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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

All prices are in Australian Dollars (AUD). Australian organisations have GST (10%) added at checkout.

Subscription cost depends on your organisation's size and the features you select. Pricing is made up of a base subscription plus optional add-ons for additional users, subgroups, and AI features. Annual subscriptions typically range from $500 to $1,500 AUD per year. Current pricing is shown during the signup process and on the Billing page.

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 members with any role 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

Group owners can manage their subscription directly from the Billing page (Admin > Billing). See Billing for full details.

Annual Renewal

  • Subscriptions renew automatically each year
  • Your card on file is charged on the renewal date
  • The renewal amount reflects your current plan at the time of renewal

Adjusting Capacity

You can increase or decrease user blocks and subgroup blocks at any time from Admin > Billing:

  • Increases are charged immediately, prorated for the remainder of the current billing period
  • Changes take effect straight away

Cancellation

You can cancel your subscription through the billing portal (Admin > Billing > Open billing portal). Cancellation takes effect at the end of the current billing period.

Billing and Support

Invoice and Billing

  • Subscriptions are billed automatically via Stripe
  • Invoices and payment history are available through the billing portal (Admin > Billing > Open billing portal)
  • For billing enquiries, contact Cortana Design at mos@matchofficialsystem.com

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

New organisations can sign up and activate a subscription entirely online. See Sign Up Your Organisation for the full walkthrough.

Existing groups manage their subscription from Admin > Billing. See Billing for details.

Contact Information

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