Admin Guide to Clearances and Permits /

Product/Service: MySideline Admin
Permission Required: Club Admin or higher

Clearances (Transfer) and Permits are required to facilitate movement of Players and Referees between Clubs.  This page will take you through how to request and/or action Clearances and Permits.  If you need more information, check out the National Clearance and Permits Policy and What is the difference between a Clearance and a Permit? articles.

 

How to Request a CLEARANCE (Club level only)

If a Player/Referee is transferring Clubs, the TO Club needs to apply for the Clearance.  The FROM Club (and other relevant levels of admin) will need to approve the Clearance before the Player/Referee can then complete their registration to their new Club.

A Player can also request a Clearance themselves via an online submission process.  When they attempt to register to a different Club than one they previously played for, they will be prompted to lodge a Clearance.  The Participant process is outlined here: How do I change Clubs? (Players and Match Officials only).

Club Administrators can lodge a Clearance Request by:

Step 1 - Log in to admin.mysideline.com.au

NOTE: if you have access to more than one Club in MySideline (e.g. a Junior and Senior Club), ensure you are logged in to the correct one.  This will save you accidentally entering a Clearance to the wrong Club!

Step 2 - Navigate to the the Clearances/Permits tab (found under the Member Management section).

Step 3 - Click the green + REQUEST CLEARANCE/PERMIT button.

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Step 4 - You now search the Member's Name, or click the More/Less Search Options to search using their NRLID, Mobile Number, or Email Address.

Enter the relevant information into the search field and click the associated SEARCH button.

  • Search by Name - if you know the EXACT First and Last Name of the Participant, you can enter it into the relevant fields.  Make sure to include any hyphens.
  • Search by NRLID - if possible, searching by a correct NRLID is the quickest way to find a Member.
  • Search by Mobile Number or Email Address - you may not locate a Member, or may locate an incorrect Profile depending on the details in that Member's record.
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Step 5 - Results of your search will show in a table below.  Click to select the relevant Member record to request a Clearance.

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Step 6 - A new page will open so you can request the Clearance.  You now need to complete the required fields:

Type - Leave this with "Clearance" selected (default)

Member Type - Select the Member Type the participant will be registering to your Club as (e.g. Player Tackle, Player LeagueTag, or Referee).  The "FROM CLUB" details will populate once you have selected a Member Type.*

Reason - Add a reason for why the Member is wanting to transfer to your Club.  This helps the FROM Club know why the Member is leaving their Club.

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* If the FROM Club is different to the Club mentioned by the Member as their previous Club, make sure to double check you are requesting the CORRECT Member for this Clearance.

Step 7 - When you have completed the required fields, click the green + REQUEST button at the top of the page.

Step 8 - The Clearance Request record can now be found in the table on the Clearances/Permits page.  You can click into the Request record to check its progress.

Remember: a Clearance is NOT complete until the Member completes the registration form to your Club!

 

How to Request a PERMIT (Club level only)

If a Player/Referee requires "dual registration" to a secondary Club, the TO Club can apply for a Permit.  The PRIMARY Club (and other relevant levels of admin) will need to approve the Permit before the Player/Referee is eligible to play or train with the secondary Club.

NOTE: Permits are NOT available between all Clubs, e.g. Permits are not available for interstate Clubs.  Check your Local Association rules or the National Clearance and Permits Policy for more information.

A Player CANNOT request a Permit themselves.  This process is managed between the Clubs and Associations.

IMPORTANT: the Player must be registered in their Primary Club BEFORE a Permit can be requested.

Club Administrators can lodge a Permit Request by:

Step 1 - Log in to admin.mysideline.com.au

NOTE: if you have access to more than one Club in MySideline (e.g. a Junior and Senior Club), ensure you are logged in to the correct one.  This will save you accidentally entering a Permit to the wrong Club!

Step 2 - Navigate to the the Clearances/Permits tab (found under the Member Management section).

Step 3 - Click the green + REQUEST CLEARANCE/PERMIT button.

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Step 4 - You now search the Member's Name, or click the More/Less Search Options to search using their NRLID, Mobile Number, or Email Address.

Enter the relevant information into the search field and click the associated SEARCH button.

  • Search by Name - if you know the EXACT First and Last Name of the Participant, you can enter it into the relevant fields.  Make sure to include any hyphens.
  • Search by NRLID - if possible, searching by a correct NRLID is the quickest way to find a Member.
  • Search by Mobile Number or Email Address - you may not locate a Member, or may locate an incorrect Profile depending on the details in that Member's record.
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Step 5 - Results of your search will show in a table below.  Click to select the relevant Member record to request a Permit.

