How to hide or show inactive officials on the Officials page

To hide inactive officials from the Officials page, tick Hide on the status they have (for example, Inactive) in the Statuses section of Officials Management > Configurations. To see them again, click "Show 3 more fields." on the Officials page, tick Include Hidden and click Search.

Applies to: Admins · Officials module (all plans) · Officials listed under Officials Management

Where: Schedules > Officials Management > Configurations (Statuses section), and Schedules > Officials Management > Officials

How statuses decide who is listed

Every official has one status, chosen on their profile. Each status has three settings, shown as columns in the Statuses section of Configurations:

Setting	What it does
Default	Officials who register themselves get this status, and so do imported officials whose file has no matching Status. Only one status can be the default.
Assignable	Officials with this status can be assigned games and can request them.
Hide	Officials with this status are left out of the Officials page unless you tick Include Hidden.

A new organization starts with two statuses: Active (Default and Assignable) and Inactive (neither). Neither one is hidden until you tick Hide.

Hide officials who have stopped working for you

First, make their status a hidden one:

Go to Schedules > Officials Management > Configurations.
Scroll down to the Statuses section.
Click the Edit icon (pencil) on the Inactive row, or on the status you use for officials who have stopped.
Tick Hide. Leave Assignable unticked so these officials aren't offered games.
Click Save.

What you'll see: a check in that status's Hide column. On the Officials page, everyone with that status is left out of the list.

Then give that status to each official who has stopped:

Go to Schedules > Officials Management > Officials, search for the official and click the View Official icon (magnifying glass).
On their Official Overview, click Edit Profile.
In Status, choose Inactive (or your hidden status) and click Save.

What you'll see: "Official Profile Saved." The official no longer appears when you search the Officials page.

Show hidden officials

Go to Schedules > Officials Management > Officials.
Click "Show 3 more fields." under the Email box. The page shows your official ID box, Profile and Include Hidden.
Tick Include Hidden ("Show officials with statuses marked as hidden").
Click Search.

What you'll see: every official who matches your search, hidden ones included. Include Hidden lasts for that visit only; the next time you open the page, hidden officials are left out again.

To bring one official back for good, open their Official Overview, click Edit Profile and choose a status that isn't hidden, such as Active. To stop hiding everyone with a status, untick Hide on that status in Configurations.

If you can't find an official

Their status is hidden. Click "Show 3 more fields.", tick Include Hidden and search again. If your Default status is hidden, every official who registers themselves is hidden too.
You searched with part of an email address. The Email box finds an official only by the whole address, and it checks both Email and Alt. Email. First Name, Last Name and the official ID box find any part of what you type.
A Profile is checked. Under "Show 3 more fields.", uncheck every Profile and search again. A checked Profile lists only officials with that Approved For profile.
Your admin account is limited to some organizations. If your organization has associated organizations and your admin user has an organization filter (Administration > Manage Users > Users, edit the user, Filters tab), you see only officials affiliated with those organizations. Ask an Administrator to check the official's Affiliations or your filter.
The official was deleted. A deleted official isn't listed anywhere and can't be restored on the admin site. Add them again with Add Official.
The official has two profiles. Add Official doesn't check for an official who is already in your list, and the Officials import adds every row as a new official, so the same person can end up with two profiles. Search by last name to see both. Keep the one that has the assignments. On the other one's Official Overview, click Delete if it has no assignments (the button shows only then); otherwise give it a status that isn't Assignable and has Hide ticked.
Two officials share one email address. Both profiles connect to the same sign-in, so that person sees a Profile list on their Assignments page and has to choose the right profile. Give each official their own email address on Edit Profile.

If it doesn't work

"No officials." Nothing matches your search. Clear the search boxes, tick Include Hidden and search again.
"Official status already exists." Another status already has that name; capitals don't count as a difference. Choose another name.
"Status field required." or "Status field is required." The Status box was empty when you added or saved a status. Enter a name of up to 15 characters.
The Status list on Edit Profile is grayed out. Your admin role doesn't include changing an official's status. Ask an Administrator to change it or to update your role.
A status has no red X. Officials still have that status, or it's your only status. Move those officials to another status first.
The Official Overview has no Edit Profile or Delete button. Your admin role doesn't include editing officials. Delete is also hidden once the official has any assignments.

Good to know

Hide only tidies your Officials list. A hidden official can still be assigned games if their status is Assignable, and can still sign in on your website and use the Officials Management menu. To stop assigning someone, give them a status that isn't Assignable.
In the TeamSideline app, an official whose status is hidden doesn't see your organization's officiating.
Communications > Send Communication still lists your officials by status, hidden statuses included, so you can still email inactive officials.
Ticking Default on one status takes it off the status that had it.
Hiding keeps the official's profile, assignments and payments. Deleting an official can't be undone, and Delete is offered only for an official with no assignments.

Search

Welcome to Support