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How to reassign a game after an official rejects it (or confirm for them)

  • Updated

When an official rejects a game you assigned, assign it to another official on Admin Assignments. A rejected assignment no longer holds the spot, so deleting it is optional. If an official agrees to a game but can't confirm it themselves, confirm it for them with the green check.

Applies to: Admins and Officials Coordinators · Officials module (all plans) · Divisions with game schedules

Where: Schedules > Officials Management > Assignments > Admin Assignments

Find the game

  1. Go to Schedules > Officials Management > Assignments and open the Admin Assignments tab.
  2. Click Filter. Under Game Filters, narrow the list with League, Division, Official or Date Range, or enter the game number in Or Game #.
  3. Optional: under Assignment Filters, set Status to Rejected to show only the rejected assignments under each game.
  4. Click Update.

What you'll see: each game with its officials listed under it. Assigned By shows the admin who assigned the game, or "Requested" when the official asked for it. Status shows Pending, Requested, Confirmed or Rejected, with the date and time. The Date Range starts with today's date until you change it.

Reassign a rejected game

  1. Optional: on the rejected assignment's row, click the red X (Delete Assignment), then click OK on "Are you sure you want to delete this Assignment?". To keep a record of the rejection, leave it.
  2. On the game's row, click the blue person icon (Assign Officials). The Officials Selection window lists the officials who can work the game.
  3. Type part of a name in Filter by Name if the list is long, then tick the role next to the official you want. Each official has a checkbox for every role they're approved for in this game.
  4. Click Assign.

What you'll see: the new official under the game with the Status Pending until they confirm or reject it on their Assignments page. If Auto Confirm Asgmt is Yes on Configurations, the assignment is Confirmed right away.

To assign the same official again, for example after they rejected the game by mistake, delete their rejected assignment first. Until you do, they aren't listed for that game in Officials Selection.

Confirm an assignment for an official

Use this when an official has agreed to a game but can't confirm it, for example because they can't sign in.

  1. Find the game as above.
  2. On the official's row, click the green check (Confirm Assignment). It's shown only while the assignment is Pending or Requested.
  3. Click OK on "Are you sure you want to confirm this Assignment?".

What you'll see: the Status Confirmed, with the date and time. On the official's Assignments page, the game moves to Confirmed Assignments. Confirming a Requested assignment approves the official's request for that game.

Reject unconfirmed assignments automatically (Auto Reject Asgmt)

Auto Reject Asgmt rejects an assignment the official hasn't confirmed in time, so you know to reassign the game.

  1. Go to Schedules > Officials Management > Configurations.
  2. In the General section, set Auto Reject Asgmt to the number of days before the game by which officials must confirm, from 1 to 7. Not Enabled turns it off.
  3. Click Save.

What happens: once a game is that many days away, counted back from its start time, every assignment for it that's still Pending is set to Rejected, and the admin who made it gets the "Official Assignment Rejected" email. Only assigned games are affected, including those from Multi-Game Assign and Auto-Assign; an official's own request (Requested) isn't rejected automatically. An assignment you make after that point, inside the window, stays Pending.

If it doesn't work

  • "Please select at least one game filter." All the game filters are empty. Choose a League, Division, Location, Age Group(s), Official, Date Range or Game #, then click Update.
  • "No available officials." No official with an Assignable status is approved for the game's sport, role, level of play, gender and age group and free at that time. Click Override Availability to list every approved official, including those with an availability or location block or another game at that time. If the list is still empty, check the officials' Approved For entries.
  • The official who rejected the game isn't listed. Delete their rejected assignment, then click Assign Officials again.
  • There's no green check. The assignment is already Confirmed or Rejected. A rejected assignment can't be confirmed, so assign the official again.
  • There's no red X. The assignment has been marked payable. See How to pay officials: payment schedules, Payable games and batch payments.
  • The game is crossed out and has no Assign Officials icon. The game is canceled.

Good to know

  • When an official rejects a game you assigned, you get the "Official Assignment Rejected" email with the game's details, and a reply goes to the official. An official who withdraws their own request doesn't trigger it.
  • A Pending, Requested or Confirmed assignment holds its spot: other officials can't request that game for that role until the assignment is rejected or deleted.
  • Admin Assignments doesn't check whether a role is already filled. Assigning adds the official even when another official holds that spot, so check the game's list first.
  • To assign several games at once, tick them and click Multi-Game Assign.
  • If your officials work for several associated organizations, Auto Confirm Asgmt and Auto Reject Asgmt are set for each one under Administration > Associated Organizations (edit the organization). The organization of the game's location decides which settings apply.

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