IRFU FAQ’s to Clubs
IRFU Memo to Clubs on new RugbyConnect system 09 June 2020
What is RugbyConnect?
RugbyConnect will be our sole game and competition management system for the domestic game. It will provide:
- Self-Serve player registration for all clubs
- Online SMART cards for all youth players
- Safeguarding records for all volunteers who require vetting
- eTeamsheets will be submitted through it
- Membership payments and a membership database will be available for clubs
- Provinces and the IRFU will manage competitions through RugbyConnect; including fixtures, results, referee assignments, league standings, cup draws etc.
- School Game player registrations and competitions will also be managed here
What is the new RugbyConnect System replacing?
RugbyConnect will now be our sole system for all aspects of game and competition management.
Our team sheets, results and fixture management will remain virtually the same, however the Clubhouse system will no longer be in use for the 2020/21 season. Clubhouse (a previous system used by the IRFU) housed our player registration, safeguarding and club member / membership modules.
These will all now reside in RugbyConnect, meaning all our rugby administration needs are provided by one system.
How will the new player registration module work?
Up until now, players were registered by administrative volunteers and registrars in. This was often a paper-based system.
The new RugbyConnect system will allow the players (or their parents / guardians) to log into their club portal in RugbyConnect and enter their details themselves. The registrar in the club will then be able to validate their registration online, saving huge amounts of data entry.
From the 2020/21 season onwards, all players in a club will have to self-register. For youth players, parents and guardians will be guided through how to upload any relevant documentation such as proof-of-age and photographs. Branch approval of youth documentation will take place within the system.
The move to self-serve will significantly decrease the volume of administration at the start of the season. It will also help to ensure we have accurate data and allow members to have access to their own personal data at any time, as per GDPR regulations.
How will the club member and membership modules work?
The club member and membership modules in Clubhouse were not widely used across the club community. The IRFU engaged directly with clubs for input in designing a new system that better met their needs. RugbyConnect is the result of this process.
Like in Clubhouse, the member and membership modules will not be mandatory. Each club can decide how they want to collect membership payments.
Sportlomo currently operate in this space with many sporting clubs across the four provinces and offer comparable competitive rates in this space. As all club players and parents will be required to register online, this presents an opportunity to add payment options and have your members log in to register and pay at the same time.
Clubs can also build out other membership options. The membership options will be managed outside of the IRFU with Sportlomo directly. Their current fees for online payments are 3.5% of payments through the system, with a 50c /p transaction fee per payment.
For more information on online payments, you can email ronan.keane@sportlomo.com
Is the safeguarding process included in the new system?
Yes, the safeguarding module will be moving to Sportlomo. We will be making direct contact with the Club Welfare Officers in the coming weeks regarding these changes.
Is there anything else changing?
Another significant change we are making is the transition from printing youth cards, to operating a SMART card system. Youth cards will now be available online in a SMART format that will be accessible by the player (parents / guardians), coaches and officials as required in the system.
Again, this will see a reduction in administration time and costs and also allow for the cards to have the most accurate data on them (i.e. up to date photographs).
More functionality can be added season upon season as required.
Will there be training on the new system? And when?
Another significant change we are making is the transition from printing youth cards, to operating a SMART card system. Youth cards will now be available online in a SMART format that will be accessible by the player (parents / guardians), coaches and officials as required in the system.
Again, this will see a reduction in administration time and costs and also allow for the cards to have the most accurate data on them (i.e. up to date photographs).
More functionality can be added season upon season as required.
Is there anything that clubs can do to get ready for RugbyConnect?
As the current eteamsheets system will become the system of record, clubs can start going through players in the panels in Sportlomo and identifying players who are duplicates, or whose names are spelled wrong.
These can be passed on to your Club Support Officer who can get Sportlomo to make the recommended edits. Documentation should be issued to the Club Support Officer in a single batch, rather than for each individual player.
There will be none of the usual paper forms required to capture data for player registration at the start of the season, so there is no need to get these ready. Once the online forms are ready for training, these will be shared with clubs.
Who can I contact for more information about the RugbyConnect Project?
Please contact your Club Support Officer:
Connacht: Fraser Gow on fraser.gow@connachtrugby.ie
Leinster: Carol Maybury on carol.maybury@leinsterrugby.ie
Munster: Bernadette Linnane on Bernadettelinnane@munsterrugby.ie
Ulster: Matthew Holmes on rugbyconnect@ulsterrugby.com
SportLoMo Contacts:
ADDITIONAL SPORTLOMO CLUB FAQ’S
MEMBERSHIP
Club Administrator (officials)
How long does it take to get my Club setup to offer Membership Online?
