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Licensing and Subscription

About Match Official System Licensing

Match Official System is an annual subscription service provided by Cortana Design. Associations and organisations purchase annual (or seasonal) licences to use the system, which includes access for all members and features.

Pricing

Annual subscription pricing ranges from approximately $500 to $1,500 AUD per year (or per season), depending on factors such as:

  • Number of users in your organisation
  • Number of subgroups you require
  • Feature packages selected

How Users and Subgroups Are Priced

User Licensing

Users are purchased in blocks of 50

  • Minimum: 50 users
  • Additional blocks can be purchased as needed
  • Covers all members who need access to the system
  • All user types (Users, Viewers, Reviewers, Owners) count towards this limit

Subgroup Licensing

Subgroups are purchased in blocks of 5

  • Minimum: 5 subgroups (or the subscription includes a base allocation)
  • Additional blocks can be purchased for more divisions/regions/teams
  • Each subgroup helps organise members and control feature access
  • Allows targeting of news, resources and assessments

Feature Availability

Included Features

All features except subgroup enhancements are available with your subscription:

  • ✅ Dashboard and personal workspace
  • ✅ Profile management
  • ✅ News and announcements
  • ✅ Assessments and reviews
  • ✅ Exams and question banks
  • ✅ File storage and library
  • ✅ Media management
  • ✅ Reporting and analytics
  • ✅ User management (Owners only)
  • ✅ Group settings and configuration
  • ✅ Assessment templates
  • ✅ Email notifications

Subgroup Enhancements

Subgroup-related features:

  • Create and organise subgroups
  • Target news to specific subgroups
  • Assign users to subgroups
  • Control access based on subgroup membership
  • Organise assessments by subgroup
  • Generate subgroup-specific reports

Planning Your Subscription

Determining User Count

Count all members who need access:

  • Match officials who create and submit assessments
  • Reviewers who assess and provide feedback
  • Administrators who manage the system
  • Support staff who may need read-only access
  • New members who will join during the subscription period

Plan for growth: purchase additional user blocks if you expect to grow during the subscription year.

Determining Subgroup Count

Consider your organisational structure:

  • No subgroups: One flat organisation
  • By region: Regional divisions (e.g. North, South, East, West)
  • By level: Competitive levels (e.g. Professional, Semi‑Professional, Amateur)
  • By sport/code: Different sports within one organisation
  • By committee: Management committees with different roles
  • Hybrid: A mix of different organisational structures

Example: A state-level sporting body with 5 regions might purchase:

  • 150 users (3 blocks of 50)
  • 10 subgroups (2 blocks of 5) for regions and central administration

Subscription Management

Annual Renewal

  • Subscriptions are annual, aligned with your financial year or season
  • Renewal costs depend on updated user and subgroup counts
  • Plan ahead to adjust licences before renewal
  • Contact Cortana Design for renewal and modifications

Adjusting User Counts

If you need more users:

  • Contact Cortana Design to add additional blocks
  • May be added mid‑year (charges pro rata)
  • Removed users free up slots for new members

Adjusting Subgroup Counts

If you need more subgroups:

  • Contact Cortana Design to add additional blocks
  • Existing subgroups can be reorganised without additional cost
  • Removed subgroups don't reduce the subscription cost

Billing and Support

Invoice and Billing

  • Annual invoices are sent based on your subscription term
  • Payment terms are negotiated per organisation
  • Contact Cortana Design for billing enquiries

Support and Assistance

For questions about your subscription:

  • Contact your association administrator
  • Reach out to Cortana Design directly
  • Check this documentation for feature explanations

Comparing Subscription Plans

Small Organisation

50 users

  • Single subscription: ~$500/year
  • All features included
  • May eventually need subgroups as you grow

Medium Organisation

100-150 users

  • 3 user blocks (150 users): ~$1,000/year
  • 1 subgroup block (5 subgroups): additional cost
  • Total: ~$1,100-1,200/year

Large Organisation

300+ users, complex structure

  • 6+ user blocks (300+ users)
  • 2-3 subgroup blocks (10-15 subgroups)
  • Total: ~$1,400-1,500+/year

Feature Restrictions by Subscription

Standard Features (Included)

All features listed under "Included Features" are available with any subscription.

Optional/Premium Features

Some organisations may have negotiated:

  • Hosting in other Microsoft Azure regions
  • Dedicated training and onboarding
  • Priority support

Contact Cortana Design to enquire about optional packages.

Common Questions

For frequently asked questions about licensing, including user limits, subgroups, customization, and subscription changes, see Frequently Asked Questions.

Next Steps

  1. Determine your needs: count expected users and plan your subgroup structure
  2. Contact Cortana Design: provide user and subgroup estimates
  3. Receive a quote: Cortana Design will provide a formal quote
  4. Sign an agreement: execute a subscription agreement
  5. Onboard: receive system setup and training
  6. Go live: begin using Match Official System

Contact Information

For subscription enquiries go to: https://www.cortanadesign.com.au/mos