Officials assignment and reminder emails: when they're sent and why an official didn't get one

TeamSideline emails officials automatically. The Official Assignments email goes out once a day, shortly after midnight Pacific time, with each official's assignments that changed the day before. An Official Reminder goes out the day before each confirmed game, and an Official Game Cancel Notice within a few minutes of a game being canceled. An official gets them only while your Assignment Email and Reminder Email settings are on and the address on their profile has its email boxes ticked.

Applies to: Admins and Officials Coordinators · Officials module (all plans) · Games assigned to officials, whether you assign them or officials request them

Where: Schedules > Officials Management > Configurations (Assignment Email, Reminder Email); Schedules > Officials Management > Officials > View Official > Edit Profile (the boxes under Email and Alt Email)

The emails officials get

Email (subject)	What it lists	When it's sent	Who gets it
"Official Assignments \| TeamSideline.com"	The official's assignments that were created, confirmed, rejected, canceled or moved the day before, each with its status, date and time, role, level of play, league, division, teams and location. A moved game is marked "Game Change:". A deleted assignment is listed, as Canceled, only if it was Confirmed. The email ends with "Pending Assignments need to be confirmed promptly or they may be re-assigned." and a link to sign in and open the Assignments page.	Once a day, shortly after midnight Pacific time, for the changes made the previous day	Each address with both of its boxes ticked on the official's profile (see below), while Assignment Email is Yes
"Official Reminder \| TeamSideline.com"	The official's Confirmed games on the next day that aren't canceled. With Show Assigned Officials set to "Yes, Name" or "Yes, Name & Contact" on Configurations, each game also lists the other officials on it, with their email addresses and phone numbers for "Yes, Name & Contact".	Shortly after midnight Pacific time on the day before the game. A game confirmed later that day still gets its reminder within a few minutes.	Each address with Use for Reminder emails ticked, while Reminder Email is Yes. The official's main Email must be filled in.
"Official Game Cancel Notice \| TeamSideline.com"	Games the official was assigned to that were canceled	Within a few minutes of the game being set to Canceled	Each address with Use for Assignment emails ticked, while Assignment Email is Yes
"Official Assignment Rejected"	A game an official rejected, or that Auto Reject Asgmt rejected	Within a few minutes	The admin who made the assignment, never for a game the official requested. Replies go to the official.

The emails to officials end with "For questions, do not reply to this email, please contact your officials coordinator directly.", so officials who reply don't reach you.

Turn the emails on

Go to Schedules > Officials Management > Configurations.
Under General, set Assignment Email to Yes. The note beside it reads: Select "No" to disable assignment email updates being sent to Officials.
Set Reminder Email to Yes as well, even if you mainly want the daily email. Today the daily email also needs each address's Use for Reminder emails box ticked, and that box shows on Edit Official only while Reminder Email is Yes.
Click Save. You'll see "Save Successful."

Set up each official's addresses

For an address to get the daily Official Assignments email today, tick both of its boxes on the official's profile: Use for Assignment emails and Use for Reminder emails. The Use for Reminder emails boxes show only while Reminder Email is Yes.

Go to Schedules > Officials Management > Officials and search for the official.
Click the View Official icon. Official Overview shows the official's Email and Alt. Email, and "Receiving assignment and reminder notifications." under an address that has both boxes ticked (while both settings are Yes).
Click Edit Profile.
Under Email, tick Use for Assignment emails and Use for Reminder emails. To send copies to a second address, enter it in Alt Email and tick its two boxes too.
Click Save. You'll see "Official Profile Saved."

When you add an official with Add Official, the boxes start unticked, so tick them before you click Add.
Officials who register themselves, and officials added with the Officials import, start with both boxes ticked under their Email; the boxes under Alt Email start unticked.
If Profile Edit is Yes on Configurations, officials can change these boxes themselves on their own Edit Profile page.

Changes made on the day of a game

The daily email carries the previous day's changes, so a change you make today reaches officials after midnight tonight, which can be after the game. For changes close to game time:

Canceling the game sends the Official Game Cancel Notice within a few minutes.
With On Game Change and Include Officials set to Yes for the division, officials with a Pending or Confirmed assignment to a game whose date, time, location or teams changed get the division's Schedule Update Notification, usually within about 10 minutes, and the email names the officials on each changed game. See How to send automatic emails when games are changed or canceled.
Otherwise, contact the officials directly, or email them from Communications > Send Communication with the Officials list.

What a game change does to assignments

When a game's date, time or location changes and it keeps its game number, its officials stay on it. Confirmed assignments go back to Pending, and the next daily email lists them marked "Game Change:". The official confirms the game again, and only then gets a reminder for the new date. Pending and Requested assignments keep their status. This happens whoever makes the change, including a coach.
Which edits keep the officials on a game, and which create a new game number, is in Officials Module - How to Cancel & Modify Games.
If a game was canceled and later rescheduled, its assignments can stay marked canceled. Make a new assignment for the rescheduled game.

Why an official didn't get an email

The change was made today. The daily email goes out after midnight Pacific time, with the previous day's changes.
Assignment Email or Reminder Email is No on Schedules > Officials Management > Configurations.
The address doesn't have both boxes ticked. With only Use for Assignment emails ticked, the address gets cancel notices but not the daily email. Tick both. Changes from a day when an address didn't have both ticked aren't emailed later, so ask the official to check their Assignments page.
No reminder came for a game. Reminders are only for Confirmed games that aren't canceled. A Pending or Requested game gets none, and a game whose date, time or location changed is Pending again until the official confirms it. The official's main Email must be filled in, even for reminders to the Alt Email.
A removed assignment wasn't mentioned. Deleting a Pending or Requested assignment sends nothing. Only a deleted Confirmed assignment is listed in the next daily email.
The address has an email filter. A red flag next to the address on Official Overview ("This email address is either invalid (entered wrong), or, is not accepting TeamSideline emails.") means TeamSideline doesn't send to it. See How to remove an email filter (red flag) as an admin.
The email may be in spam. Go to Communications > Communication Logs > System Log, choose the officials email in Message Type, enter the official's whole email address in To Address and click Update. A Sent time means the official's email provider accepted it, so ask them to check their spam folder.

Good to know

You can't choose which statuses the daily email includes: it lists every new or changed assignment, Pending, Requested, Confirmed or Rejected. Officials with no changes get no email that day.
New assignments are Pending until the official confirms them, unless Auto Confirm Asgmt is Yes on Configurations ("Assigners assignment automatically goes to Confirmed").
Officials can always see their games by signing in, with or without the emails. Point them to the Officials Instruction Guide: how to view, accept, reject and request game assignments.
All times are Pacific time, whatever your organization's time zone. In the Eastern time zone, for example, the daily email arrives at about 3 AM.

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