Player registration hub
Fees, payment plans, medical info and kit sizes on top of your Rugby Xplorer or MySideline rego.
Rugby club software: registrations, sponsors & game day
Rugby clubs: players, sponsors and game day sorted. More rugby, less chasing.
Rego fees chased into round five, sponsors tracked in a spreadsheet nobody trusts, the draw shared as a screenshot in six group chats and the canteen roster held together by guilt. We build club, sponsor and game day systems for rugby clubs that all talk to each other, then we host them and look after them.
Looking for rugby club software that handles players, sponsors and game day?
A rugby club is a sporting body, a small hospitality business, a fundraising machine and a volunteer workforce all at once. Minis on Sunday, seniors on Saturday, women's sevens midweek and a presentation night to sell out. Most clubs run it on Rugby Xplorer or MySideline for rego, a sponsor spreadsheet on the treasurer's laptop, Facebook for news and a few hundred messages a week in team group chats.
Wollopit builds custom rugby club software around how your club actually runs. Player details, fees and clearances in one place. Sponsors get their own portal showing what they paid for and what they got. Game day info lives on one page that updates when a field gets moved. Volunteers pick their own shifts and Blue Cards don't expire unnoticed. We connect the tools you already use and look after the lot on our own servers, so the committee can get back to the footy.
01The problems
What we hear from rugby clubs
Does your rugby club have these problems? Here's how we'd fix them.
Most rugby clubs run on a handful of legends doing three jobs each. It holds, right up until the registrar moves interstate.
- The problemRego fees chased all seasonPlayers are on the team sheet by round one and still haven't paid by round six. Someone has to have the awkward chat at training.How we fix itOnline fees with payment plans, automatic reminders and a clear unpaid list for each team manager. Nobody takes the field unfinancial without you knowing.
- The problemPlayer info in three placesThe national platform has the rego, the coach has a spreadsheet and the medical forms are in a manila folder in the clubhouse.How we fix itOne player record pulled from Rugby Xplorer or MySideline, with emergency contacts, medical notes, fees and kit sizes the right people can see.
- The problemSponsors live in a spreadsheetWho paid, who's due to renew, whose logo goes on the shorts and who was promised a table at the long lunch. Nobody's quite sure.How we fix itA sponsor system with packages, invoices into Xero, renewal reminders and a checklist of every benefit you owe each sponsor.
- The problemSponsors can't see what they gotRenewal time comes round and the sponsor asks what they actually got for their money. You scramble for photos.How we fix itA sponsor portal showing their logo placements, social posts, game day mentions, function seats and player appearances all season.
- The problemThe draw lives in screenshotsKick-off times, fields and away venues get shared as a photo in six group chats. One change and half the parents go to the wrong ground.How we fix itOne game day page for every team with times, fields, maps and gear notes. Change it once and everyone gets an SMS or push.
- The problemWet weather calls cause chaosCouncil closes the fields at 6am and the president spends the morning ringing coaches.How we fix itOne tap marks a fixture or a whole ground off. Players, parents, refs and canteen volunteers are told straight away.
- The problemSelection by group textCoaches text around to find out who's available, then post the team on Facebook and the bench player didn't see it.How we fix itAvailability ticked by players, team sheets built by coaches and published to the squad with positions and meet times.
- The problemVolunteer gaps every SaturdayCanteen, gate, BBQ, ground marshal and touch judge duties all need bodies. The same five parents do it every week.How we fix itVolunteer rosters where families pick shifts, swap them and get reminders, with a fair-share tally across the season.
- The problemBlue Cards and quals expire quietlyWorking with Children checks, sports trainer tickets, first aid and coaching accreditations lapse without anyone noticing.How we fix itA compliance register with expiry alerts so nobody coaches or runs water without current checks.
- The problemInjuries logged on paperA head knock in the under 14s gets written on a scrap of paper and the return to play date is a guess.How we fix itInjury and concussion records with return to play stages, sign-offs and alerts to the coach before selection.
