This article explains every tab and setting on the desktop System Settings page so administrators can confidently configure their organization. It also expands on each numbered item in Features & Settings, where every option has an ON/OFF toggle. At least one administrator should review System Settings every 6 months.
Overview
Where: Desktop/laptop interface only (not available on mobile apps).
Who: Any user with Administrator permissions can edit. A single System Owner (a special subset of Administrator) is designated as the primary contact.
Layout: Tabs on the left, details on the right.
Why it matters: This page is the “brain” of your system—branding, terminology, defaults, features, fees, and integrations live here. Careful configuration ensures accurate schedules, consistent communication, and predictable payroll and billing behavior.
Name / Address Tab
What this controls
Organization identity (name, billing address, country/state, phone).
Billing contact (title, first/last, email) used to address invoices:
Outgoing invoices you create for teams/leagues.
Your annual HorizonWebRef subscription invoice.
System Owner (must already be a System Administrator):
Can edit the Message from the Administrator shown on officials’ home pages.
Acts as the primary troubleshooting contact for coaches/ADs/others.
Is the main point of contact for Horizon support if urgent action is needed.
If billing contact info conflicts with the owner, the System Owner takes precedence for accountability and control.
Best practices
Use a functional billing mailbox (e.g., billing@yourorg) that an admin can access.
Update the System Owner whenever leadership changes.
Organization Logo Tab
What this controls
Upload one logo for your organization.
Where it appears:
Desktop: right-hand gray navigation panel.
Mobile apps: on the organization-switcher screen for users in multiple orgs.
Tips
Must use a JPG with comfortable margins for the best appearance in both light and dark environments.
Subscription
What this shows
Organization/System number, package, expiration date, license counts (included, add-ons, in use), current balance, and per-user add-on costs.
Electronic payment history with status and receipt links.
This tab is informational; plan changes are not made here.
System Colors (Deprecated)
Admins can pick hex colors for elements like Body, Heading, Accent, link color and status colors (e.g., Declined/Unaccepted/Turn Back).
Important: This setting is deprecated and will be removed in a future version. Mobile apps already ignore these colors (users select their own light/dark theme).
Global Fees
What this controls
Organization Fees (per-game): Deductions from officials’ pay. Use a dollar amount ≥ $1 or a percentage (to effectively make sub-$1 deductions).
Reschedule Fee: Pre-filled deduction when an official declines and a scheduler deletes/acknowledges the declined assignment. Can be overridden per case. (Dollar ≥ $1 or percentage.)
Assignor’s Fee (per game): Additional deduction from officials’ pay. (Dollar ≥ $1 or percentage.)
Add Fee To League/Team Invoice: Adds a dollar-only fee (per-game or per-official) to client invoices. Percentages are not allowed here.
Important: To design your actual pay/fee structure, configure Positions. Use Global Fees sparingly for global adjustments and policies that apply to all games.
Features & Settings
This is the most-used tab. Each option is numbered and uses a simple toggle. Numbers are fixed system-wide, so you can reference them exactly.
Tip: Many items include sub-options that appear only when the main toggle is ON.
Assigning & Availability
#1 Auto-Assign System
Automatically assigns games based on rules (availability, blocks, linking, qualifications, rankings, etc.). Use the gear icon to adjust default auto-assignor parameters. Great for fair distribution and speed.
#2 Game Linking System
Link multiple games so a single assignment action covers them all. Partners must be eligible/available for all linked games and share compatible positions.
#3 Lock Availability While Assigning
Prevents officials from changing availability once you start scheduling. Options:
Permanently Once Assigned (recommended)
Only if unaccepted or declined
Only if unaccepted
Never
This protects schedulers from post-hoc availability changes and reduces disputes.
Block Systems (conflict/compatibility controls)
#4 Partner Block System
Allow blocks “won’t work with X”. Choose who can edit:
Officials & Assignors or Assignors only.
#5 Team Block System (if your sport/org uses teams)
Block specific teams. Same editability options as above.
#6 Venue Block System
Block specific venues/facilities. Same editability options.
#7 Game Code Block System
Block specific game types/codes. Same editability options.
#8 Position Block System
Block particular positions the official does not want to work. Same editability options.
#9 League Block System
Block leagues or league groups. Same editability options.
Structure & Eligibility
#10 Use Teams
Turn team data on/off (most orgs: ON).
#11 Use Leagues
Enable leagues as an additional organizing layer. When ON, a label control may appear to fine-tune the display.
#12 Use Age Scheduling Restrictions
Activate age-based position restrictions (e.g., U10 vs. Adult). You’ll configure the age rules on Positions.
Acceptance & Timeline Controls
#13 Require Double Confirmation
Officials must re-confirm assignments again N days before game time (3–30 day choices). Ideal for schedules created far in advance.
#14 Double Confirm Time
Specify the time range for the double confirmation feature. This option is only visible if #13 is turned ON. Options are 3, 5, 7, 14, 21, or 30 days before game time.
#15 Allow Officials to Decline Assignments
If OFF, officials can only accept (removal requires contacting a scheduler).
