Who should attend the training sessions?
Club administrators responsible for registration, competitions, or communications should attend. Players and parents do not need to attend.
How long is each training session?
Most sessions are 1–2 hours. Virtual sessions allow time for questions and live demonstrations.
What if I miss a training session?
Recorded sessions, step-by-step guides, and video tutorials will be made available after each session.
Now that I have attended a training session, what are my next steps?
Rugby Canada/PlayHQ will be providing an updated club list of those who have attended a training session to all Provincial Unions. From there, your associated Provincial Union will be responsible for granting you administrative access to the platform.
Can players register via mobile?
Yes! PlayHQ is mobile-friendly and designed for a smooth registration experience on any device.
Will there be a PlayHQ/Rugby Canada app available in the app store?
Yes! We are excited for a customized Rugby Canada app to be available for all mobile users. Launch of the app will be the beginning of February.
What payment methods are supported?
PlayHQ supports major credit cards, Apple Pay, Google Wallet, and other local payment options.
Who do I contact for technical support?
For any issues or questions, email playhq@rugby.ca.
Does PlayHQ replace Sportlomo as our Registration and Event Management System?
Yes, the 2026 season will be transitioned from Sportlomo to PlayHQ as our Registration and Events Management System.
Will Sportlomo registration data migrate into PlayHQ?
Yes, the data from Sportlomo will be migrated over to PlayHQ. When players register for the first time in PlayHQ, they will go through the process of claiming their profile. PlayHQ will prompt a registrant to claim a profile based on a matching first name, last name, email and Date of Birth, etc.
Will the Rugby Canada/PlayHQ app and platform be available in French?
Yes, all platforms will be available in French. To switch languages in the admin portal, simply select language in the bottom left-hand corner.
How does the membership period work in PlayHQ, and what happens if a club opens registration early?
The membership season is still May 1st - April 30th each year. There is a grace period where if anyone registers between Jan - April, their membership will be active from the day they register (prior to the start of the season) until that April 30th date.
Please note, for 2026, registration on PlayHQ will not be available until Jan 1st, 2026 but clubs can set up their registration prior to then to be ready to go right on Jan 1st, 2026.
Will there still be a 12-week Membership available on PlayHQ?
Yes, Rugby Canada is still offering the 12-week membership and will be available on PlayHQ. The setup on PlayHQ will be on the programs side of the platform instead of the competition side with all the other temporary and full season memberships.
A registration with a 12-week program is members registering for a specific program that is being run by a club. It does not hold coverage for any other programming within the club or outside of the club besides the program that the member has specifically registered for.
Please note, there is no official “start” and “end” to the membership itself. Programs can run for a period of 12-weeks and a registration for the program will provide coverage to that member for the 12-week program.
This aligns with the membership definition which can be reviewed on Rugby Canada’s website here: 12 Week Membership – Canada Rugby Registration
For administrator access, PlayHQ recommends using personal email addresses for administrator access – why?
Admin accounts are linked to your participant account, which means you can log in to all PlayHQ portals using the same email and password. Admin accounts are also tied to individual names rather than roles. This makes it easier when there's turnover at your club. You can simply remove the old admin's access and add the new person without needing contact support to update account details or reset generic email passwords.
What are the transaction fees in PlayHQ?
All participant transactions across the platform via registration and shop matches the transaction fees that were setup on Sportlomo.
What payment methods are accepted in PlayHQ?
The following payment methods are available in PlayHQ at checkout. Standard credit/debit card, PayPal, Apple Pay (available when using Safari browser) and Google Pay.
What is the turnaround time for club payouts from PlayHQ?
Clubs will receive payouts from PlayHQ on a weekly basis.
Can clubs set up more than one bank account for deposits?
Clubs can add multiple bank accounts to PlayHQ. To enable this, please reach out to Rugby Canada support.
Can clubs sell merchandise in PlayHQ?
Yes, clubs can set up and sell merchandise in PlayHQ. Merchandise products can be sold via the shop or a clubs registration links. More information can be found here.
For merchandise sales, do clubs need to source their own suppliers, or is this handled by PlayHQ / Rugby Canada?
Clubs will need to source their own supplier for any merchandise sold in PlayHQ.
Can we accept offline (cash/cheque/e-transfer) payments?
Rugby Canada and Provincial fees will always be via the PlayHQ platform. We strongly encourage all clubs to utilize the platform for their respective portions of the registration fee as well.
Is tax applied universally across all fees, or can it be enabled or disabled for specific categories (e.g., age-based exemptions)?
If a club has set up their tax details, they can select which items in PlayHQ tax will be applied.
Regarding membership fees, do monthly installments include Rugby Canada and provincial fees?
