses such viewing player status’s, viewing overall list of players, approving and removing affiliations/ age grade registrations (ability to remove a playing status from an individual).

Navigating the Dashboard

‘Players by Gender’ ‘Adult Players by Age’ and ‘Players by Team’

Panels for these can be clicked to be taken to the grid or breakdown of the list of players and can be searched even further using the search filters on the right-hand side.

‘Players by Team’ is not a clickable grid but does give you the totals at a glance, navigate to the Team Management Module to look at the teams in further detail.

Adult Effective Registrations and Affiliations

‘Affiliated Players’: All Adult players can ‘affiliate’ to their club should they wish to engage in GMS. This panel shows a list of all Adult players that have affiliated for the current season.

‘Effective Registration’: Club admin led process to formally ‘register’ adult players that is required when participating in RFU leagues and actioned in PRv12 module of GMS. The cap for 100 ‘effectively registered’ players remains in PRv12. This panel shows how many 'effective registrations' you have at your club.

See the guide Assigning Players for steps on how to make players Effectively Registered.

Note: Whilst player affiliation is not mandated in 22-23, it is possible for individuals to hold an effective registration without an affiliation. If your players are interacting with the affiliation process, please ensure that any 'Pending Affiliations' are accepted before an effective registration is completed.

Played in Last Month

‘Played a match in the past month’ and ‘Not Played a match in the past month’ are both pulled from individuals selected on Electronic Match Cards.

**Note the ‘Non Registered’ player role has been removed as no longer needed to select a player on EMC and replaced with affiliation.

Age Grade

Shows list of Age Grade players that have: 'Registered Age Grade Players', ‘Graduated from Age Grade into Adult’ and ‘Age Grade Players Yet to Re-Register from Previous Season’. Registrars can clearly see those that have not yet re-registered from this area then they can contact these parents to get them to do this. This number refers to Age Grade players that registered last season (should you require a list of previous age grade players you can get this from the Players menu and filter to Age Grade and previous seasons). Registered players are shown as players who's registration has been added or renewed for the season and parents/ administrators have already carried out this process.

Note: When the parents complete the age grade players re-registrations these will come through as renewal under the ‘Notifications’ and will be auto approved.

Missing Data

This shows the number of users who are missing important data, such as medical conditions and emergency contacts, from their profiles. Administrators are advised to contact parents and request that these profiles are updated as soon as possible with the most recent information. Users can now add an additional Emergency Contact if they so wish to, which can be completed on the User's 'Profile' > 'Details' tab at the bottom of the page.

'Pending Affiliations/ Registrations' and 'Notifications'

All Age Grade players have been unregistered (de-registered) as of the 3rd July 2023 for season 2023-24 in line with annual Age Grade registration process that requires parents/guardians to register their child annually.

Age grade players that were registered in 22/23 can ‘re-register’ to their club without the need for club administrators to approve, only new registrations require club approval. Parents/Guardians simply need to log in and complete the 'Renew Registration' form for their child, club administrators do not need to approve these renewing registrations.

If you have a Registrar role/s and permissions 3 or 5 you will have 'Pending Affiliations/ Age Grade Registrations' and 'Notifications' boxes with notifications relevant for your assigned club role on your personal dashboard as well as the Player Management Dashboard. If you click on these links, they will take you straight to the grid of player requests that meet the relevant criteria.

Pending Adult Affiliation/ Age Grade Registrations

'Pending Adult Affiliation/ Age Grade Registrations' will appear in a grid that allows administrators to view individuals that have registered with the club. New Age Grade Registrations or Adult affiliations will stay as ‘Pending’ status as they require club admin approval from Registrars.
Club administrators approve (or reject) any ‘Pending Adult Affiliations/ Age Grade Registrations’ and this makes the player status ‘Active’. The player will then appear in the 'All Club Players' list under the appropriate teams they are eligible for under the Team Management module. Eligibility is determined on age and gender.

Players can be allocated to team (or multiple teams) in bulk to relevant squads in Team Management module. See the guide for Assigning Players.

Notifications

The ‘Notifications’ flag any 'Player Affiliation/ Registration Updates' for adult affiliated/ age grade registered renewals in a grid where individuals have re-affiliated/ Re-registered with the club and also shows any changes made to the personal details for an affiliated/ registered player such as change of address or updated medical details.

Any player renewals will be made ‘Active’ status, so no approval or confirmation needed by club admin.
These players will appear in the Player Management Module player lists and appear under the relevant team ‘All Club Player’ lists under the Team Management module according to their eligibility e.g. gender and age.

Players can be allocated to team (or multiple teams) in bulk to relevant squads in Team Management module. See the guide for Assigning Players.

‘Notifications’ just need to be ‘confirmed’ if the club administrator wishes to clear down this list of notifications.

Players

Accessed by left hand menu. This provides a list of all players currently ‘registered’ or 'affiliated' to the club with a current status of Pending or Active.

Administrators can use the filters on the right hand side to search further e.g. individual player/past or current seasons.

This grid will also show more information about an affiliation/ registration such as the date the affiliation/ registration was requested, date player was affiliated/ registered, date they were registered on and if their affiliation category is effective or affiliated.

The ability to unregister players also is available on this grid:

Select the player (multiple players can be selected) under ‘Players’ menu
Click on ‘inactivate’ button.

This will remove the players ‘Active’ status, but the individual's record will still remain on your club’s people list see example below:

Please see the other portal guides for administrators should you need further information on this process for ‘Pending Affiliations/ Registrations’ and ‘Notifications’.

Still need help? Submit a Help Request

Player Management Module

Articles in this folder -

You may like to read -

Categories

Player Management Module

Articles in this folder -

You may like to read -