#16 Require Reason When Declining
Prompts officials to enter a reason on decline (works only if #14 is ON).
#17 Require Response Within (Auto-Decline)
If no accept/decline by the limit, the assignment is pulled back for rescheduling. Options range from OFF to 1, 2, 3, 5, 7, 14, 21, 30, 60 days.
#18 Show Partners Before Acceptance
If OFF (recommended), partners are revealed after acceptance to reduce “shopping.”
#19 Block All Game Details Until All Pending Assignments Accepted
Holds details hostage until the official answers all outstanding offers.
#20 Show Game Details Before Acceptance
When OFF, date/time/type (and teams/venue, if applicable) stay limited until acceptance.
Public Schedule & External Visibility
#21 Simplified Public Schedule
Generates a shareable, simplified schedule link showing date, time, type (and teams/venue if used). Controls include:
Published-only vs. Published & Unpublished
Time window (e.g., future only, ±N days, past only)
Who may view: Officials, Coaches, ADs, League Personnel/Non-officials, Venue Personnel.
#22 Show Officials on Public Schedule
Choose to show names, hide names, or show only the number of officials.
#23 Allow Coaches/ADs/League Personnel to Add Games
If ON, non-official stakeholders can add events you later schedule; you’ll receive an email alert with who added it (and teams, if used).
#24 Let Coaches/ADs/League Personnel See Assigned Officials
If ON, choose when visibility opens (immediately when published, game day only, or N days before).
#25 Let Coaches/ADs/League Personnel See Officials’ Contact Info
Works with #24 ON. Controls visibility of addresses/phones for coordination.
#26 Let Coaches/ADs/League Personnel See Officials’ Fees
Works with #24 ON. Reveals game fee, travel, and fee structure.
#27 Allow Coaches/ADs/League Personnel to Generate Invoices
They can run their own billing invoices for officials who worked their games.
#28 Allow Coaches/ADs/League Personnel to Generate Payroll Reports
They can run individual payroll reports for the officials on their games.
#29 Allow Coaches/ADs/League Personnel to Cancel Games
If ON, choose a cutoff (Anytime, or no later than 1/2/3/6/12/24/48/72 hours prior). All cancellations are timestamped and attributed.
#30 Require Coaches’ Approval Before Assigning
Schedulers cannot assign until coaches approve game details. Option: both coaches or home coach only. Helpful for accountability, but can delay scheduling.
Post-Game Reports & Ratings
#31 Require Game Reports from Officials
Locks an official out of viewing future assignment details until the required post-game report is submitted. You choose which positions must report (via Positions).
#32 Coaches’ Ratings & Rankings
Let coaches rate officials post-game. Sub-option: Ratings Mandatory (daily reminder emails) or Ratings Optional. You can also customize rating questions.
#33 Fellow-Official Ratings & Rankings
Officials rate their partners. Choices: Mandatory or Optional. Rating-question customization is available.
#34 Observer/Supervisor Ratings & Rankings
Observers/supervisors (and assignors) can submit performance ratings even if not assigned to the game. Rating-question customization is available.
#35 Default Rating Level
Prefill value (1–10) on rating forms (e.g., 8 – Recommended).
#36 Officials May See Their Received Ratings
Never, Only when published, or Always.
If not “Always,” the sub-option to notify officials on new ratings is disabled for them.
#37 Officials May See Their Submitted Ratings
Allow an official to review ratings they’ve authored (ON/OFF).
#38 Email Notify When New Rating Submitted
Turn notifications ON/OFF and choose recipients: Administrators, Assignors, Officials (self, if allowed), Observers.
Rankings, Payroll, and Financial Views
#39 Manual Ranking System
Assignors give a numerical ranking/level per official and use it to filter/sort availability during assigning. Options:
High Rank is Better or Low Rank is Better
1 or 2 rankings per official
Who can see rankings: Assignors (always), Officials (own), Observers (all), All Officials (all)
#40 Display Gross Pay to Officials
If you bill clients more than you pay officials, this shows billed vs. paid amounts to officials for transparency.
#41 Always Pay Officials for Cancelled Games
Default payable status for cancelled games (ON = payable by default). You can override per game.
#42 Include Unaccepted Assignments on Payroll Reports
Default is OFF.
#43 Include Unpublished Games on Financial Reports
Default is OFF.
#44 Include Official ID# on Payroll Reports
Shows the ID from personal profiles on payroll outputs.
Miscellaneous & Operational Tools
#45 Individual Game Documents Upload
Currently under development (not yet available).
#46 Prospective Official System
Invitation-only membership pipeline where members can submit, rate, and discuss candidates. Deprecated; not recommended for new setups. Feature will be removed in future versions of the software.
#47 Mileage System
Calculates distance (via Google Maps) from official’s home to venue for sorting availability and mileage reimbursement. Choose region units: miles/kilometers/kilometres. If an address cannot be resolved, officials can enter mileage manually.
#48 Travel Itinerary Manager
Track flights, hotels, rental cars (confirmation numbers, check-in/out, gates, return dates/times). Centralizes logistics for traveling crews.