- The problemFunctions paid in cash at the barPresentation night, the sponsors' lunch and old boys' day sold with a cash tin and a list on the fridge.How we fix itOnline tickets and table bookings with dietary notes, seating plans and takings reconciled into Xero.
- The problemKit orders by spreadsheetPlaying socks, training tops and hoodies ordered by form, chased for money then sorted on the clubhouse floor.How we fix itAn online club shop with sizes, pre-order windows, payment up front and pick lists for each team.
02What we build
Solutions
What we build for rugby clubs. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Team manager dashboards
Squad lists, unpaid fees, availability and contacts for each team on the manager's phone.
Availability & selection
Players tick in or out for the weekend, coaches build team sheets and publish them to the squad.
Game day pages
Every team's kick-off, field, opposition, venue map and gear notes on one page that's always current.
Washout & change alerts
Cancel a fixture or close a ground in one tap and SMS everyone who needs to know.
Sponsor management
Packages, contracts, invoices to Xero, renewal dates and a checklist of every benefit owed.
Sponsor portal
Each sponsor logs in to see their exposure, photos, posts and the season's report card.
Volunteer rosters
Canteen, gate, BBQ, ground marshal and touch judge shifts picked and swapped by families.
Compliance register
Blue Cards, WWCC, first aid, sports trainer and coaching accreditations with expiry alerts.
Injury & concussion log
Incident reports, return to play stages and medical clearances linked to selection.
Functions & ticketing
Presentation night, sponsor lunches and reunions with tickets, tables and dietary notes.
Club shop & kit orders
Playing gear, training wear and merch with pre-order windows and team pick lists.
Canteen & bar
Menus, price boards, stock counts and takings reconciled with your Square or Lightspeed POS.
Members & old boys
Social memberships, life members and past player lists with newsletters and event invites.
A club website that scores
Hand-built, quick on mobile, with live fixtures, results, sponsors and rego links up front.
03The systems
The big ones
Your whole club, on one system.
These are the systems rugby clubs ask us about most. Each one stands on its own and they get properly clever when they're joined up.
Players & registration
Every player paid up, cleared and ready to run on.
Your national rego platform handles the insurance side. We build the club bit around it: fees, payment plans, medical details, kit sizes and clearances in one player record. Team managers see who's unfinancial before the bus leaves.
- Player records synced from Rugby Xplorer or MySideline
- Club fees with payment plans
- Automatic payment reminders
- Sibling and family discounts
- Medical and emergency contacts
- Kit sizes for every player
- Unpaid lists per team manager
- Juniors, seniors, women's and sevens
- Clearances and transfers tracked
- Fees reconciled into Xero
Sponsor portal
Sponsors who can see what they paid for.
Every package, contract and promise sits in one place, with invoices going straight into Xero. Sponsors log in to their own portal to see logo placements, social posts, game day mentions and function seats. Renewal is an easy conversation when the proof is already there.
- Gold, silver and bronze packages
- Contracts and renewal dates
- Invoices straight into Xero
- Benefit checklist per sponsor
- Logo files and artwork in one place
- Sponsor login to their own portal
- Photos and posts featuring their brand
- Function tables and seats allocated
- End of season report card
- Renewal reminders ahead of time
Game day hub
One page for game day. Changed once, seen by everyone.
Every team's kick-off, field, opposition and venue map sits on one live page. When council closes the grounds or a fixture moves, you change it once and players, parents, refs and volunteers get an SMS. Coaches build team sheets from player availability instead of forty texts.
- Live fixtures for every team
- Fields, venues and Google Maps links
- Player availability each week
- Team sheets with positions
- Meet times and gear notes
- One-tap washouts and ground closures
- SMS and email alerts
- Results and ladders on the website
- Ref and touch judge allocations
- Game day run sheet for the committee
Volunteers & compliance
Rosters filled and every check current.
Families pick their own canteen, gate and BBQ shifts, swap them when they can't make it and get reminded the night before. Behind it sits a register of Blue Cards, first aid and coaching quals that warns you well before anything expires.
