If you need a solution to manage assigning officials to league games, we've got a solution! Officials management with Crossbar allows for easy collection of official information in one data set and the direct connection of league schedules to an integrated officials scheduling system.

If you're curious about setting Officials Management up for your organization already using Crossbar, this is a subscription package upgrade, so please reach out to your Sales Representative or help@crossbar.org to get more information!

Once your organization is set up with Officials Management, here is an overview of how to set up manage the system.

Check out our video walkthrough of using this feature or read on for a written guide below!

Officials Registration:

You'll begin by creating an Officials Registration to register your officials in your Crossbar membership.

Navigate to Dashboard > Registrations > Officials and choose + New Registration and choose "Officials" when answering the "Who is this registration for?" question:

You'll fill out the necessary information to create the registration program:

And next you'll complete the season information; we recommend the dates align with the season dates for the games you are assigning officials to.

Once these are set up, you can share the link to registration with your officials or prospective officials to begin to register them in the system.

Officials Scheduler Set Up:

On the Officials tab of the Dashboard, you'll select + New Scheduler to begin a new Officials Scheduler:

You'll set up the Scheduler settings (name, sport & optional association):

You'll also set up the Scheduler season; we recommend this match the dates of the league you're scheduling within this Officials Scheduler

Now that the Scheduler is created, your next step is to connect your Officials Registration with your Official Scheduler under the "Officials" section of that season:
This pulls in your Officials to be assigned to the games.
You'll want to pull in your schedule next to ensure the games appear to begin assigning officials to. You have two options on your Schedule tab:
- Upload the Schedule - This allows you to upload the league schedule in full; this is most helpful for leagues you need to assign that are scheduled outside of your organization's website.
- Connect the Schedule - This connects an existing League schedule from the same organization's site.

Once the schedule has been added, you'll need to create the Systems you'll use to officiate each Division of the schedule. You'll do this on the Divisions tab of the Officials season and will be required to enter a System for each Division, even if they follow the same official assignment systems:

When you choose +New System, you'll enter the following:
Total Cost: The expense to officiate games of this division.
Compensation & Roles: Allows you to assign the Quantity (ex: two Linesman would be 2 qty of the same role), Min Level (if skill level is tracked for your officials), and Compensation, the total that official will receive for each game at this Division).
- Compensation is tracked in the system, but is not paid out of the Crossbar site directly.

Officials Scheduling & Management:

Now that your Officials are registered and your Scheduler is set up, you're ready to begin assigning officials to the league games.

You'll start on the Schedule tab of your Officials Scheduler where all games will be listed by date:
Here, you can click on the specific game to edit Official assignments or choose the "Scheduler" at the top right of the screen to view the full schedule & assign all games.
Either option will bring you into the Officials Scheduler:

The Scheduler shows by day and will show the games scheduled.
Once a game is selected, the left screen will show the game details, the system assigned (with a drop-down to change the system, if needed), the roles needed for that Division's game, and the available officials to assign.
The assignment is a point & click once the game is selected:

Once assigned, the official will show in that role as "Pending" until they accept that assignment.

Officials View:

Once Officials are registered and connected to the Officials Scheduler, within their Account, they'll see a new menu option for Officials:

This section contains their Availability and Schedule:

The Availability allows officials to set Standard Availability during the week, as well as Date-Specific Availability for any custom changes to their regular schedule:

The Schedule tab allows Officials to view and respond to their assignments:

Confirmed: An accepted game assignment
Pending: An outstanding game assignment
Declined: A rejected game assignment

When officials are assigned a game, they receive an email with the details, including a link to where they can accept or deny the game assignment:

That "Review Assignment" link brings them to the Schedule tab and that specific game to take action on:

Reporting

Now that officials have been scheduled, you can run reports for the season under the Reports section of the Officials schedule:

All of these reports can be exported to CSV
Each of these reports has a unique focus:
- Games Report - Shows a list of games with details on assignments & cost:
- Assignments Report - Shows game dates, time & official name and assignment:
- Officials Report - Shows the breakdown of games & earnings by official:
- Facility Report- Shows the number of games, assignments and cost by facility:

For further help with the Officials Management system, please reach out to us at help@crossbar.org!