Each club and conference has an established account, and Upstate NY pre-loaded the primary contact from last season (2022-2023) in the system for each account. The primary contact can log into Match Facts and follow the rest of the process.

​

If you’re working with Upstate NY for the first time or your old primary contact is no longer associated with the club/conference, please contact Matt Lake at nystaterugbyrefs@gmail.com to request establishing/updating of the account’s contacts.

Officer Responsibilities and Instructions

Primary contacts must ensure the following procedures are done for their club.

​

1. Update Contacts

• Anyone who has the role “Membership Officer” can add others and can assign them roles.
• Login to Match Facts. Go to the “Organization” view by clicking in the top left of the page (as opposed to your personal section).
• Go to MEMBERS
• Click “Add member”.
  Each club must have at least 2 members, and there is no maximum number of members.
• Enter name and email  – Your new member then will get an email to complete their registration.
  • WHAT WE DON’T NEED:
    • Date of birth
    • Gender
    • Postal address​​ for every member
  • WE DO NEED:​
    • Club Treasurer’s contact information that includes:
      1. Email address
      2. Phone number
      3. The club’s correct postal address for BILLING
    • Club President’s contact information that includes:
      1. Email address
      2. Phone number​
• At this point, members with the “Membership Secretary” role can assign the new member roles.​
  • Members can have more than 1 role
    e.g. one person can set as President and as Treasurer.
  • A single role can be assigned to multiple people
    e.g. both the Treasurer and the President might want the “Treasurer” role so they both get invoices.
• Please clear out any members who are no longer involved in your club’s administration.
• FOR CONFERENCES ONLY
  • You also need to update your contact list with a name and email address for the following three roles:
    • Leader (president, commissioner, czar, whatever your conference calls it)
    • Treasurer
    • Chair of Disciplinary Committee

2. Enter your playing venue (or venues)

• In the Organization section, go to GROUNDS
• Put in your field’s name and address. This needs to be able to generate a close enough location for GPS.
• For venues with multiple fields (e.g. Fort Adams or Union Point) use the option to “add fields”.
  • If you don’t, the system will only accept one game per time slot 

​

Let Matt Lake know that you have done the above and he will enable your team to input fixtures

​

3. Enter Requests

• Go to MATCHES, and click the little arrow at the right side of the “add new match” button.  
• Select game or tournament
  • INDIVIDUAL GAMES
    • Select your competition (Empire GU, Liberty Conference, NCR, etc.)
    • Select division
    • Select round (2024)
    • Select field 
    • Enter time/date/opponent details
  • TOURNAMENTS
    • Select your competition (Empire GU, Liberty Conference, NCR, etc.)
    • Select division
    • Select round (2024)
    • Select field 
    • Enter time/date/opponent details
    • Update the Notes section with the following information
      1. # of Matches per day
         1 referee can cover up to 6 matches of 7s
         Multiple referees will need to be allocated as # of games increase: 2 for 12, 3 for 18, etc.​
      2. # of teams
      3. Type of match: 7s or 15s or 10s
      4. Turf or Grass & # of Fields
• PROOFREAD DETAILS. You are responsible for the accuracy of your entries.
• Hit “save”
• Your games will show on our schedule as “pending”, until approved by the Society.
  • Teams that have unpaid bills will remain pending until cleared by our treasurer.
  • If your game(s) don’t change from pending to future in 48 hours, please contact Matt Lake

​

4. Communicate with assigned referee(s)

• When an assignment is made, team’s contact(s) will receive an assignment email; Save for your records.
• The referee assignment from Match Fact includes:
  • Details you entered about the match
  • Referee’s contact information​​
• Once notified of an assignment, CONTACT THE REFEREE(S) DIRECTLY:
  • Confirm the match details.
  • Exchange phone numbers so in the event of changes or a cancellation you can communicate effectively.​