Applicable to: Rugby Canada Administrators and participants
Applicable to: Rugby Canada
Application(s): Admin Portal > Members > [Participant profile] > Accreditations
This article will cover the following:
- Overview – how The Breakdown connects to PlayHQ
- Viewing accreditations in the Admin Portal
- Understanding Rugby Canada accreditation categories
- Understanding accreditation sync timing
Related articles:
Overview
PlayHQ integrates with Rugby Canada's learning management system, The Breakdown (powered by Docebo), to sync certification completions onto participant profiles. This means you no longer need to manually track which participants have completed their required accreditations — PlayHQ does it for you.
Once a participant completes a certification in The Breakdown, their accreditation status is reflected in PlayHQ, typically within 2–26 hours. The Admin Portal shows the list of Rugby Canada accreditations for every participant, regardless of whether they have completed any — making it easy to see what's outstanding at a glance.
:bulb: Note: Not every accreditation available in The Breakdown is listed in PlayHQ. For the full suite of courses and certifications, participants should access The Breakdown directly.
Participants can access The Breakdown directly from their PlayHQ profile using single sign-on (SSO), removing the need to manage separate logins.
Viewing accreditations in the Admin Portal
Follow these steps to view a participant's accreditations:
- Navigate to the participant's profile From the Admin Portal.
- Review accreditation status Each accreditation shows its current status — for example, Active, Expired, or Incomplete. Where applicable, the issue date and expiry date are also displayed. :bulb: Tip: Use this view for compliance checks. The admin view always shows the full accreditation list, making it straightforward to confirm which required certifications a coach, referee, or participant has completed before they take the field.
Understanding Rugby Canada accreditation categories
Rugby Canada accreditations are grouped into the following categories:
- Integrity
- Coach
- Official
- Medical
- Administration
- Workforce
Understanding accreditation sync timing
PlayHQ receives accreditation data from The Breakdown once daily. This means there is a delay between a participant completing a course in The Breakdown and the update appearing in PlayHQ.
| Scenario | Expected delay |
| Certification completed just before midnight UTC | ~2 hours |
| Certification completed just after midnight UTC | ~26 hours |
| Typical completion during business hours | ~12–14 hours |
Tip: If an accreditation isn't showing up yet, check the timing. The Breakdown captures data at midnight UTC each day. If a participant completed their course recently, allow up to 26 hours for it to appear in PlayHQ before raising a support request.
Important: Editing an old certification in The Breakdown may not sync automatically. If a Rugby Canada administrator edits the expiry date on a certification that was issued more than 7 days ago, that change will not automatically appear in PlayHQ. Contact your PlayHQ support team if you need a historical accreditation corrected.
Note: Manual accreditation overrides are available to Super Admins (from Rugby Canada) only. In cases where an accreditation needs to be corrected on the PlayHQ side — for example, a practical examination completed outside The Breakdown — a Super Admin can edit the status, issue date, or expiry date directly on the participant's profile. An audit trail is recorded and visible to Super Admins only. Club and Admin Body Administrators cannot see or use this function.
Frequently asked questions
Who can view participant accreditations in the Admin Portal? Any Rugby Canada Association Administrator can view the accreditations tab on a participant profile. Only Super Admins can edit or override an accreditation.
Why does the Admin Portal show accreditations the participant hasn't completed? The Admin Portal is designed to show the full list of Rugby Canada accreditations so administrators can see what each participant still needs to complete. Participants only see their completed accreditations in their own profile.
A participant has completed their certification in The Breakdown but it's not showing in PlayHQ — what should I do? First, check the timing. Accreditations sync once daily and can take up to 26 hours to appear after completion. If it has been more than 26 hours, confirm the participant's email address in PlayHQ exactly matches their email in The Breakdown. A mismatch will prevent the sync from matching the record. If both are correct and the accreditation is still missing, contact your PlayHQ support team.
Can a participant access The Breakdown directly from PlayHQ? Yes. Participants can use single sign-on (SSO) to access The Breakdown from their PlayHQ profile without a separate login, as long as they have completed at least one registration in PlayHQ. See Accessing your learning and accreditations in The Breakdown for step-by-step instructions.
Can a dependant profile use SSO to access The Breakdown? No. The Breakdown requires a unique account. If a participant is registered as a dependant on another person's account, they will need to create their own PlayHQ account and claim their profile before they can access The Breakdown via SSO.
What happens to accreditations if a participant merges their profiles? If duplicate profiles are merged in PlayHQ, accreditation records are carried across to the destination profile as part of the merge process.
I'm a Club Admin and I can't see the Edit button on accreditations — is that right? Yes, this is by design. Manual overrides are restricted to Super Admins only to maintain data integrity. Reach out to your Rugby Canada national body administrator if an accreditation needs to be corrected.