Schedules > Officials Management > Configurations holds the settings for your Officials module: how assignments and requests are confirmed, what officials can see and change, when they're emailed and how they're paid, self-registration, and the roles, statuses and Approved For Profiles you give officials. If your officials work for several associated organizations, some of these settings are set for each organization instead.
Applies to: Admins whose role includes officials configuration · Officials module (all plans) · One organization's officials, or officials shared by several associated organizations
Where: Schedules > Officials Management > Configurations (several associated organizations: also Administration > Associated Organizations > Edit)
Change the General settings
- Go to Schedules > Officials Management > Configurations.
- Change the settings in the General section and, when it's shown, the Self Registration section.
- Click Save. You'll see "Save Successful."
The Roles, Statuses and Approved For Profiles sections below the Save button have their own Add and Save buttons, so a change there is saved on its own.
General
| Setting | Choices | What it does |
|---|---|---|
| Official Id Terminology | Text, up to 15 characters | The name of the ID field on each official's profile, in the Officials list and its search, and in reports, for example "Referee #". Every official needs a value in that field. New organizations start with "Official Id". |
| Auto Confirm Asgmt | Yes, No | Yes: a game an assigner gives an official goes straight to Confirmed. No: it stays Pending until the official confirms or rejects it. |
| Auto Reject Asgmt | Not Enabled, 1 to 7 | Rejects an assignment that is still Pending once its game is that many days away, counted from the game's start time, and sends the same rejection email as when an official rejects a game. An assignment made after that point stays Pending. |
| Auto Confirm Request | Yes, No | Yes: a game an official requests goes straight to Confirmed. No: it stays Requested until an assigner confirms it on Admin Assignments. |
| Max Requests Per Day | Unlimited, 1 to 10 | An official can't request another game on a day when their Pending, Requested and Confirmed games already reach this number. |
| Show Assigned Officials | No; Yes, Name; Yes, Name & Contact | What officials see about the other officials on their own games: nothing, their names, or their names with phone numbers and email addresses. |
| Show Teams Contacts | No; Yes, Name; Yes, Name & Contact | What officials see about the teams' contacts on their own games: nothing, their names, or their names with contact details. |
| Profile Edit | Yes, No | Yes adds an Edit Profile button to the official's own profile, so they can update their address, phone numbers, email addresses, birthday and photo. |
| Auto-Post Scores | Yes, No | Yes: a score an official enters in their Post Game Report updates the game and your standings, if the game has no result yet. Only officials in a role with Enters Scores are asked for a score. |
| Pay Rate At Batch Creation | Yes, No | Yes prices assignments from your current Payment Schedule when you create a batch payment. No prices them when they're marked Payable. |
| Assignment Email | Yes, No | Yes sends officials a daily email with their new and changed assignments. No stops it. |
| Reminder Email | Yes, No | Yes sends officials a reminder the day before each confirmed game. No stops it. |
The emails, and why an official might not get one, are explained in Officials assignment and reminder emails: when they're sent and why an official didn't get one. Pay rates are explained in How to pay officials: payment schedules, Payable games and batch payments, and assigning and requesting games in Officials Module overview: assigning games vs. letting officials request games and How to allow Officials to request Games.
Self Registration
| Setting | What it does |
|---|---|
| Enable | Yes lets officials create their own officials profile from your self-registration link. No stops new registrations; officials who already registered keep their profiles. |
| Registration Code | Up to 25 characters, built into the link, so anyone with the link can register. It's required while Enable is Yes, and changing it stops earlier links from working. |
| Registration Copy Email | The address that gets a notice for each new registration. Separate several addresses with commas. |
Officials register with their own TeamSideline account and get your Default status. Every step is in How to let officials register themselves (Officials Self-Registration).
Roles
A role is a job officials do in one sport, such as Plate Umpire in baseball. Each official's Approved For entries name the roles they can work, and the roles you add to a division decide how many officials can request each of its games.
- In the Roles section, click Add Role.
- Choose the Sport, and enter a Role Name (up to 15 characters) and a Role Description (up to 50).
- Tick Enters Scores if officials in this role report the game's score in their Post Game Report.
- Click Add.
What you'll see: the role in the list, with its Sport, Role, Role Description and Enters Scores. To change a role, click its Edit icon: you can change everything but the Sport. Drag a role to change its place in the list.