This is a very quick process, typically 24/48 hours.
You must setup a Merchant Bank account for your club (you can do this on the SportLoMo system). You will need the initial setup of the system on SportLoMo done by an approved ‘signatory individual’ in the club. This person will need to sign and tick some Terms and Conditions.
The bank account must be approved by Stripe (payment processor).
We will hand hold you through the setup process.
Can I use SportLoMo Membership separate to the IRFU?
Clubs hold their own autonomy while updating the IRFU RugbyConnect system. You set your own club fees and membership packages. You can add additional fields/questions to the IRFU form and add your own Club specific Terms and Conditions.
You do not need to manage two databases or upload members to the IRFU system, this is done automatically when a member registers with your club (reduces workload).
I need help setting up our club on SportLoMo where do I go to?
We have loads of ‘How to’ videos, online tutorials. You can also ask questions on live chat and Zendesk or email us. When we set you up on the system we offer online training to your club executive. Raise a RugbyConnect ticket by sending an email to irfu.support@sportlomo.com.
Can we Contact Trace, manage training attendance?
Yes, This is a new Attendance Tracking / Contact Tracing module developed to meet IRFU Return to Play protocols. More information here.
Can our members register and pay their fees from their phone (cell)?
Yes. All our payment pages are mobile and tablet responsive (friendly).
Can we take fees for our club events, fundraisers, camps etc?
Yes. Clubs can take fees for all types of events, fundraisers, tickets, camps, bus tickets, team registration and loads more.
How much will the Membership & Events Modules cost us?
Membership and Events come free to Rugby Clubs (just pay transaction fee). See pricing here.
We like to add our own membership types or bundles. Is this possible?
Yes.
- Add your own Membership packages and set your own Fees.
- SportLoMo will assist in initial set-up.
- Set ‘From’ and ‘To’ date – when Membership will close automatically.
- You can also add custom fields to your registration forms (in addition to IRFU fields). Specify what data is required from members (e.g. Club may set DOB as a required field for underage players, but it may be optional for Adult players).
Can we send emails via SportLoMo?
Yes. Clubs can send email notifications to their membership database and event participants. Send individual emails or filter and send to a distribution list.
Can we offer discounts to attract new members / participants?
Of course. Clubs can Offer Discount, Early Bird Offers & Incentives……
Create a discount code in the system, it can be used as a one off code, only sent to a specific person(s) or can be used a specific number of times.
The discount can be a % of the membership fee or it can be a fixed amount (i.e. €30 off or 15% off.)
Discounts are tracked and recorded against the membership it was used to purchase, so each club has full oversight on discounts and offers.
If we make a refund, how can I see this afterwards?
Our sports have a variety of refund procedures which we can accommodate. We just discuss your requirements and come up with a solution that works for your club. You can make refunds easily with full traceability / audit trail.
What events can I offer online?
Lots and lots! Offer club membership, tournament entry, team registration, training courses, tickets, qualification events, camps, academies, banquets and fundraisers etc for sale online.
You can use SportLoMo Events for free to manage attendance at an event, without taking payments.
Are our payments/fees secure and confidential?
Yes. You connect your club merchant bank account to Stripe, our Irish payment processors. You can do this from SportLoMo platform.
Your club has FULL control over their own fees. The Stripe account is in the Club name. All payments are passed on in real-time to the club’s bank account. All payments go directly to the club account.
Bank Account / Credit Card details are not disclosed.
No financial information (bank details, credit card information etc) is visible to SportLomo. Neither Clubs nor Sportlomo see bank accounts/bank details of members.
When we receive a payment will the individual get a receipt?
Yes. Payment receipts are sent out by email automatically on purchase of membership. Club admin has full visibility in realtime of any membership requests or purchases. Admin can choose to have an approval process switched on before accepting a new member.
Clubs can specify when they want to be notified of a ‘new member registering’, or if a member ‘requests a transfer’ in or out of their club/association. Each administrator can configure at what point in the process do they wish to be notified.
Can our club accept cash, cheque, e-payment or debit card?
Yes. Members who pay by cash /cheque /e-payment, debit can be directly inputted by administrators. The system will record the user name, method of payment, the date and time. Clear distinction between Online payments and Cash payments in reports.
Members who pay by cash /cheque /e-payment / debit can be directly inputted by administrators.
Can we allow a member pay in Installments?
Yes. We have recurring payment functionality but this must be configured and activated by the event seller (club).
