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Auto-Appoint

Access Level

Appointer role or Owner access required

Overview

Auto-Appoint uses your organisation's depth chart rankings to suggest the best available officials for an event. Rather than manually searching for officials, the system presents a ranked list based on score, tier, and availability — you review the suggestions and confirm with one click.

Auto-Appoint is not available in Passive Mode.

How to Access

From the main menu under Owner Admin, click Appointments then Auto-Appoint.

You can also access it directly from an event detail panel: click the Auto-appoint link next to the event's grade.

Before You Start

  • The event must have a Depth Chart Grade assigned. You can set this when creating or editing the event.
  • Your depth chart must have officials ranked for that grade. See Depth Charting for setup.
  • For slot-based suggestions, set up Round Templates for the grade first.

Selecting an Event

  1. Choose an event from the Event dropdown. Events are listed with their date and title.
  2. Select the Season Year for the depth chart rankings you want to use.
  3. Click Load Suggestions.
  4. Result: The system shows ranked suggestions for the event.

If the selected event has no grade linked, an information message appears. Edit the event and assign a grade to proceed.

Flat Suggestions (no template)

If no Round Template has been set up for the event's grade, a flat ranked list of officials appears.

The table shows each official with:

Column Description
Rank Their position on the depth chart
Official Name
Tier Skill level badge (Elite, Senior, Developing, or Junior)
Score Depth chart score
Status Whether they are available, unavailable, or already assigned
Role A dropdown to assign a role when appointing

Row colours:

  • Yellow row — Official has marked themselves unavailable on the event date
  • Green row — Official is already assigned to this event

Officials who are available are pre-selected. Officials who are already assigned have their checkbox disabled.

Appointing from the Flat List

  1. Review the suggested officials. Adjust checkboxes as needed.
  2. Select a Role for each official you intend to appoint (optional)
  3. Click Appoint Selected
  4. Result: The selected officials are assigned to the event. A success message confirms how many were appointed.

Slot Suggestions (template exists)

If a Round Template has been set up for the event's grade, the system fills slots based on the template — one suggested official per slot.

The table shows each slot with:

Column Description
Role The role this slot is for
Slot Slot number within that role
Suggested Official The highest-ranked available official for this slot
Tier Skill level badge
Score Depth chart score
Swap A dropdown to choose a different official for this slot

Swapping a Suggestion

If you prefer a different official for a slot:

  1. Click the Swap dropdown for that slot
  2. Select another official from the list (ranked by score, with unavailability noted)
  3. Select Skip slot to leave that position unfilled

Appointing All Slots

  1. Review the suggestions and swap any officials as needed
  2. Click Appoint All Slots
  3. Result: All filled slots are assigned to the event. A success message confirms the result.

Round Templates

Round Templates define how many officials of each role are required for each grade. When a template exists for an event's grade, Auto-Appoint uses the slot-based view instead of the flat list.

Example: Premier Grade requires 2 Umpires and 1 Goal Umpire. Setting up a template for that grade means every Premier Grade event will show exactly those three slots when you use Auto-Appoint.

Viewing Templates

Scroll to the Round Templates section at the bottom of the page. Use the Grade filter dropdown and click Filter to view templates for a specific grade.

Adding a Template Slot

  1. Click Add Slot
  2. Select the Grade from the dropdown
  3. Select the Role from the dropdown
  4. Enter the Quantity (number of officials needed for this role, between 1 and 20)
  5. Click Save
  6. Result: The slot appears in the template table

Repeat for each role required for that grade.

Deleting a Template Slot

Click the Delete button on the row you want to remove.

Tips

  • Set up Round Templates for each grade before using Auto-Appoint. The slot-based view makes it much easier to see exactly what is needed.
  • Officials with a green Available status are the best candidates. Yellow Unavailable officials have indicated they are not free on that date.
  • You can use Auto-Appoint as a starting point and then manually adjust assignments on the Appointments page.

Troubleshooting

"This event has no depth chart grade linked"

Edit the event and assign a Depth Chart Grade, then return to Auto-Appoint and load suggestions again:

  1. Go to Appointments
  2. Select the event
  3. Click Edit and assign a Depth Chart Grade
  4. Return to Auto-Appoint and load suggestions again

No officials appear in suggestions

No officials have been ranked on the depth chart for this grade and season year, or all officials are already assigned to this event. Check the Season Year dropdown — ensure it matches the year your depth chart was last updated, then go to Depth Charting and confirm officials are ranked for this grade.

Suggestions show but the Appoint button is disabled

No officials are selected in the flat list view, or all slots are set to "Skip slot" in the slot-based view.