GMS - Game Management System

Game Management System (GMS) help page.

Please cleanse your GMS data regularly!

Here is the URL that takes you to the GMS login screen direct ...

If you need some help or just guidance in sorting and maintaining you GMS please contact the County Office and we will see what we can arrange to assist your requirements.

If you experiencing problems and require help please check out the frequently asked Questions below.

GUIDES (can be viewed online or printed)

GMS Guides -Running your Club

This includes Team Management, Electronic Match Card, Club Membership, Club Websites

Q What do I do to Cleanse my clubs Data?

Firstly merge out all your duplicates in “everyone”

Next go through the full list and “remove from club” anyone who is not with the club as a paid up member or volunteer.

Set you membership schemes to the ones you want to use and make the others inactive.

Finally make those remaining current members of an appropriate membership scheme. It doesn't have to show a cost if you don’t want to. Obviously RFU would prefer you to manage the feres through this system but if that takes a little time to bring on board, so be it. It is an accurate number of members and registered players record that we are interested in.

When that is all done then you get to the niceties, which is allocating coaches and TMs to teams and providing them with access to use GMS to e-mail the players (or just Parents in the case of Young People)

Q How do I avoid creating duplicates

If you always use proper names and check the spelling and put in the correct DoB you should not create duplicates. Put nick-names etc in as “known as”. see also below.

Q Parents are inserted as Duplicate records - How can I avoid this?

Initially you need to merge the duplicate records out, then please check before starting the registration if the Parent is already on your clubs GMS everyone list. If they are don't add the parent to the registration, you can add the relationship in GMS which will back fill the registration panel on the next GMS backup session (so don’t expect to see it same day). This advice was provided from the GMS IT database expert in RFU.

Q Which duplicate to I keep and how

Retain the one with most correct information in the name. All other aspects can be selected. If you have one version with an address select this first as it puts the first selected record on the left and then the DoB won't “fall off” we don’t know why this happens but it does!

Q Why can't I merge some records

Some records contain data specific to other areas of the system such as Supporters Club, DBS or Registered players. These cannot be merged by clubs. If you are unable to merge the records please send the names and numbers to David Wookey who will get it sorted for you.

Q Membership remains set at Pending after membership purchased.

The M&Y Coach membership is set to Pending on purchase, which is why it defaults to Pending status. You must select them and update the status to Active to clear this.

Q If I inadvertently make someone a member and pay the fees on GMS can I remove this error?

To remove a membership from someone, select the individual or individuals (via the tick box)


More and Update Membership. From here you can select Inactive and this will move the individual from Membership List to Lapsed. It is then possible to assign the new membership by going through the “buy membership” process.

Q Any updates to the system?

Yes. Update releases, click here for details.

Q: Is there a facility to search by name?

Using the filter button at the right hand side of any of the lists under “people” you will have the ability to select people by any of the columns. Individuals are then selected by ticking at the left hand column against the person you are looking for. This brings up a “more” button at the top from which you can make changes to that person – i.e membership status.

Q: How do I apply for a DBS clearance for a member?

Firstly you have to carry the role of Safeguarding Officer or Safeguarding Assistant, then follow the selection method in 1 above, under the “More” button you will have “apply for DBS”. Then go to the e-DBS system to make the application.

Q: I ran a filtered check of members the other day now I can’t see anyone on my members lists?

You have to remove the filter text otherwise it will remain in place for future sessions.

Q: How do I know which role allows the member to do what on the GMS system?

There is a Role Matrix spreadsheet which can be made available to you. Please request a copy the County Office at

Q: Do I always have to access the system going through

You should set up “my rugby” on which will tailor the website to give you information you need, however you will not always want to look at that, so yes, you can jump straight to GMS

See this link for the login sequence.

Q: Can I select a batch of members for renewal or do they have to be done one at a time

Providing they all hold the same membership type you can select by ticking each one on the list then under “more” select “buy membership” – NOTE: YOU SHOULD ENSURE THAT ANY UPDATES TO DETAILS ARE MADE – THIS IS NOT A SHORTCUT TO KEEPING OLD AND UNVERIFIED DATA. Only select by page not select all, otherwise it does not work.

Q: Can I remove any membership schemes I no longer require?

There is no function to ‘delete’ a membership scheme currently, this is by design. The reason we chose to not show this option was to try and maintain integrity of data while clubs get used to the new system. If you have schemes you do not want to use going forward then you simply need to edit the scheme and make it Inactive. This will mean that it’s then hidden from view when adding and renewing memberships.

To make a scheme inactive, navigate into Finance and then select the scheme (Tick) then Edit. The screen will appear as below with the field you need to edit highlighted.


Q. How do Coaches enrol for courses?

To do this individually, they must have GMS access and a Coach role.

Q. Can I see my sent mail?

Yes, under your “Personal details” and communication history.

Q. How many people can I e-mail in one go?

The limit has been removed so you should be able to mail the whole club.

Q I don’t have the ability to see all information I could on Rugby First

You may have 2 recorded records with some roles on each. Contact the County Office (at ), or GMS support to get the records merged, then you will have to select which login to use.

Q. I have Multiple Logins - Which do I use?

Multiple logins may be as a result of you having multiple records on the system. You will be able to select which one to use after successfully logging in via the login screen using one of your accounts, and see the following screen displaying the accounts linked to your RFU ID.


Q - I have role of M+Y Chair but can only see my own details

Unfortunately at the moment M+Y Chair cannot see club details or make reports - Something I have made the point on - You have to be given another role that permits viewing or amendment of data to see club detail. While Administrator is very high level access at the moment it seems the only way forward, other than Chairman, however Chairman will mean you get sent e-mails designated for Club Chairs only, and that is a Golden Role so can only be held by 1 person at a club.

Q - How do I set a coach against an Age Group

Give the person role of COACH or JUNIOR COACH, then go to organisation profile and teams, select the relevant team, then the team roles tab, then add coach. Input the name of the person (search) and select and save. The coach will then be able to access his/her team details and send e-mails to the team (only) - provided you have sent them the credentials. Remember for Youth teams to remove and reset the following season if the coach moves up with the players.