Statuses
Every official has one status. Each status has a name of up to 15 characters and three boxes:
- Default: the status officials get when they register themselves. 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 list unless you tick Include Hidden there. It doesn't stop them being assigned or signing in.
New organizations start with Active (Default and Assignable) and Inactive. Add one with Add Status, or change one with its Edit icon. How to use them to tidy your list is in How to hide or show inactive officials on the Officials page.
Approved For Profiles
A profile is a saved set of approvals, such as "Varsity umpires", that you can give to many officials at once instead of adding each approval to each official.
- In the Approved For Profiles section, click Add Profile, enter a Profile Name (up to 50 characters) and click Add. You'll see "Approved For Profile Added."
- Click the profile's Edit icon.
- Click Add Profile Item, choose the Sport, Official Role, Level of Play and Gender, select one or more age groups, and click Add. You'll see "Approved For Profile Item(s) Added."
- Repeat for each sport, role and level of play the profile covers.
Then give the profile to an official: on their Official Overview, click Add Profile under Approved For Profiles. On the profile's page, Rename Profile changes its name ("Approved For Profile Renamed.").
Officials who work for several associated organizations
If TeamSideline has set your Officials module up for several associated organizations, Configurations shows only Official Id Terminology, Pay Rate At Batch Creation, Assignment Email, Reminder Email, Roles, Statuses and Approved For Profiles. The rest is set for each organization:
- Go to Administration > Associated Organizations and click the Edit icon next to the organization.
- Under Officials Configurations, set Auto Confirm Asgmt, Auto Reject Asgmt, Auto Confirm Request, Max Requests Per Day, Show Assigned Officials, Show Teams Contacts, Profile Edit and Auto-Post Scores.
- Under Officials Self Registration, set Enable, Registration Code and Registration Copy Email. Enter a Registration Code whenever Enable is Yes: this page doesn't check for one.
- Click Save. You'll see "Associated Organization Updated."
Each game follows the settings of the organization its location belongs to. An official sees Edit Profile only when Profile Edit is Yes for every organization they're affiliated with.
If it doesn't work
- "Official Id Terminology field required." Enter a name for the ID field, such as Official Id.
- "Registration Code is required while Self Registration is enabled." Enter a code, or set Enable to No.
- "Sport field required.", "Role Name field required." or "Role Description field required." Fill in all three before you click Add. When editing, the messages read "Role field is required." and "Role Description field is required."
- A role's red X is grayed out. Officials are approved for that role. Remove those approvals first, or keep the role.
- "Official status already exists." or "Approved For Profile already exists." That name is taken; capitals don't count as a difference.
- "Approved For Profile Name is required.", "Sport is required.", "Official Role is required.", "Level of Play is required." or "At least one Age Group must be selected." Fill in that field and click Add again.
- Auto Confirm Asgmt and the other assignment settings aren't on Configurations. Your officials work for several associated organizations; set them on each organization as described above.
- Officials can't request any games at one associated organization's locations. That organization's Officials Configurations have never been saved. Open it under Administration > Associated Organizations, check the settings and click Save. For other causes, see Why can't an official see games to request, or the Officials menu?.
- An official can't edit their profile. Profile Edit is No, or, with several associated organizations, it's No for one of the organizations they're affiliated with.
- There's no Configurations item under Officials Management. Your admin role doesn't include officials configuration. Ask an Administrator.
Good to know
- New organizations start with Auto Confirm Asgmt and Auto Confirm Request set to No, Auto Reject Asgmt Not Enabled, Max Requests Per Day Unlimited, Profile Edit and Auto-Post Scores No, and Pay Rate At Batch Creation, Assignment Email and Reminder Email Yes.
- Show Teams Contacts applies on your website. The TeamSideline app currently lists both teams' contacts on an official's assignment whatever this is set to.
- Hide and Assignable are separate: to stop assigning an official, give them a status without Assignable.
- Officials Management and its Configurations, Payments and Auto-Assign are separate admin permissions.
Related articles
- Officials Module overview: assigning games vs. letting officials request games
- How to set up the Officials Module (step by step)
- How to add, import, deactivate or delete officials
- How to assign officials to games (Admin Assignments)
- How to allow Officials to request Games
- How to let officials register themselves (Officials Self-Registration)
- How to hide or show inactive officials on the Officials page
- How to pay officials: payment schedules, Payable games and batch payments
- Officials assignment and reminder emails: when they're sent and why an official didn't get one