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1 Appointing Guide and Master Data com / www. whostheref. com info@whostheumpire. com / www. whostheumpire. com officials-for-sport. com, Bennett House, Norwich Street, Dereham, Norfolk NR19 1BX, England. +44 (0)

2 Appointing Guide The key to a smooth appointing process is to ensure your master data is set up correctly. An outline for how to set up the master data is described later in this document. Please read that outline first if you are unsure about your data. The basic flow of the appointing process is indicated in this chart. Each stage is described in the following pages.

3 MAKING APPOINTMENTS Choose your fixture To create an appointment, go to Fixtures and set the filters to select the range of games that you wish to appoint to. The date range should be as narrow as possible, as selecting a wide range of dates may take an unacceptable amount of time to process the data. If you are a member of more than one organisation then organisation will appear and you should select the appropriate organisation before selecting find. Once you have the required list of games on display, look for the column entitled "App Req". Where the cells in this column contain a value (for example referee or unpire) then this indicates that the appointment is still outstanding for that fixture. If more than one of that official type is required, then the number of outstanding appointments is shown in brackets. The value in this cell is "hyperlinked" which means that if you click it, then it will take you straight to the screen for making appointments for that fixture. Clicking this hyperlink in the App Req column is the normal process for making new appointments to a game. Choose your official After clicking the App Req hyperlink on the fixtures list, the Appointments screen will show the details of the selected game at the top. In-between this and the list of officials are some further selection tools - by changing these you can alter the sequence of the officials and vary the number of appointments on view that relate to each official. Depending on your organisation's configuration, the options for official's sequence are alphabetical A-Z or Z-A, by grade lowest to highest or highest to lowest, by grade closest to the level of the game, by postcode, by distance to the venue, or by cost of appointing. You may be able to see under each official's name a list of their games - it shows a number of their previous appointments, and also some future appointments. You can choose your own preference for how many games you would like to see. This list of appointments under the umpire's name also indicates whether the official declined the appointment, and if the game was cancelled or abandoned. You should now scroll down the list of officials to find the person you wish to appoint. Some web-browsers (eg. Internet Explorer, Google Chrome) allow you to use ctrl-f to input a name and take you straight to that person. On the same row as each official's name, to the right, you will see * and X. Clicking the * will highlight the official in green for reference. Clicking X will hide this official for the current appointment. When you have found the required official, click the radio button that appears to the left of their name. All the other officials will now disappear, leaving you with just your chosen official and the Save button underneath (Disk with a green tick). However if more than one of this official type is required for the appointment, you can click the choose the other official(s) before proceeding. Click the Save button to confirm your appointment. The appointment will be made, and you will be shown a confirmation screen. If there are other appointments still outstanding for this fixture, then those will be shown at

4 the bottom of the confirmation screen. You can click the outstanding appointment name to repeat the above process. Alternatively near the top of the screen is a link "Return to Fixtures" which you may click to return to the previous list of fixtures. It is important to note that at this stage the appointment is Unnotified, that means the official has not received any notification and neither they or the teams secretaries would see the appointment if they logged into the system. Unnotified appointments appear to your and other appointers on the Fixture list in grey. To notify an appointment, you must use the option Send Notifications. You can either do this directly after you confirm an appointment, as there is an option alongside the return to fixtures which states return to fixtures or send notifications. Alternatively you can wait until you have assigned all your appointments and then go into the send notification tab on the left hand side and select. This will then take you to a list of notifications waiting to be sent. You can then press notify and they will all then be sent either in part of in full depending on what you select. You may not wish to send all notifications at once. Additional information is outlined below. If your organisation has subscribed to the SMS facility, then you will have an option to send an SMS as well as the .

5 APPOINTING QUESTIONS Why can't I find the umpire I want? whostheref.com whostheumpire.com If your desired official is missing off the list, then the first things to check are: Availability - If the official has made himself unavailable on the day of the game, then he will not be available for selection. You will see his name included within the list of unavailable officials at the bottom of the screen. Some societies policy is that officials are unavailable until they have declared themselves unavailable, whilst for others they are unavailable until they declare themselves available. Already appointed - The official will not appear in the list if he has already been appointed to another game on the same day. A list of officials that are already appointed appears at the bottom of the screen. Loyal to team - There is a facility under Contact Loyalties to indicate that an official must never be appointed to a specific club. If you are appointing to a fixture involving a club that the umpire is loyal to, then he will not appear in the list. Contact loyalties is also available from the menu selection. Missing Contact Role - The official must have the required role, ie official, assigned to him in the Contact Roles screen. He must have this role within the organisation that the fixture is assigned to. Invalid Membership- The official must be a member of organisation for which you are an appointer. How do I delete an appointment? The easiest way to delete an appointment is first display a list of fixtures that will include the appointment that you wish to delete. Then move your mouse to the right of the official's name, and an "person icon" with a red cross will appear. Click this cross to delete the appointment. If you wish to delete the appointment then immediately re-appoint another official to the same fixture, then move the mouse further to the right of the name and an "two-person icon" with an arrow will appear. Click this icon to delete the appointment then immediately go to the appointments screen. Alternatively you can first display the appointment record, then click the delete icon at the top. If the official has asked to be removed from the fixture, then it is best to decline the appointment on their behalf, this way you can keep a trace of which games the official has declined. Deleting the appointment as above removes all trace of the appointment. Note when you delete an appointment record, if the official has been notified then an is sent to the official confirming that he has been removed. If the team(s) had been notified, then they also get an notifying them of the removal of the official.

