The table below defines the terms used in PlayHQ and how they are applicable to the various sports.





Other Term(s)



The collective term for an Admin Body, Association or Club.

Balwyn Blazers Basketball Club


Admin Body

An organisation that oversees and supports its child Associations, Clubs and Admin Bodies, and can manage Competitions and Programs.

Basketball Victoria, Basketball Country, Basketball Metro



An organisation that set up and manage Competitions and Local Programs and can participate in Shared Programs.

Knox Basketball Association



An organisation that has teams that participate in Competitions, can participate in Shared Programs, and can set up and manage Local Programs.

Regular Club: Heathmont Hornets

Rep Club: Knox Raiders


Accounts, Profiles and Participants


A PlayHQ account created by signing up on or by being invited to the admin portal by another administrator.



Account Holder

The person that holds a PlayHQ account. The Account Holder is responsible for managing their PlayHQ Account and managing the profiles of dependents attached to their account. Every PlayHQ Account has exactly one Account Holder.




The personal details of a PlayHQ user or registered participant. A Profile can participate in multiple sports.



Primary Profile

The Profile of an Account Holder.




The Profile associated with a dependent (eg. child) of a Primary Profile.




A person that participates in a sport. A single Profile can register multiple times to the same Season, and in this case the Profile will have multiple Participant records in that Season.




A type of Participant that plays a sport they have registered to. Players register to PlayHQ using the ‘Player’ role.




A type of Participant whose primary responsibilities are to teach the skills required to play a sport and support Players on game day. Each team can have one coach. Coaches register to PlayHQ using the ‘Coach’ role.



Assistant Coach

A type of Participant who supports their team’s coach. Each team can have up to two assistant coaches. Assistant coaches register to PlayHQ using the ‘Coach’ role.



Team Manager

A type of Participant who manages a Team. Team Managers are responsible for team communication and the coordination of game day and training attendance and helpers.




A type of Participant who is responsible for upholding the rules and regulations of a competition. In the future, officials will register to PlayHQ using the ‘Official’ role.


Referee, umpire, scorer


A type of Participant who helps run a Program. Volunteers register to PlayHQ using the ‘Volunteer’ role.



Team Organiser

A person who registers a social team via a Team to Season registration form.




All Participant types can have parent guardians linked to their accounts. A Participant's main contact details will be their parent/guardian's if they are registered on behalf of the parent/guardian.




An unregistered person that participates in a Game to fill-in for absent players or coaches. Participation records are not created for fill-ins.




Registration Form

A form configured by administrators in the Admin Portal and used by Account Holders on the Participant Portal to register Participants to Competitions and Programs.



Participant to Season Registration Form

A type of registration form that allows a Participant to register directly to a Competition or Program Season (ie. not via a Club).



Team to Season Registration Form

A type of registration form that allows a Team Organiser to register a Social Team directly to a Competition Season (ie. not via a Club).



Participant to Team Registration Form

A type of registration form that allows a Participant to register directly into a Social Team that was registered to a Competition Season.



Participant to Club Registration Form

A type of registration form that allows a participant to register to a Competition Season via a Club that’s participating in the Season.



Participant to Club Team Registration Form

A type of registration form that allows a participant to register directly into a team created by a Club that’s participating in a Competition Season.




A participation fee charged to participants during registration. Fees can be configured for different role types and can be varied based on the age or gender of the participant.




An annual fee configured by an Admin Body and charged to Participants registering to a Competition.

Basketball Victoria License



An item that can be sold to participants during registration.

Auskick pack, socks, shorts, fundraiser

Pack, merchandise, fundraiser

Custom Field

A custom question can that can added to capture additional information from a Participant on a Registration Form. Custom field answers can be viewed against a participant’s registration and in participation reports.

What is your favourite team?




A collection of one or more Grades in a Season run by an Association or Admin Body.

Knox Junior Domestic, MEBA Senior Domestic


Domestic Competition

A type of Competition where the games/matches are played at a Venue or Venues linked to the Association.

Knox Senior Domestic, Knox Junior Domestic



A type of Competition that is run over a short period (eg. 1-5 days). It usually involves multiple Pools within a Grade and a normal Round-Robin type Fixture before proceeding into Finals, which can include cross-pool games to produce an overall winner.

Easter Classic, Eltham Dandenong Junior Tournament, Nunawading Spectres Tournament


Home and Away Competition

A type of Competition with one or more Grades where the home team for each game plays at their home Venue.

The key difference between Domestic and Home & Away competitions is that games are allocated to the home team's Venue and playing surface each round, rather than games being played at specific Venues each round like they are in Domestic style competitions.

Eastern Football and Netball League



A time period where Grades within that 'season' are fixtured and played. Ladders and Finals for grades are determined by games played within a Season of a Competition.

Summer 2018/19 / Winter 2019 / 2019



A collection of Teams that play against each other over a series of Rounds. There are usually multiple Grades in each Season of a Competition which are typically separated by age, gender, day and skill Level. 

MEBA: "S18/19 Men THURSDAY Section 1" / Big V: "State Championship Men"



A sub-grade within a Grade within a Tournament. Most commonly the teams within a Pool play each other, and the top teams from each Pool move into the next stage (usually finals stage).

Pool A



A type of Grade where there are multiple pools, and teams play against both teams in their Pool and teams from other Pools during the regular season. Conferences are not currently implemented in PlayHQ.

Eastern Conference



A group of Players, potentially with a Coach, Assistant Coaches and Team Mangers that participate in a Season.



Association Team

A Team created by the Association that runs the Competition (some smaller country associations that have no clubs involved act in this way).



Social Team

Teams are registered into Seasons by a Team Organiser. Social Teams are not affiliated with a Club.



Club Team

Teams created by Clubs within Seasons they participate in.




