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Appointments: Managing Events and Officials

Access Level

Appointer role or Owner access required

Overview

The Appointments page is where administrators create events, assign officials, and track staffing across all fixtures. You can see every event for the season, check how many officials have been assigned, and manage individual appointments from a single page.

How to Access

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

Before You Start

Set up your Roles and Venues before creating events — these are needed when assigning officials and building events.

If your organisation uses an external appointments system, you may be in Passive Mode. In this mode, events and appointments are imported from that system rather than created manually. A blue notice at the top of the page will tell you if this is the case.

Page Layout

The Appointments page has two panels:

  • Left panel — the event list with filters
  • Right panel — event details and assigned officials (appears when you select an event)

Events List

The left panel shows all events for your organisation. Each event displays:

  • Event title
  • Date
  • Competition or round (if set)
  • Teams (if set)
  • Number of officials assigned, with a staffing badge showing how many are needed

Staffing badges:

Badge Meaning
Green (e.g. 3/3) Fully staffed
Yellow (e.g. 1/3) Partially staffed
Red (e.g. 0/3) No officials assigned

Badges only appear when a Round Template has been set up for that event's grade.

Filtering Events

Use the filters above the list to narrow down events:

  • From / To — date range filter
  • Grade — filter by depth chart grade

Click the filter controls to apply your selection.

Pagination

Use the Previous and Next buttons at the bottom of the list to move between pages.

Creating a New Event

Note: Not available in Passive Mode.

  1. Click New Event
  2. Fill in the event details (see fields below)
  3. Click Save
  4. Result: The event appears in the list and is selected automatically

Event Fields

Title, required

  • The name of the event, shown to officials when they are assigned
  • Example: Round 5 — Hawks vs Eagles

Date, required

  • The date the event takes place

Time

  • The start time of the event

Competition / Round

  • The competition name or round number, used for filtering and reporting

Venue

  • Select from your organisation's saved venues

Depth Chart Grade

  • Links the event to a grade from your depth chart, enabling the Auto-Appoint feature

Home Team / Away Team

  • The team names for the fixture

Notes

  • Any additional information for assigned officials

Respond By

  • A deadline date for officials to accept or decline their appointment

Viewing and Editing an Event

Click any event in the left panel to see its details in the right panel.

The right panel shows:

  • Event title, date, time, venue, and teams
  • Respond by date (if set)
  • Grade (with an Auto-Appoint link if a grade is set)
  • Notes
  • Staffing summary (if a Round Template is configured for this grade)
  • All assigned officials with their status

To edit an event, click the Edit button (pencil icon) in the event header.

Assigned Officials

The Assigned Officials section lists everyone appointed to the selected event.

Each entry shows:

  • Official's name
  • Appointment status badge
  • Role (if assigned)
  • Notes (if any)

Status badges:

Badge Meaning
Pending Official has not responded
Accepted Official has accepted
Declined Official has declined
Cancelled Appointment was cancelled

Staffing Summary

If a Round Template has been set up for the event's grade, a staffing table appears above the officials list showing how many officials of each role are needed and how many have been assigned.

Assigning an Official

Note: Not available in Passive Mode.

  1. Select the event from the list
  2. Click Assign in the Assigned Officials header
  3. Start typing the official's name in the search box
  4. Select the official from the results
    • A green A badge means the official has marked themselves available on this date
    • A red U badge means the official has marked themselves unavailable
  5. Optionally select a Role from the dropdown
  6. Optionally enter Notes
  7. Click Assign
  8. Result: The official appears in the list with a Pending status

Tip: Availability badges help you avoid assigning officials who are already marked unavailable. You can still assign them if needed.

Removing an Official

  1. Find the official in the Assigned Officials list
  2. Click the Remove button (✕ icon) next to their name
  3. Confirm when prompted
  4. Result: The official is removed from the event

Notifying Officials

Notify All

Send a reminder to every assigned official at once.

  1. Click Notify All in the event header
  2. Confirm when prompted
  3. Result: A notification is sent to all assigned officials for this event

Re-notify One Official

  1. Click the Re-notify button (bell icon) next to an individual official
  2. Result: A notification is sent to that official only

Cancelling an Event

Note: Not available in Passive Mode.

  1. Select the event
  2. Click Cancel in the event header
  3. Confirm when prompted
  4. Result: The event is marked as cancelled. Assigned officials are notified. A Cancelled badge appears on the event.

Deleting an Event

Note: Not available in Passive Mode.

  1. Select the event
  2. Click the Delete button (bin icon) in the event header
  3. Confirm when prompted
  4. Result: The event and all its appointments are permanently removed

Warning: Deleting an event cannot be undone.

Exporting Events

Click Export CSV to download the current event list as a spreadsheet.

Troubleshooting

An official's availability badge is not showing

No availability badge appears next to an official's name in search results. This occurs when the official has not recorded availability for that date, or when availability records exist but not for the exact event date.

The staffing badge is not showing on an event

Events show only an official count with no colour-coded badge. Check that the event has a Depth Chart Grade assigned, and that a Round Template has been set up for that grade.

  • Auto-Appoint — Use depth chart rankings to suggest and appoint officials automatically
  • Import — Import events and appointments from a CSV or Excel file
  • Availability — View official availability across the group
  • Roles and Venues — Configure the roles officials can be assigned to and manage venues