Categories
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Articles for review (before publishing)
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Account Management
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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 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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Merge or link accounts
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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 and where 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?
- 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?
- Support with VAT for rugby clubs
- 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 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
- How to access and use the Digital Membership Card?
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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 adult 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
How do I process a refund? (Club Admin)
Modified on Tue, 16 Jul, 2024 at 12:08 PM
Club administrators with Level 2 or Level 5 access can track payments made to the club via the 'Finance' module, within the 'Payments' grid. As a club administrator you may be required to refund a transaction to a member.
The refund function is dependent on whether your Club has funds to be settled that will cover the value of the refund amount. If your Club has money due greater than the refund amount to be settled, then the button will be enabled for refund to be processed.
HOW TO PROCESS A REFUND
STEP 1
Navigate to ‘Payments’ or ‘Product Orders’.
STEP 2
Select the individual to refund by clicking on ‘Order Reference’ (or use search to locate the individual).
STEP 3
Under the ‘Payment Information’ box check or tick the box for the correct transaction to refund.
STEP 4
Select ‘Refund’.
STEP 5
Enter a comment in the ‘Reason’ box for the refund and click ‘Refund Payment’.
STEP 6
Confirm in the pop-up banner if you would like to ‘Archive’ the Membership. The refund should be complete and the ‘Payment Information’ box will now be updated to reflect this.
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