No, monthly instalments is only an option for club fees at this point in time. Any Rugby Canada or Provincial Union membership fees will be paid in full at the time of registration.
If a club sells merchandise on PlayHQ, can these fees also be paid via installments?
No, only club registration fees are available for payment via instalments at this stage.
Do vouchers and discounts exist within PlayHQ and can they be applied to Rugby Canada and Provincial fees?
Yes, discount codes (known as vouchers in PlayHQ) will be available however, clubs can only create discounts and vouchers for their portion of the fees. Rugby Canada and the Provincial Union would be responsible for their own discount codes/vouchers for their respective fees if applicable.
Can clubs collect additional levies beyond standard player dues (e.g., volunteer bonds, capital fund fees)?
Yes, clubs could use the shop functionality to collect additional fees beyond player fees. The shop has the functionality to create a product or a payment requests.
Can a registration be completed and paid later by a third party (e.g., community organizations)
No, at this stage only the registrant themselves can complete and pay their own registrations. However, clubs can set up vouchers and discounts in the system for participants to apply at checkout for club fees.
Can a registrant register for multiple roles? Eg, player and coach
Yes, you can register for multiple roles in PlayHQ. You can only register for one role at a time. A registrant will only ever be charged for the highest membership fee for the Rugby Canada and Provincial Union fees.
Will registration fees be discounted to a member if they already hold a registration within the current season?
Yes, if a registrant registers for an additional role and/or upgrades from a temporary to a full season membership, PlayHQ will automatically recognize this and discount the registration fee for Rugby Canada and the Provincial Union where applicable. Club fees are not included and will not ever be discounted.
However, temporary memberships will not be discounted if a member registers with more than one.
Will transfers and dual registrations be a feature available on PlayHQ?
Yes, this will be available with all the same functionality/approval pieces as on Sportlomo. Note, on PlayHQ dual registration is called and known as “permitting”. More information will be available in future training sessions when we dive deeper into the competition management side closer to the start of the competition season.
Will permitted (dual-registered) players be visible to clubs?
Yes, clubs will be able to see all the players who have a dual registration to their club. The club will also be required to approve a permit request prior to the member showing up on a team’s list.
Can a club setup terms and conditions into registrations?
Yes, clubs can add their terms and conditions to their registrations. The video here highlights how you can set up these terms and conditions.
How are players placed into the correct age groups when registering?
Players will only be shown the age categories they fit into at registration based on their date of birth. From here, players can select the fees relevant to them based on Rugby Canada and your Provincial Unions age banding. Players not born within a Membership categories age band, will not be able to complete their registration.
Can clubs set limits on registration numbers for specific age groups or programs?
Yes, clubs can set up limits for each age group in PlayHQ. More information can be found here.
Will teams be automatically generated from registrations, or are clubs required to create and submit their own teams into the appropriate grade?
Clubs will need to create their teams in PlayHQ. This is a quick and easy process. The video here walks through this process.
Can clubs run camps such as clinics, or non-season programs in PlayHQ?
Clubs can use the program functionality in PlayHQ to set up any events they run at their club for their members. It is important to note that this is in addition to registration and does not act as a substation for registration/membership.
Regarding admin access at the club level, do we need to give coaches and team managers full admin access to our club?
You do not need to give these role types full admin access of your club. In Play HQ you can grant team managers and coaches team management access which grants them access to their team only. More information will be available in future training sessions when we dive deeper into the competition management side closer to the start of the competition season.
Does PlayHQ offer a website integration option, and what does it cost?
Clubs can set up a website which is fully integrated with PlayHQ. All the information clubs need about websites including pricing can be found in the admin portal when admin access is provided to you from your Provincial Union.
PlayHQ is currently offering:
Regular Price: $34/m billed annually at $408 - plus applicable taxes
Early Bird: $319 upfront payment + 3 months free - plus applicable taxes
Will blue cards be managed in PlayHQ?
Yes, blue cards will be managed in PlayHQ. More information will be available in future training sessions when we dive deeper into the competition management side closer to the start of the competition season.
Will referees be managed in PlayHQ?
PlayHQ will have an integration with a referee management system. More information will be available in future training sessions when we dive deeper into the competition management side closer to the start of the competition season.
How are international players managed in PlayHQ?
PlayHQ does not initiate or replace the sanctioning process. International teams attending Canadian tournaments must still follow existing manual sanctioning procedures. International players coming to play with a member club must still go through the clearance process outlined by their union prior to registering and being allocated to a team. This process is still outlined here for review: Inbound player clearances & Outbound player clearances.
NOTE : D’autres formations seront offertes dans la nouvelle année (formation « Registration Ready » en janvier et formation « Competition Ready » – dates à déterminer).
Introduction to Admin Portal