Officials Management (Beta)

Note: This feature is currently in beta to select customers only. Want to be part of the beta? Reach out to our support team for more info!

As a TeamSnap Tournaments administrator, you can add and update officials information for your tournament organization, and import your official's info from a CSV file. 

Officials can be managed in two areas. The first is within your admin portal under the Officials tab, and the second is within your tournament management area. This article describes how you can add officials manually one at a time or add multiple officials via a CSV import, and adjusting settings to assign officials to games.

Add Officials Manually

  1. Log into TeamSnap Tournaments
  2. Click the Officials tab
  3. Click Add First Official or Add Official
  4. Complete fields and add tags
    • First Name, Last Name, and Email are required
    • If desired, add unlimited customizable tags for messaging or assignment purposes. This can help in tracking certifications, experience, reviews, or anything else you'd like to group officials by. 
  5. Click Save


Import Officials

Note: All officials' fields can be imported with the exception of the tag field. 

  1. Log into TeamSnap Tournaments
  2. Click Import Officials
  3. Click Choose File
    • Check the Has Headers box if your import file already has the column headers labeled for field matching
  4. Click Next
  5. Ensure that your fields are properly mapped to the system headers by clicking the dropdown next to Map to and selecting the field name that the data from your file corresponds to
    • If there is no match for the field you are importing, select Ignore
  6. Click Next
  7. Review imported data for accuracy
  8. Click Next
  9. Click Finished

Manage and Assign Officials

Once you have your tournament games scheduled and published, you can find additional officials settings within your tournament management portal under the Officials tab and can go ahead and assign or allow officials to assign themselves to published tournament games. 

  1. Click tournament event name
  2. Click Manage
  3. Click the Officials tab
  4. Click the drop-down at the top of the screen to select specific divisions to manage officials for or leave it at the default of All Divisions
  5. Click Settings
    1. Enter the number of officials to be assigned per game
    2. Select ability limits
      • if tags were added to officials for levels of experience (e.g. Level 1, Level 2, Level 3) those tags can be added here to indicate that only officials that have tags matching those selected can be assigned to that division

  6. Click Assignment
    1. Click Add Official drop-down to select available officials to assign to game
      • Only officials with tags matching those added under Settings will be available for assignment
      • Admins will see on the drop-down menu and a warning for any conflicts if the official is already assigned to another game on the same date/time

    2. Click Send Assignments to email notifications to assigned officials
      1. Check box for desired notification
      2. Click Send
    3. Assignment Status is displayed by icon before the official's name in the Officials column, allowing you to see the status of each assignment.
      • Once the assignments are sent to the officials their status will change to Notified.
      • The status will change to Accepted/Declined when an official accepts or declines the assignment status.
      • If a game is rescheduled, the status will change to rescheduled so a new notification can be sent to the official allowing them to Accept or Decline the new game time.
  7. Click Self Assign 
    1. Toggle Self Assign Open (optional)
      • This allows officials to assign themselves to the games they would like to officiate and/or are available for
    2. Toggle Auto Approve to allow officials (optional)
      1. Turn this off if you want the admin to approve each self-assignment.  If toggled on, official game assignments will automatically be accepted once an official assigns themselves to a game.
    3. Click Invite Officials to send email invitations to the officials you want to allow to self-assign. While self-assignment is open, you will be able to see how many games each official has assigned themselves to and how many of those self assignments have been approved.

What's Next

You can view official assignment statuses under Officials>Assignments section at any time. Additionally, assignment notifications can be re-sent as a reminder. Finally, admins can send targeted messages to officials under the Messages tab.

In the TeamSnap Tournaments mobile app, officials will be able to see an Assignments tab with any assignments they have for an event as well as a jersey icon visible on any games they are officiating. They will be able to view other officials assigned to games they have been assigned to, along with their contact information.