What Happens When Officials Submit Availability

When an official submits their availability for an event:

• The official appears in the Officials tab for that event and they are added to the Available Officials pool to select from when creating your event assignments and schedule
• Their selected availability blocks are saved
• Assignors can review when they are available to work in the assignment scheduler

Assignors can then:

• Assign them to games
• Message them through the messaging hub

What Happens When an Official Is Assigned to a Game

When an assignor schedules an official for a game:

• The assignment is saved in the event schedule when you click "Publish Assignments"
• The official is linked to the complex/facility, date, field, and game time(s)
• The official receives an email notification with the assignment details and their portal is updated. If the official has subscribed to their assignment calendar, their calendar is automatically updated with their assignements.
• Officials are asked to accept or reject their assignments. The system does this for you.

Assignments can still be updated or changed before the event.

What Happens When an Official Accepts an Assignment

When an official accepts an assignment:

• The assignment is confirmed
• The official is locked into that game slot
• The Officials dashboard updates to show the confirmed assignment

This helps assignors quickly see which games are fully staffed.

What Happens When an Official Rejects an Assignment

If an official rejects an assignment:

• The assignment slot becomes available again
• The assignor can replace them with another official from the availability pool
• The schedule updates to show the open slot (highlighted in red to indicate a gap in the schedule)

Assignors can then:

• Assign another available official
• Add a one-off official if needed

What Happens When an Assignor Adds a One-Off Official

Sometimes assignors need to add an official who is not in their network.

When a one-off official is added:

• The official is temporarily added to the event
• The assignor can immediately assign them to games
• The official receives assignment notifications
• Tourney Direct prompts them to register and add their payment account.

What Happens When Assignors Send Messages to Officials

Using the Messaging Hub, assignors can email their officiating group or direct message a list of officials to:

• Request availability from their officials
• Send reminders about assignments
• Ask officials to accept or reject pending games
• Share field maps, game rules, or other important event information

Officials receive the message via email or via direct messaging in their portal and can respond accordingly.

What Happens When an Assignor Clears Assignments

If an assignor clears the schedule:

• All game assignments are removed
• The schedule resets
• Assignors can rebuild the schedule from scratch

This is useful if major changes to the event schedule occur.

Frequently Asked Questions (FAQ)

How do officials accept game assignments?

Officials receive an email with assignment details and can confirm their participation through the portal. Their acceptance or rejection will show in the portal dashboard. If the Response column shows as pending, send them a direct message asking that they accept or reject.

What happens if an official rejects a game?

The assignment becomes available again so the assignor can replace them with another official.

How do assignors collect availability from officials?

Tourney Direct automatically creates a standard set of availability options for each of your events (Not available, available all day, morning availability or afternoon availability). This keeps things simple and easy to manage.

Can assignors add officials who are not already in the system?

Yes. Assignors can add a one-off official directly in the assignment scheduler to quickly fill a game slot.

“What Happens When…” Guide for Assignors and Umpires-in-Charge (UICs)