6 SEND NOTIFICATIONS whostheref.com whostheumpire.com This is the process of sending s and/or text messages to your officials to alert them to their appointments. They must then accept or decline each appointment. Start by clicking Send Notifications from the menu. The program will search for all the appointments that you have made but where a notification has not yet been sent, and will display those appointments. Alongside each appointment are tickboxes for and text to the official, home team and away team. will be ticked by default, SMS will be unticked by default. You should only use SMS in exceptional circumstances as there is a cost associated with each SMS that the system sends. This facility will not be available if your organisation has not subscribed to this service. If there are some appointments that you do not currently wish to notify, then you may untick the box that is next to it. You should scan through the list, and if you are sure you wish to /sms all those appointments that are ticked, then click Send. The program will now send those s/sms, and when you return to the fixtures screen the colour of the appointment on the Fixtures screen will turn to Red with a blue question mark alongside it. This indicates that the official has been notified, but has not yet responded to the notification. Note: The s are sent to the appointed officials when you click send. The timing of the to the team(s) depends upon your configuration. There are options: - They may be sent at the same time as sending to the official - They may be sent at the time the official accepts the appointment - They may be sent a pre-determined number of days prior to the date of the fixture. The system can be confirmed so that your s can be sent X amount of days prior to the date of the fixture. s will not be sent to teams if the official has not confirmed. If the official confirms within the time specified prior to the fixture, then the to the team(s) will be sent immediately. Why haven't the officials and/or teams been notified? When you make an appointment, there are four tickboxes that control if an is sent to the home team, away team, competition contact, and the appointed official. The default settings for these tick boxes are controlled by the Competition record, amend the competition to change the defaults when creating new appointments. Note amending the competition record does not update these tickboxes for appointments that are already made. You may want to untick the team notification for some types of officials, e g pitch-side assessors. You should also check that a secretary has been assigned to the club or at least one contact to the team.

7 THE NOTIFICATION whostheref.com whostheumpire.com The contains full details of the game that the official has been appointed to, along with two website addresses that are hyperlinked, i. e. can be clicked. If the official wishes to accept the appointment, then he should click the first of those two links. When he does this, the website will display a confirmation screen. When the Fixtures are next displayed, the official's name will turn to green. If the official wishes to decline the appointment, then he should click the second of those two links. When he does this, the website will request the official to input a brief reason why he has declined the appointment, and also asks via a tickbox whether the official wishes to make himself unavailable for other appointments on the same day as that game. After inputting a reason, the official can Click to confirm that he is declining the game. When he does this, an is automatically send to the appointer to notify him that the official has declined the appointment. If the team(s) have received notification of the appointment, then they are also ed to notify that the official has declined the appointment. ACCEPTING OR DECLINING ON LINE Sometimes it is more convenient for an official to log into the website to accept or decline appointments. He can do this by displaying his list of appointments, then viewing the required appointment. At the bottom of the display will be two links, one to accept and one to decline. The official can click those links in the same manner as he can click the links within the notification . NOTE: An appointer is able to accept or decline the official's appointments on his behalf, by displaying the appointment record and clicking the relevant link. An appointer is the only user other than the official who is able to access these links, and this is only normally done when the official does not have access to the internet.

8 Master Data FIXTURES The fixture list forms the core of the system and it is important to have in place all the other data upon which the fixtures rely. At an absolute minimum, each fixture requires: - Date (and ideally time) of the fixture - Competition name - Home team - Away team If you are an appointer for multiple organisations, then you will be asked to specify the organisation that owns this fixture. You may optionally specify a venue, but if you do not then this will default to the home team's club. The list of venues is made up of known Clubs. You can also specify a "Level" for the match (numerical), this may help to list your officials in a sequence that matches their grade to the level of the match. If you are creating a fixture to be "exchanged" with another organisation for them to appoint an official to, then you may choose the "Exchange Organisation". By specifying an exchange organisation, both your own and the other organisation can appoint to this fixture. The status of most new fixtures will be "Active", however if necessary then this can later be changed to Cancelled, Postponed or Abandoned. If you amend the fixture record, for example changing the status, or date, or time, then if anyone has been appointed to the fixture then they will receive notification of the change of details. The club fixture secretary and team contacts will also receive this notification. Although many sports no longer use this facility, you may indicate whether the fixture requires CRB approved officials. If either of the teams has "CRQ Required" indicated on their record, but you do not tick this box, then you will not be able to complete the fixture.

