Categories
- Articles for review (before publishing)
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GMS Account Management
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Known issues and GMS updates
- Current GMS Issues (2024)
- GMS Update - Oct 2024
- GMS update - August 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
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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?
- 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?
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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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Known issues and GMS updates
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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?
- 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?
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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?
- 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?
- 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?
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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?
- 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?
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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?
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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 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'?
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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 coach, referee / table official, classifier, or volunteer?
- What is tackle height?
- How can I find out more about gender participation?
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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 I not see a player in my line-up on the Electronic Match Card?
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Competitions & friendlies
- Constituent Bodies & RFU Council
Current GMS Issues (2024)
Modified on Tue, 26 Nov at 9:21 AM
This month's known issues relating to our GMS platform and the latest GMS release will appear in the list below. This means you can easily keep track off the current issues we're reviewing and when they've been resolved.
If you think you've found an issue, check the list below before raising a ticket as we may already be aware and working on it. If you've discovered an issue and can't see it below, then please do let us know by submitting a help request. To stay up-to-date on our progress, make sure to check the status of the issue on our table below!
Known Issue | Status |
Players are creating new accounts and registrations instead of accessing existing accounts with existing registrations. If you're an existing player, please check if you already have an account before making a new one. Otherwise you are creating duplicate accounts which will need to be merged. However, having multiple registrations will prevent this and one of the registrations will need to be de-registered. Where both registrations are held at the same club, club admins can de-register and merge the accounts (allow 24 hours for this to show, with a further 24 hours recommended before attempting to merge). Raise a ticket via Community Rugby Help if there are duplicate accounts with registrations held at different clubs. | |
If you've received the message ‘there is already a expediated registration in process for the player’ the the payment link for a ‘Expediate a Registration’ can be accessed via the Outstanding Orders on your dashboard. It can also be accessed by logging into your account and clicking on the menu in the top right hand corner, selecting Product Orders and selecting the outstanding order to pay this off. | |
Players who are Club Registered and eligible to play at level 9 and below in the men’s game and level 5 and below in the women’s game have NER (Not Effectively Registered) appearing next to their names on EMCs. A fix for this is being developed and will be deployed in the near future. | |
U18’s who hold an adult registration and status showing as ‘requiring renewal’ cannot renew and receive the error message that they have reached the limit of the number of times they can register. U18’s/club admins should not able to renew adult registration, so the fix will change the status to ‘Inactive’. A new adult registration should be created each season the player is U18 and approved to play adult rugby. | |
Players showing as ‘Awaiting Player Approval’ due to holding an England Qualified Player (EQP) status. These may have been applied accidentally or from previous years. The fix will remove these statuses for players at level 5 and below. | |
Some players who are registered to a Premiership club and are dual registered at a second club are not showing in the second club. This means they cannot be RFU registered to the second club or added to the Electronic Match Card. | |
Active and pending players missing valid/ effective from dates in the Player Management list and Registration Details. This is preventing players being assigned to the playing squad. Raise a ticket via Community Rugby Help if you're experiencing this issue. | |
Players showing as blank on 'eligible for first team' in registration details under Player Management. This is preventing players being assigned to the playing squad. Raise a ticket via Community Rugby Help if you're experiencing this issue. | |
Age Grade email template showing incorrectly - currently says 'age grade players from U16 to U18 must be registered’. This should say from U6. | |
Club admins are receiving an error message of ‘You do not have permissions to view the selected page’ when attempting to apply a student pass to a player. | |
Club admins receiving an email for a player's outgoing International Clearance acceptance, but the emails are worded intended for the player. This will be updated so admins will receive emails with the correct wording. | |
Reassigning vouchers - Vouchers purchased on behalf of users cannot be re-assigned to another individual. A change request has been planned to enable this functionality. The work around is to cancel the vouchers and re-purchase. Any issues with cancelling the vouchers please raise a ticket with the help desk. | |
“This is Not a Valid Email Address” - This error message refers to the emergency contact email address and will appear if the email address has not been input, a space at the end of the email address or the email is not formatted correctly. This is a bug due to the field not being mandatory, but preventing users from submitting even when the email has not been filled out. We will be displaying a more user friendly message which helps to describe the issue more clearly. | |
Unable to add certificate to Self-Service qualifications - Users have reported being unable to add certificates when creating a self service qualification. This is a bug that is currently being worked on. | |
Player contract updates - Club admins are currently unable to update existing player contracts carried over from the 23/24 season. A change request is currently being worked on to enable admins to update contracts and players to approve. | |
People Dashboard data not reflecting data in the grids - Data shown on the People Dashboard does not match the grid view. This is observed when users click on the data figures/ widget on the dashboard and is navigated to a grid view. This is currently being worked on and will be included on our next release. | |
Admins unable to change RFU registrations to Club Registrations - Admins are currently unable to update players with an RFU registration to a Club Registration. A solution for this is currently being worked on and will be released soon. | |
Players not showing in the Team list under the Team Management Module, despite registration renewal. Clubs have reported that the contact role is not updating to ‘Active’ at the same time as the registration. | |
The course finder filters 'Postcode' and 'Within' are currently not returning courses within a given place and range. Users are still able to book on to courses, but will need to scroll all courses in order to locate. A fix for this is currently being worked on. | |
GMS Release - November 2024 | |
Age Grade players now able to register for CBs | |
Attachments can now be added to a GMS profile using a mobile | |
Improvements made to the International Clearance form | |
18 year olds adult registration fix | |
Fix to allow middle names to be entered and maintained | |
Fixed 'Save' button when editing kit in the Team Management Module | |
Fix for inability to re-assign vouchers to another individual | |
Fix for Payment of Players Signatories approval | |
Label name on Org Profile change from Charity Reg No to Registered Number | |
Fix for adding League Name to the Electronic Match Card PDF Report | |
Functionality improved for kit changes in GMS | |
Fix for inability to assign questionnaires | |
Tag rugby courses added to reports | |
Qualifications tab will now display name | |
Improved data showing under 'Club Finder' page | |
GMS Club Training Report - training records display improved | |
Fixed Student Pass Display | |
Fixed export run for U5s | |
Improved EMC accuracy between email report and EMC |
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