All player transfers and permits for Masters, Opens and Youth National Tournaments are processed online through Sporty.
To be eligible to compete in these tournaments, players must be registered with their association. Registrations will appear in a Pending state until approved by an association administrator.
During the approval process, the system checks whether the player has been registered with another association within the last two years. If a current or recent registration is identified, the system will prompt the administrator to initiate a transfer or permit request as required.
Transfer and permit requests are submitted by the association the player wishes to join and must be approved or declined by the association the player is leaving (or coming from).
All club administrators with Database Admin access will receive email notifications when:
- A new transfer request is submitted (sent to the administrators of the leaving club).
- A transfer is approved or declined (sent to the administrators of the requesting club).
If you do not wish for emails to appear in your inbox, you can create a 'rule' in your email account to automatically move each email into a specific folder.
Note: Anyone who has Database Admin access can approve/decline the transfer.
If a player registers with multiple associations using different personal details, the system may not recognise them as the same person. If the details are corrected, the system will match the records and automatically trigger a transfer. See the Late Player Transfer/Person Match support article for a detailed explanation of this.
This article includes:
Request a Transfer/Permit
Transfers and permits can be requested either via Online Registrations or, if enabled, by clicking into an individual's record in SuperCRM. Both processes are functionally identical. By approving the registration of a player that has already registered with another association in the last two years, the system will prompt you to request a transfer/permit.
Online Registrations
All players who register will appear in Online Registrations with the status of Pending. This status will remain as Pending until the association administrator approves their registration. This will change their to Active, or if a transfer is required, will invoke the transfer process.
From the Dashboard, click the Online Registrations tile and navigate to the folder with the Nationals Registration form for the appropriate season.
In the database of registered players. Click the green + button to approve the player.
If no transfer is required, the player will change to a Status of Active.
If the system recognises the player is currently registered with another association (or has been within the past two years) a pop-up will appear:
If you click Request Transfer the following message will be displayed and system will email the home association the player is registered to with a transfer request:
If you click Request Permit the following message will display and the system will email the home association the player is registered to with a permit request:
Note: Once a transfer/permit is requested, the status of the player in your database will display as Transfer Pending.
When the "home" association (the player is currently registered with) receives the request email, they are prompted to approve or decline the transfer. If the transfer is declined, they are required to enter a reason.
When the association approves the request, an email is then sent to the association requesting the transfer to notify them it was approved or declined.
If the "home" association of the player fails to take any action within seven days, the transfer request will automatically be approved to the requesting association.
The seven day calculation is inclusive of the day that the transfer is requested and the day that the transfer would be automatically approved e.g.
- Day 1 - 01/01/2026 - Transfer requested
- Day 2 - 02/01/2026
- Day 3 - 03/01/2026
- Day 4 - 04/01/2026
- Day 5 - 05/01/2026
- Day 6 - 06/01/2026
- Day 7 - 07/01/2026 - Transfer auto approved
If you are dissatisfied with the response from the home association, please escalate the matter to Touch NZ.
TeamBuilder
Any player who registers will appear in TeamBuilder will be highlighted in red with an ! beside their name. This status will remain as ! until a association administrator approves their registration changing this status to a tick. Each player needs to be approved before being eligible to play.
1. From the Dashboard, click the TeamBuilder tile and navigate to the National competition for the appropriate season.
2. Click into the appropriate team.
3. Click the !.
SuperCRM
To request a player transfer from the SuperCRM, search for the player in SuperCRM, click into their profile, then to the Registrations tab, then click the green + button to approve. This will invoke the transfer process. See this article for more details.
Monitor Transfers
When a transfer is made, the database administrators of the association which the player is leaving will receive an email.
Player Transfers – Summary View
In Online Registrations click the transfer icon located next to your player database to open the Player Transfers Summary view. This shows the status of all pending and completed player transfers for your association in that season.
This view is colour coded to make it easy to see which players require action.
The player's name appears first. Click the players name for the Player transfer – detailed view.
If the player has registered with a 'Preferred Name', their name will be displayed in this format:
- FirstName (Preferred Name) Last Name
All associations impacted by the player request are listed.
- The name of the association will appear in Green if transfer approval is still required
- The name of the association will appear in Red if transfer/permit was declined
- The name of the association will appear in Black if they do not need to take any further action
The transfer status is also colour coded to show:
- Pending transfers in Green (action still required)
- Declined transfers in Red (transfer/permit request declined)
- Accepted transfers in Black
By default, you will see transfer records in a 'Pending' state because they still require action. You can modify the 'Transfer Status' dropdown to change the display to show 'Accepted,' 'Declined' or 'All' records. You can also export all transfers.
Player Transfers – Detailed View
Clicking a player name will take you to the detailed transfer view.
The Detailed View will display the administrator who approved the transfer (their name appears in brackets beside the accepted date) and date the approval was given. If no name is displayed, this indicates approval was provided automatically.
If the transfer is still awaiting approval by your association, you can action the transfer from the Detailed View by clicking Decline Transfer or Approve Transfer.
Note: You should only approve a transfer if the association the player is transferring to has paid/committed to pay any required transfer fees, and you have confirmed the player does not have any remaining financial or contractual obligations to your association.
A confirmation prompt will be displayed when clicking Approve Transfer. A comment may be added regarding the transfer and its approval. Click OK to continue.
A confirmation prompt will be displayed upon clicking Decline Transfer. It is mandatory to enter the reason the transfer/draft request is being declined. Click OK to decline the transfer request.
Approving a Player Transfer
A player can be approved through either Online Registrations, TeamBuilder or the SuperCRM (via Bulk Activation).
Online Registrations
All players who register will appear in Online Registrations with the status of Pending. This status will remain as Pending until an association administrator approves their registration. This will change their status to Active, or if a transfer is required, will invoke the transfer process.
1. From the Dashboard, click the Online Registrations tile and navigate to the folder with the Touch National Tournament Registration form.
2. Click the form to open and view the database.
3. Click the + button beside the players record to approve their registration.
to
Repeat this process for all players that you wish to approve.
You can filter the database to only view players who are Pending. To do this, change the filter set for Status.
TeamBuilder
As players register, they appear in TeamBuilder highlighted in red with an ! beside their name. This status will remain as ! until an association administrator approves their registration changing this status to a tick. Each player needs to be approved to be eligible to play.
1. From the Dashboard, click the TeamBuilder tile and navigate to the National Touch competition.
2. Click into the appropriate team.
3. Click the !.
4. Click Make Active to approve the player.
5. Once approved the player will display a tick beside their name.
SuperCRM Bulk Activation
Through SuperCRM there is the ability to bulk approve registrations from a Pending to an Active state. This makes it easy to approve your players in bulk rather than individually clicking the + to approve each player. Note that registrations requiring a transfer are not able to be bulk activated. You will need to individually complete the transfer process. See this support article that explains the bulk approval process.