#49 Incident Reporting System
Officials can submit incident reports (ejections, suspensions, misconduct, etc.). Choose who may view: submitter (always), assignors (always), partners, all officials, plus optionally Coaches/ADs/League Personnel/Non-officials. You can add an external email recipient (e.g., league disciplinary chair) to receive copies.
#50 Community Forums System
When enabled, this adds a discussion forum to officials’ home pages. It allows members to publicly post and reply to messages, creating an internal communication space. Administrators moderate the forum.
Recommended usage: Keep ON if your group benefits from open discussion, announcements, or peer Q&A.
Privacy note: All logged-in users can read and contribute. If OFF, the forum is completely hidden.
#51 TBA Request System
This is a modified form of self-assigning. When ON, schedulers can mark a game as TBA (To Be Assigned). The system emails all officials, inviting them to respond if they are interested.
Officials submit responses showing willingness to take the assignment.
Schedulers then review responses and assign as they see fit.
Key advantage: Promotes fairness compared to first-come/first-served systems, since assignors still make the final choice.
Best for: Last-minute games or when normal availability does not provide enough coverage.
#52 Allow Officials To Swap Assignments With Each Other
This lets officials directly trade assignments between themselves without scheduler intervention.
Assignments can be swapped directly.
Once swapped, each official’s schedule updates automatically.
Pros: Saves scheduler time, empowers officials to solve conflicts.
Cons: May reduce oversight if swaps are frequent; some orgs prefer to keep this OFF.
#53 Require Officials to Supply SSN
If ON, each official must securely enter their Social Security Number in their profile.
Important: Because SSNs are highly sensitive, most organizations prefer to collect them directly through a secure payroll provider instead of within Horizon.
Default recommendation: OFF (NO), unless you have a specific compliance requirement.
#54 Require Officials to Supply Bank Account
If ON, officials must enter their bank routing and account number in their profile.
Best practice: Leave OFF (NO) unless your organization directly manages ACH payments. Many groups instead use third-party payment processors that collect this data securely outside Horizon or instead use the Horizon Payment Center, which securely handles direct deposits for organizations and users in the US. This option is not needed with the Payment Center and will be automatically turned OFF (NO) if the organization has an active Payment Center account.
Default recommendation: OFF for most organizations.
Additional feature toggles may appear below this point in some organizations (e.g., forum visibility). Use the on-screen help icons for context; this document focuses on the common, broadly available items shown above.
System Defaults
Scheduling & assignment defaults
System default language and sport.
Max email recipients per send.
Default # of officials per game, start time, game length.
Default payment setting (e.g., paid by scheduler/org payroll).
When officials become available again (e.g., immediately after game ends).
Max assignments per day (limit or unlimited).
Turnback requests accepted up to X hours before game time.
Season window
Season start month (the month you start using the system, not necessarily first game).
Season end month updates automatically based on your start month.
Allow up to 72 hours for all counters and date windows to fully update after changing season months.
Preferences
Organization-wide terminology & display
Incident report email forwarding (optional address).
Redirect users on logout (domain).
Terminology for “game”, “location”, “official”, “scheduler”, “league/governing body”.
Show Game ID column, set your own Game IDs, show game codes (as text).
Pay basis (per game, etc.), week starts on (org default; officials can override this one personal preference), date/time format, system time zone, currency format.
Custom profile fields and who can view them (admins, schedulers, finance observers, observers/supervisors, general officials).
Policy acknowledgment
Require officials to approve policy annually (ON/OFF). When ON, officials must acknowledge your policy once per year at login.
Synchronize
Connect external services.
SportsEngine is currently supported: import/update/synchronize game data from SportsEngine into your system. You can connect/disconnect here.
Expect more integrations to be added over time.
Add-Ons (Upgrades)
Custom Text Messaging (SMS): Send custom blasts beyond automated reminders; packages sized for light to heavy use.
Developer API: REST API for custom apps/integrations (pricing tiers for personal → commercial). Docs: HorizonWebRef Developer site.
Extended Archiving: Extend historical filter range beyond the standard 18 months by +1/+2/+3/+5 years.
Extra Document Space: Increase storage beyond the default 50 MB for shared documents.
League Management Module: Standings, penalties/infractions, suspensions, and more (available via Administrative Forms when enabled).
Remove Advertisements: Hide ads org-wide; officials can also purchase ad-free individually if the org doesn’t.
Governance & Review Checklist
Semiannual review required: Ensure at least one admin reviews the System Settings every 6 months.
Change control tips:
When enabling public or external-viewer options (e.g., #20–#28), verify privacy expectations with your leagues/teams.
After altering Defaults or Season months, spot-check a few new games and payroll reports to confirm expected behavior.
FAQ
Can multiple admins edit System Settings?
Yes. Any Administrator can edit. Only one System Owner exists at a time.
Do System Colors affect mobile?
No. Mobile apps use per-user light/dark themes and ignore System Colors (and the feature is deprecated).
Are feature numbers consistent?
Yes. Numbers are fixed so training and support can reference them reliably.
Where do I design pay scales?
Use Positions for your fee tables. Use Global Fees only for cross-cutting deductions/charges.