Can our ex-pats and overseas friends purchase membership and support our events?
Absolutely. This is a great way of taking extra funds or donations for the club from overseas club supporters. Fees can be accepted in different currencies via Stripe from around the world. The member/supporter will receive a receipt and thank you email (automated) for their payment.
Do I have to install or download your software?
No. Our platform works over the Internet using any browser, tablet, phone or PC (responsive on all devices).
What reports can we run?
Lots and lots! Report on members, member categories, types, paid, awaiting payments, lapsed, transfers, discount codes, bank and financial reports/breakdown, email reports, events etc. Export reports to Excel or CSV.
Club Treasurers love SportLoMo!
EVENTS
Club Administrator (officials)
Can we take fees for our events, fundraisers, team registration online?
Yes. Clubs can take fees for all type of events, courses, camps, banquets, fundraisers, tickets, team registration and loads more. More information here.
Does events come with the membership module? How much does it cost?
Yes. Events comes free with Membership. See Pricing for more information here.
How long does it take to get setup?
This is a very quick process, typically 24/48 hours. Your club will already have a Sportlomo IRFU account (RugbyConnect).
You must set-up a Merchant Bank account for your club (you can do this on the sportlomo system). You will need the initial setup of the system on SportLoMo done by an approved ‘signatory individual’ in the club. This person will need to sign and tick some Terms and Conditions.
The bank account must be approved by the payment processor stripe.
We will hand hold you through the set-up process.
Can I sell my events to specific groups?
Yes. You can decide to sell to the general public or just your membership base. Or if you wish you can sell to holders of specific categories from your membership database. Sample Video: Event set-up for ‘Member Specific’ events view video here.
Are receipts sent out to purchasers?
Individuals who have made a purchase receive an email receipt directly from SportLoMo but clubs can also create their own branded email to also go out to people at the same time as the receipt.
I need help setting up our club on SportLoMo where do I go to?
We have loads of ‘How to’ videos, online tutorials. You can also ask questions on live chat and Zendesk or email us. When we set you up on the system we offer online training to your club executive.
Can we offer discount codes for events?
Yes. Your club can offer discount codes, coupons, early birds, special offers etc. Once off offer / Offer only to specific individuals by email link. Offer €20 off or offer 20% off. Lots of options.
Do you have a Contact Tracing module?
Yes. We have a new Contract Tracing / Attendance Tracking module now available to our Rugby Clubs. More information here.
Event Participant (player, parent, general public etc)
Can I purchase more than one event in my account?
Yes you can login to your SportLoMo account and buy various events. You can manage these orders within your account.
Is there certain types of credit cards I must use to purchase?
No. SportLoMo accepts all major credit/debit cards.
Are there any direct debit / stage payment options?
Yes. We have recurring payment functionality but this must be configured and activated by the event seller.
Can I register and pay on my mobile phone or tablet?
Yes. All our payment pages are mobile (cell) and tablet responsive (friendly).
Are my credit card and bank details secure?
Absolutely. We use world class payment processors. No card or bank details are visible (or stored) by SportLoMo or our clubs. For rugby in Ireland we use Stripe (www.stripe.com).
Will I receive a receipt for my purchase?
Yes. Payment receipts are sent out by email automatically on purchase of membership/registering to an event.
When I pay does my club get notified?
The system notifies the club in realtime. All payments go directly to the club bank account.
The club have visibility on your purchase and can report on payment details for each purchase.
How do I request a refund?
Refunds are possible. The procedure varies depending on the sports organisation/club. Generally the individual must contact the club directly, in this case you will need to contact your club or Provincial Rugby branch.
The Club can issue a refund from the SportLoMo platform.
WEBSITE (Optional Extra)
How long does it take to develop a club website?
Usually 4-6 weeks, depending on how much content you have to hand. Collecting and organizing content, news, photos, logos, club history, downloads etc may take you a few weeks.
Are there different types of websites, have we a choice?
Yes. You have a choice from a high-end, bespoke custom design website to a more budget friendly personalised template website. We will send you a selection of our websites for you to look through and tell us what you like. We will then work with you within your specific budget. SportLoMo is developing award-winning websites since 2000.
Our club has a limited budget, how much will a website cost us?
Mobile Friendly, custom designed Club Websites from €800 (once off setup) + monthly fee. More Pricing Information here.
How much is the website monthly fee?
Monthly fee covers website hosting, domain name, training, support, annual licence fee, Membership and Events modules, Live API feeds of club data (results, fixtures, tables) direct from your Province and integrated into your website.