A set of Games in a Grade which are split into Rounds that then usually culminate into Finals games (dependant on a team's position in the ladder at the end of the regular season rounds).




A matchup between two teams that takes place at a specific date and time, at a given Venue, on a given Playing Surface.


Match, fixture

Game Sheet

A printable sheet containing game details, player names and other details, and allows Team Managers and scorers to record game scores, fouls, cards, and other game-related details while offline.


Score sheet, team sheet


A Bye is given to a Team when there is an absence of an opponent for that team in a specific Round. This normally occurs in Grades where there is 'odd' teams, making pairing impossible each Round.



Round-Robin Fixturing

A type of fixturing where Teams within a Grade play each other over a certain number of Rounds. 

In a Round-Robin Fixture, teams play each other once (single round robin), then play each other again depending on the number of Rounds scheduled in the Fixture. 

The algorithm that generates the Round-Robin Fixture endeavours (within mathematical reason) for teams to alternate between home and Away position each round, and move between slots in each round (moving between slots is very important in Domestic style competitions so that teams don't play at the same time every week)



Knock-out Fixturing

A Knock-out is a type of fixture where teams progress through to the next round only if they win their games.



Finals Formats

Finals formats different finals 'systems' that are used by administrators depending on the amount of teams they want progressing through to the finals from a grade. A finals format will consist of:

  • number of rounds

  • number of teams

  • and progression rules for where the winning or losing teams progresses through to in the next final round




A group of games within a Domestic or Home and Away Competition that are played at the same time and at the same Venue and Playing Surface each Round. Slots allow multiple games to be quickly allocated within in a Season.




The ranking of teams within a Grade (or within a Pool) where teams are awarded points based on game outcome (Win, loss, draw, forfeits, etc).

Points are collected cumulatively throughout a given number of games (eg: the regular season). At the end of the regular season, a competition may be complete with final rankings OR it will enter a new phase (Finals) where the top x teams (determined by the finals rules) will play off to determine an overall winner of a competition.




Finals is the elimination phase of a Grade in which a # of rounds are played. As the rounds progress, losing teams are usually eliminated and the number of remaining teams is reduced until the final round where usually only two teams remain and only one team can claim overall victory.




A stage within a Grade. Each Round can have one or more games. Rounds can be part of a regular season (results of games go towards a ladder) or a finals series (results of games affect progression through finals)



Grading phase

grading phase is a period (usually within a season) in which teams play a number of rounds to see how they measure up against teams in their grade.

After the grading phase, teams may then be re-graded to a grade of greater of less skill to ensure they are allocated to the most appropriate competition. 




Re-Grading is a process undertaken by administrators to ensure similar skilled teams are competing in the same Grade.

Administrators and players do not want teams to win or lose by big margins, and thus they move teams up or down grades to ensure they are more evenly matched with their competitors.

If teams have been moved 'up' or 'down', then a re-fixture for those competitions will be required.

Regrading also impacts how Ladders are generated (I.E. bring across a teams past game results into the new ladder).



Transfers and Permits


A player’s ‘home’ club that’s established by their first club registration and can only be changed via a Transfer Request.


Home club

Transfer Request

A request to change a player’s Affiliation from their current Club to a new Club. Transfer Requests must be approved by the player’s current Club, current Association, new Association and new Club in order for the player to Transfer to their new club.




The act of changing a player’s Affiliation from their current Club to their new Club. A Player is transferred immediately after their new Club approves their Transfer Request.




Allows a Player to play for a different Club within a Season they have registered to without requiring the Player to re-register to that Season.



Game Permit

A type of Permit that allows a Player to play for a different Club for a single game.



Season Permit

A type of Permit that allows a Player to play for a different Club over a date range within the Season’s date range.





A recurring event that participants attend to learn the skills required to play a sport. Programs are typically targeted at children between the ages of 5 and 12, are offered for most major sports and are run in all Australian states and territories.



Local program

A program that is not affiliated with a sports governing body, and is created and run by a club, association or admin body. A common example of a local program is a skills program run by a club during school holidays.

Holiday Skills Program


Shared program

A program planned and configured by admin bodies, and then run by clubs and associations.

Auskick (AFL), Cricket Blast (Cricket Australia), NetSetGo (Netball Australia), Miniroos (Football Federation of Australia)



A group of participants participating in a local or shared program on a particular day or time or with a particular gender.

Saturday Morning Girls



An instance of a local or shared program that is attended by program participants.





A location or area that has associated Playing Surfaces.

Nunawading Basketball Stadium


Playing Surface

The playing field or surface upon which games are conducted. Playing Surfaces have attributes listed against them (like shot clock, scorebard, etc) which will determine their suitability to specific Competitions or Grades.

Court 1

Court, ground, field



A general term used for users that have access to administrative functions within PlayHQ.



Super Admin

An Administrator role that provides full access to the root Admin Body organisation and all child organisations in a tenant.



Administrative Body Admin

An Administrator role that provides full access to their Admin Body and all child organisations.



Full Access

An Administrator role that provides full access to their Admin Body or Association only.



Electronic Scoring Administrator

An Administrator role that can set up electronic scoring sessions on devices for competitions run by their Admin Body or Association only.



Club admin

A type of Administrator that has full access to their Club.




Administration portal

A portal that allows administrators to create and manage Competitions, Programs and associated details.


Admin portal

Participant portal

A public-facing portal that allows participants to register to Competitions and Programs, and view fixtures, ladders and results for the Competitions they participate in.

Electronic scoring portal

A portal that allows games to be electronically stored using a laptop, tablet or mobile phone.


Live scoring app, electronic scoring app



An instance of PlayHQ that contains data and configuration specific to one of PlayHQ’s clients/sports.

Basketball Victoria


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