- Canteen, gate, BBQ and bar shifts
- Ground marshal and touch judge duties
- Families pick and swap shifts
- Reminders the night before
- Fair-share tally across the season
- Blue Card and WWCC register
- First aid and sports trainer tickets
- Coaching accreditations
- Expiry alerts to the committee
- Injury and concussion records
Functions, shop & canteen
Presentation night, kit orders and the canteen without the cash tin.
Sell tickets and tables for every club function online, with seating and dietary notes sorted before the night. Kit and merch orders get paid up front with pick lists per team. Canteen and bar takings flow from your POS into Xero.
- Tickets and table bookings
- Seating plans and dietary notes
- Sponsor and life member allocations
- Raffles and auction items
- Club shop with pre-order windows
- Pick lists per team
- Canteen menus and price boards
- Takings from Square or Lightspeed
- Everything reconciled into Xero
- Old boys and member invites
04How it changes
Before and after
A home game, wolloped.
Here's how a home round Saturday could change. Every club runs differently, so we map yours first.
Before
- Council closes Field 3 at 6am and the president starts ringing coaches
- The draw goes round as a screenshot in six group chats
- Coaches text all week to find out who's available
- Canteen is two volunteers short at kick-off
- Gate takings counted from a cash tin after dark
- The jersey sponsor asks what they got this year
After
- Mark Field 3 closed in one tap and everyone gets an SMS
- One game day page shows every team's time and field
- Players ticked availability and team sheets are published
- Families filled the canteen roster during the week
- Gate and canteen takings land in Xero on their own
- The sponsor's portal already shows their season's exposure
05Services
Everything under one roof
Software, websites and systems for rugby clubs.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for rugby clubs
Built around how your rugby club actually runs: player registration hub, team manager dashboards and the admin in between, in one system you own.
Websites for rugby clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Rugby club system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for rugby clubs
Availability & selection and game day pages: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Rugby Xplorer, MySideline and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your rugby club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the platforms your club relies on, work alongside the national rego systems and replace the spreadsheets holding you back.
- Rugby Xplorer
- MySideline
- Stripe
- Xero
- MYOB
- Square
- Lightspeed
- Mailchimp
- Twilio SMS
- Google Calendar
- Google Maps
- YouTube
- Canva
- Humanitix
- Eventbrite
- Shopify
- Hudl
- Microsoft 365
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your rugby club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit in on a committee meeting, stand at the gate on game day and talk to coaches and the canteen crew to find what's really wearing people out.
- 02
Archi-tech
We plan it before writing code: your teams, players, fees, sponsors, volunteers, functions, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before round one.
- 04
Look after
We host it, maintain it and keep improving it season to season. When something breaks you call the people who built it.
08Questions
FAQ
Things rugby clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Do we have to stop using Rugby Xplorer or MySideline?
No. Players still register and get insured through the national platform. We build the club side around it, pulling player details across where we can, so you're not typing everything twice.
Can sponsors see the value they're getting?
Yes. Each sponsor gets a login showing their logo placements, social posts, game day mentions, function seats and a report card at season's end. It makes renewals a lot easier.
Can it handle juniors, seniors and women's teams together?
Yes. Every team, age group and competition sits in one system with its own fees, managers, fixtures and rosters, so the whole club runs from one place.
Can volunteers swap their own shifts?
Yes. Families pick shifts, swap them with each other and get a reminder the night before. You see the gaps early instead of at kick-off.
Will it track Blue Cards and coaching quals?
Yes. We keep a register of Working with Children checks, first aid, sports trainer tickets and coaching accreditations with alerts well before anything expires.
How much does a rugby club system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and the club owns what we build.
How long does it take?
Smaller jobs like game day pages or a sponsor portal can be quick. Bigger systems are planned in stages so you get the first win early, ideally before the season kicks off.
Our committee changes every year. Will the next lot cope?
That's a big reason clubs do this. Everything lives in the system instead of one person's laptop, so a new registrar or treasurer can pick it up with proper logins and handover.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most rugby clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a rugby club problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.