For IRFU clubs the monthly fee is reduced to €30+VAT.
Are there any hidden extra charges?
No. We do not believe in adding on additional charges we know our clubs have a limited budget. We will give you a full ‘written’ quote before you commit.
Do I need a web design skills to update our website?
No, you can update your website with our content management system (CMS) or WordPress. It is not complicated and you will be given online training and simple short ‘how to’ videos. You can update from any PC/laptop/desktop with an internet connection.
When you start on our website how do I see how it is progressing?
We first off, work with you to come up with a design for your homepage and an internal page (Jpeg images). We modify/redo the image until you and your club colleagues are happy with the look and sign off on the design.
We put the site into development. We put the website on a ‘hidden’ test web address i.e. sportlomo.com/test/newrockets so you and your club colleagues can view how the site is progressing.
Can our Members register and pay their membership fee on our website?
Yes. We can set your website up quickly and have you taking payments online in 24 hours. You just need to set up a merchant bank account. We will hand hold you through this process. Membership module comes free with our Websites.
Can we take fees for our Club Events online?
Yes! A club can take fees for all type of events, fundraisers, tickets, academies, banquets, team registration and loads more. Events module comes free with our Websites.
Your club can choose to use the Events module free of charge to manage attendance without taking payments.
How much will the Membership & Events Modules cost us?
These two modules come free with our Websites, users just pay a transaction fee. See Pricing here.
Can we offer our fundraisers, camps, academies, banquets, tickets online?
All you need to do is simply ‘create’ an event on the system and then put a link to it on your website, email, Facebook, Twitter etc. More on Events here
Can individuals/participants pay Membership/Events Fees on their phone?
Yes. All our payment pages are mobile and tablet responsive (friendly).
Are our member’s credit cards and bank details secure?
Absolutely. We use three world-class payment processors (Paysafe, Strip & Barclays). No card or bank details are visible (or stored) by SportLoMo or our clubs.
Fees go directly to the club’s bank account, no waiting until the end of the month. Our clubs are always 100% in control.
When a member or participant pay a club fee or event where does this payment go?
Fees go directly into the Club bank account (minus the transaction fee).
Can we get our club scores, game schedule, standings, tables LIVE to our website? (API’s /Iframe)
Yes! as your rugby province (Leinster, Munster, Connacht and Ulster branches) are using SportLoMo game management, we can give you a Live API feed of your club results, fixtures schedule and table direct to your new SportLoMo website.
These API feeds are a great way of keeping your website looking up-to-date. This is an automated feed so no work for your club.
If we don’t have a website with you can we still get the LIVE feed from our parent body?
Yes. You can get an Iframe feed to your existing website. Please contact mairead.ruane@sportlomo.com for more information.
What is a domain name? How do I get one?
Domain names are URL’s (web addresses). For example www.orionvolleyball.ca, www.newrockets.org, www.castlebarmitchels.com www.shamrocks.ie
We can use your existing club domain name (if you have one already) or get you a domain name (.com / .org / .ie). This charge is included in our website monthly fee.
How do I host my website?
SportLoMo takes care of all this. We use Amazon Web Services (AWS) to host your website on the web. Amazon’s Hosting Fee is included in our website monthly fee.
How can I tell how many visitors do we get to our website?
We put Google Analytics on all our websites.
Can members of our club executive help me update our website?
Absolutely. We are great believers in sharing the workload among the club executive! We can set up a number of user accounts for your club (user name/password/permissions), we can offer permissions at different levels so you (top level admin/owner) decide who has access to what i.e Webmaster has access to Website Module, Treasurer has access to Financial Module and so on.
What kind of support will you offer our club in managing our website?
We have loads of ‘How to’ videos, online tutorials. You can also ask questions on live chat and Zendesk or email us. When we set you up on the system we offer online training to your club executive.
Can we freshen up our website from time to time?
Yes. We regularly freshen up the homepage of our club’s website, often for no charge. i.e. insert new players, update the main header image, change background colors etc.
We are happy to go ahead. What do I need to get started?
First off we need to get understand your requirements and websites that you like the look and feel of.
- Compose a list of websites that your club like.
- A list of website looks or ‘elements’ that you don’t like.
- A good selection of high resolution (big) images of ‘action shots’ and ‘players’. Maybe some photos of your games, pitches, fields, clubhouse etc. Some of our clubs source these images from local photographers.
- Some content i.e. about us, awards, list of council members, contact details etc.
- A good quality club crest.
- To sell Membership/Events online you will need a merchant bank account and a club signatory person.