9 COMPETITIONS Fixtures can be grouped together according to competition. You can create new competitions using the option Competitions from the menu. The fields required for each competition record are: Name The name of this competition Level Numerical level of the fixtures in this competition Multi-day This is not currently used.clubs can create fixtures There is now the facility for Clubs to create fixtures. Your society administrator will first need to amend your Clubs access and then a Club can create a fixture as outlined above. Restrict away teams When creating a fixture, access to away teams will normally be restricted to teams within your organisation if this is for closed competition fixtures. You may have access to additional teams for open competitions. Open An Open competition is one for which other organisations as well your own can make create fixture in. You would normally leave this unticked. Organisation If you are an appointer for more than one organisation, then you will be asked which of your organisations is the "owner" of this competition. Contact If there is a person who should receive notification of all appointments that are made within this competition, then choose that person from this list. Note that the people who appear in this list are those who have the Contact Role of "Competition Secretary" within your organisation. The following four tickboxes control the defaults when creating appointments for fixtures within this competition, ie they do not control which s are sent, this control is handled by the settings on the actual appointment record. You can change the defaults when creating each appointment, and you can also amend the appointment record at a later date. Notify Home Team Indicates whether people nominated as the team secretary or team contact from the home team should receive notification of the appointed officials details. Notify Away Team Indicates whether people nominated as the team secretary or team contact from the away team should receive notification of the appointed official s details. Notify Competition Contact Indicates whether people nominated as the competition secretary should receive notification of the appointed official s details. Notify Contact Indicates whether officials should receive notification of the games they are appointed to.

10 The Notify Contact tickbox should always be ticked, unless you are relying on your officials to log into the system to see their games. The other three tickboxes depends upon your preferences for this competition, but home team would normally be ticked. COMPETITION ENTRANTS In this file you specify the teams that normally participate in a competition. It is not compulsory to set these up, but it can make fixtures easier to create. The amendment of competition entrants is usually undertaken by your Society Administrator and reviewed on a yearly basis. If you do use this facility, then the best starting point for creating a new fixture is to first display the Competition record then click the link Create Fixture. The available teams within the home/away drop-downs will then be restricted to only those teams that are indicated as being entered in the competition. APPOINTMENTS REQUIRED It is important to create these records for every competition that you create. They indicate the number of each type of official that you require for fixtures in that competition. Most new competitions should require an umpire min 2 max 2 or referee min 1 max 2. There are two tickboxes for "Home confirmation required" and "Away confirmation required" you should ignore these and leave unticked. You may also optionally create records for Scorers and Pitch Side Assessors, if you would normally appoint them to games in the selection competition. The records created in this file for each competition control the appearance of required officials in the fixtures list. So if there is a game where you have not appointed officials, but the game also shows that no officials are required, then check that you have set up the relevant records in the "Appointments Req" file. CONTACT ROLES Every user will need to be assigned roles before they can make meaningful use of the system. Any user can have any number of roles, and if they are a member of more than one organisation, then they can have different roles within each organisation. Roles are assigned to users using the "Contact Roles" screen. Click the Create icon.

11 You can choose from the list of users who are a member of your organisation, and then choose the role you wish to assign to them. If you are a member of multiple organisations then you must also specify for which organisation the user will have this new role. If you are trying to appoint an official to a fixture, but you can't find the official in the available list, then check they have the correct role within the organisation that is managing the fixture. Note that only authorised senior users of the system can assign roles for Appointer or Membership Secretary, as these two roles grant access to a wider range of functions within the system. CLUBS You should create a record for each club that exists within your organisation. This record contains the name, address, postcode and telephone numbers of the ground. You can also specify the Secretary. The people who appear in this list are those who have been given the role of Club Secretary. Each club may be linked to any number of teams. The connection between club and team is made when you create the Team record. TEAMS Each team is usually linked to a club. The list of clubs in the drop-down are those that are assigned to your organisation. You may also specify the primary competition that the team plays in, although they may also be in other competitions, as indicated by additional records in the file Competition Entrants. The Team Secretary may also be specified, this person will normally receive notification s for home fixtures. The people who appear in this list are those with the role of Team Secretary or Team Captain. You may leave the box "Colours" empty as it does not apply to cricket. Although this is not often required you may tick CRB Req if this team demands CRB-checked officials.

12 TEAM CONTACTS Use this file where you have multiple people associated with a team who need to receive notification s or who need to be have access to feedback reports on the officials. You can create any number of additional contacts for a team.