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Step 6 - A new page will open so you can request the Permit.  You now need to complete the required fields:

Type - Select "Permit". (Start & End Date fields will appear after Permit is selected)

Start Date - The Date you want the Permit to start.  Regardless of Start Date, the Member CANNOT play for the secondary Club until the Permit is overall approved.

End Date - The Date you want the Permit to End.  Date must be within the current season.

Member Type - Select the relevant Member Type for the participant (e.g. Player Tackle, Player LeagueTag, or Referee).  The "FROM CLUB" details will populate once you have selected a Member Type.*

Reason - Add a reason for the Permit.  This helps the FROM Club know why the Member needs "dual-registration".

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* If the FROM Club is different to the Club mentioned by the Member as their previous Club, make sure to double check you are requesting the CORRECT Member for this Permit.

Step 7 - When you have completed the required fields, click the green + REQUEST button at the top of the page.

Step 8 - The Permit Request record can now be found in the table on the Clearances/Permits page.  You can click into the Request record to check its progress.

 

How to action a Clearance or Permit (Approve or Decline at any level)

Clearances and Permits should be actioned as soon as possible, as they should be completed within 10 days of lodging.*

*IMPORTANT NOTE - some Associations have rules in place for the start of the season allowing existing Members to register before accepting transfers.  Make sure to check with your Association if there are such rules in your area.

Step 1 - Log in to admin.mysideline.com.au

Step 2 - Navigate to the the Clearances/Permits tab (found under the Member Management section).

Step 3 - If required, use the Search field or FILTERS options to narrow down the results in the Clearance/Permit list.

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Step 4 - Click to select and open the relevant Clearance or Permit.

Step 5 - Check the Clearance/Permit as required, for example:

  • Is the Member a Defaulter?
  • Is this Clearance/Permit allowed under relevant Local Rules?

Step 6 - Update the Status and add Notes:

STATUS: Approved - you approve this Clearance/Permit

STATUS: Declined - you MUST have a valid reason to decline a Clearance/Permit.  You can generally come back to update this status if circumstances change.

NOTES - include the name/initials of the person who actioned the clearance/permit, and ensure to add additional notes if you are declining.

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Step 7 - Click SAVE to confirm your Approval/Declined Status.

IMPORTANT if you are the TO CLUB: if the participant has requested the Clearance, the TO Club must wait for all other levels to approve the Clearance before they can action the Clearance.

 

 

FAQs

Can I update/change the Status of a Clearance/Permit?

This depends on a few factors.  Check the list below for your circumstances:

  • I clicked DECLINED, but I meant to APPROVE - If the overall Status still says "PENDING", you should still be able to update your own Status.*  You may want to advise the Member about the "Declined" mistake as they would have been notified!
      • *NOTE: If you are the TO Club and accidentally click Decline, you may need to Contact Support to reopen the Clearance/Permit.
  • My level is APPROVED, but it should be DECLINED - You can update your Admin level's to Declined up until all levels have been actioned, or until the Clearance has a Declined Status.
  • The Clearance/Permit has been actioned at ALL Admin levels - you will NOT be able to update the status.  To update this specific Clearance/Permit, you will need to Contact Support.

 

What do the different Statuses mean?

Pending: the Clearance/Permit is still awaiting action by at least 1 level of Admin approval.

If a Clearance is still Pending, make sure to check if there are any Clearances requiring your action.

Awaiting Participant Registration: The Clearance is Approved by at all levels and is awaiting completion of the registration form by the Player/Referee.  This is not applicable to Permits.

Approved: The Clearance/Permit is approved and the Member has registered.

Declined: This Clearance/Permit has been Declined.

 

How do I know if a Clearance is complete and the Player/Referee has registered?

There are a couple of ways to check if the Clearance is complete:

  • The Clearance Status will say Approved.
  • The Member will be active in your My Members list (under Member Management).

 

How do I know if a Permitted Player is active in my Club?

To check if a Permitted Player is active in your Club:

  • The Permit status in the Clearance/Permit list will say Approved.
  • The Member can be searched in the My Members list using "Search by Name" or "Search by NRLID/Mobile/Email" search options.
  • Run the Clearance/Permit Report to check the Members and their relevant Permit Dates to see when they should be active.

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Help! I actioned a Clearance but it's not saving!

Was the Clearance initiated by the PARTICIPANT, and are you the TO CLUB?

If you answered YES to the above, then you will need to wait until all other Admin levels have actioned the clearance before you can Approve it.  The Status will then change to "Awaiting Participant Registration" until the Member has registered, before finally updating to Approved once registration is complete.

 

 

RELATED ARTICLES

National Clearance and Permits Policy

Clearances and Permits - Best Practice

What is the difference between a Clearance and a Permit?

International Clearance

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