The RFU encourage all administrators to focus on the ‘quality and completeness’ of records held in the Game Management System that are linked to their organisation. Up to date, accurate records are key to maintaining any database. The email address is currently the key data field against a record that enables a user to receive communication and access GMS.
This guide steps through the process for club administrators to review their current data quality in GMS and provides steps on how to update email address data for existing individuals at their club focusing on adult players.
Step 1: Login to GMS and Navigate to the Player Management Module
Administrators with level ‘3’ or ‘5’ can login to GMS and choose the ‘Player Management’ module in GMS.
Step 2: Choose ‘Players’
Selecting the ‘Players’ menu here will take you to a list of Players at your club, you will then have the ability to ‘filter’ this list based upon specific criteria you may wish to view about your players.
Step 3: Assess the ‘Email Health’ of your Players
An ‘Email Health’ data column has been added to this grid. This enables administrators to identify records that require attention, this may be because the field is either blank, not unique or has not been verified.
Email addresses that are unique and have been verified by the user will appear as ‘Healthy’.
Definition of Email Health Status:
Healthy- Email has been verified by the individual.
Missing- No Email address exists for the individual's record.
Unverified- The individual's email address has been entered but not been verified.
Duplicate- If the email exists on another account and if it is the same individual player, then these accounts need to be merged into one account.
Step 4: Update Email Address or ‘Request Verification’ (can be done individually or in bulk for players)
An email address can easily be updated by a club administrator once the end user has provided this information. Administrators can select the record from the ‘Players’ grid and update the email field from within the ‘sliding panel’.
This email can be edited without needing to update any other missing fields within that record, a change that has been implemented to support administrators to manage their club’s data.
Should an email be up to date, administrators can request that the individual verifies that their email is valid by choosing the ‘Send Verification Email’ option when selecting a record from the grid.
Once an email has been added or a verification requested, the individual user will receive an email highlighting that their data has been updated and they will be requested to verify their email and also requested to login and check their details. Should that user have additional fields of data that are blank, they will be requested to update this once they have logged in to GMS.
When an individuals email has been changed (added, edited or verified), the Email Health Status (Missing or Unverified) will display as blank in the column on Player Grids until the daily refresh.
Administrators will be able to check the validity of their data via the ‘Player Management’ dashboard. This will be refreshed daily with updates based upon activity taken.
If you enter a players missing field such as Emails or DOB, then the relevant outstanding number displayed will be reduced automatically under the ‘Missing Player Data Panel’ see screenshot below. Click on the icon to refresh grids if not done so.
The ‘Email Health Status’ this will be refreshed following a daily update.