Game Management System (GMS) help page.Dorset & Wilts

If you need training on GMS please contact David Wookey 

We will arrange a visit/training session or call to assist your requirements. Dave Wookey is a RFU GMS Trainer and can come to your club and run sessions for your administrators to help.

If you experiencing problems and require help please check out the frequently asked Questions below. If you have any issues you can contact Dave Wookey at

Further information can be found on the RFU GMS Hub pages

FAQs - updated 5 October 2018

How can I get a known person into my clubs GMS when I can't search outside of club?
How can I send everyone a login?
How can someone renew their membership on-line?
What do I do to Cleanse my clubs Data?
How do I avoid creating duplicates
Parents are inserted as Duplicate records - How can i avoid this?
Which duplicate to I keep and how
Why can't I merge some records
Membership remains set at Pending after membership purchased.
If I inadvertently make someone a member and pay the fees on GMS can I remove this error?
Any updates to the system?
Is there a facility to search by name?
How do I apply for a DBS clearance for a member?
I ran a filtered check of members the other day now I can’t see anyone on my members lists?
How do I know which role allows the member to do what on the GMS system?
Can I remove any membership schemes I no longer require?
How do Coaches enrol for courses?
Can I see my sent mail
How many people can I e-mail in one go?
I don’t have the ability to see all information I could on Rugby First
I have Multiple Logins - Which do I use?
I have role of M+Y Chair but can only see my own details
How do I set a coach against an Age Group

GMS Contact info

D&W IT Support

Dave Wookey


Chris Burton

GMS User Guides

Data Security Policy statement from the RFU and why do you need e-mail and DoB

Please see below information about RFU’s stance and reasoning on the collection of data and the RFU’s use of information entered by Clubs.

Collection Of 5 Key Pieces Of Data

We have a responsibility to hold accurate data on the individuals we have on the database and if the individual changes their own personal details or requests us to do so we are obliged under the DPA to do it. This would be impossible if we had duplicate entries for the same person i.e. if they already had an account or had previously been a member at another club. This also includes holding the correct marketing flags for an individual, having a single version of an individual on the database ensures we hold the correct ‘opt in’ and ‘opt out’ settings for that person.

Because the majority of records are created by club volunteers and the need to keep individuals personal details private, duplicate records are created on the system and a process needs to be put in place to help match and merge records if duplicate are identified. This is particularly important to be able to identify those individuals who are subject to actions such as safeguarding bars.

To undertake the deduplication process and match any new records to existing records for the same person (if they exist) we require 5 pieces of information and they are First Name, Last Name, Post Code, Date Of Birth and Email Address and these are mandatory across all RFU systems, not just GMS.

Marketing Messages

When a new member is added to GMS they are automatically opted out of the commercial mailings unless they opt in, either online themselves or by ticking the relevant box on a form.

The current wording on GMS does allow the RFU to contact individuals with non-commercial/rugby related emails if we hold their data for a specific rugby reason on the database and the mailing is related to that. So if somebody has the role of Coach or a coaching qualification we can contact them if there is an important message relating to coaching that we need to distribute e.g. new concussion protocols, DBS changes. These communications will never be of a commercial nature.

Being just a member at a club does not fall under rugby regulations so would not receive emails for that reason however if they request their usernames/password the system needs to be able to send them that email.

The communication aspects of the DPA is primarily written for direct marketing and commercial communications and the RFU are committed to not sending such emails unless the user opts in (see below) for these mailings. Every record on the system has a username and password associated to it and can log in to or GMS to amend their own preferences.

 Again, it is in each club's interests to be able to identify those who are subject to sanctions such as safeguarding bars.

Further Information and their data protection principles can be found at the website of the Information Commissioners at