Our systems currently have five major user groups that control each user's functionality and security levels. Within each group, various sub-groups determine what the user will have access to on our systems. User permissions, rights, roles, and security levels are specified when the user is added to a subscription.
Existing user permissions can be edited by administrators using the edit pencil next to the user's name on the Members Directory.
Officials
This is the main group on our systems. This group is allowed to be scheduled for games/events, have availability calendars, and all have access to the "Officials Public Forum." An open license is required to add a member with this permission level. Click on the sub-heading below to see details about each subgroup within this user type.
General Members
General Members
General Members are a sub-group of the Officials permission level. The majority of users within an organization will use this permission level. These users have access to their own person game schedules, their own personal availability calendars, and access to browser and view TBA Requests. Additional permissions for certain features can be configured by officiating organization administrators. General Members may only view email addresses that are not marked "Private." Nearly all the referees and umpires within an officiating organization should use the permission level.
Observers / Supervisors
Observers / Supervisors
Observers or Supervisors are a sub-group of the Officials permission level. These users can view everything that a General Members can view, but they also have access to the view, but not change, the Master Game Schedule. Observers cannot create assignments, or add/edit games. They may simply "Observe" the full schedule for supervising purposes.
Observers with Finance
The "Observers with Finance" level is a sub-group of the Officials > Observers permission level that can also view financial reports and issue Payment Center payments. This is often the best option for treasurers or accountants within an officiating organization. To set this permission level, officiating organization administrators must edit the user's permissions and choose the Observer option. Once selected, set the "Can view financial & payroll reports" option to YES to enable the extra finance permissions.
Assignors
Assignors
Assignors, also known as schedulers or allocators, are a sub-group of the Officials permission level. They are allowed to view and access everything that a General Member and Observer can, but they also have access to the Master Game Schedule. They can view the full Master Game Schedule and make changes and additions to it, including creating games and assignments. Assignors can view all availability calendars and all email addresses on the system, regardless of the "Private" setting specified by a user for their email address. Assignors have access to simulate other users' accounts that have permissions below their own permission level. This allows them to see what other users can see and perform some limited actions on behalf of other users. Assignors can also view, edit, and access financial data. Officiating organizations can impose stricter limits on Assignors if necessary by limiting which leagues, game codes, and/or locations an assignor can see and edit on the Master Game Schedule page. Officiating organization administrators can also prevent assignors from adding games by disabling the "Allowed to Add Games" option in the user's permissions. If this option is disabled, the "Add Games" option will not be visible to the user, and they will be unable to add new games to the schedule.
System Administrator
System Administrator
A system administrator, also called a Super User, is the top-level permission level with access to nearly everything. This is a sub-group of the Assignors permission level. A system administrator has access to everything, including all general member permissions, observer permissions, and assignor permissions. They are financially responsible for the system subscription. To set a user as a System Administrator (Super User), set them to have Assignor permissions and then turn the Super User option ON. This is the maximum amount of permission that anyone can have. You should be very cautious when giving out this permission level. Someone with Super User permissions can delete whomever they want on the system, including YOU or other Super Users. If this happens, there is nothing technical support can do to reverse this for you. They (or another Super User) would need to add you back to the system for you to regain access.
System Owner
The System Owner is a sub-group of the System Administrators permission level. This is the one main point of contact for technical support staff to contact the organization. They have the same permissions as a System Administrator, but they also get the added bonus of being able to edit the Message from the Administrator message that appears on the Official's home pages. They are also shown as the troubleshooting contact for coaches, athletic directors, and other users if they have organization-related questions. The option is set in your System Settings, and only users with System Administrator permissions are eligible to be set as the System Owner. Only one (1) System Owner is permitted.
Coaches
This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which teams they are affiliated with. This user can also Rate Officials if the Coach's Rating System is turned ON. They do not have access to the full Officials Directory. Their team affiliation determines which schedules they may view. A coach may have multiple team affiliations and can be connected to multiple teams if necessary. The maximum number of teams a coach can be connected to at one time is 39 teams. A license is not required to add users with this permission level. At least 1 team must be selected for affiliation.
Athletic Directors
This group is limited to only viewing games on their schedule. "Their schedule" is determined by which team they are affiliated with. This user will NOT have the ability to Rate Officials. They do not have access to the full Officials Directory. The team affiliation determines which schedules they may view. An athletic director may have multiple team affiliations and can be connected to multiple teams if necessary. The maximum number of teams an athletic director can be connected to at one time is 39 teams. A license is not required to add users with this permission level. At least 1 team must be selected for affiliation.
League Personnel
This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which league and/or game/event code they are affiliated with. They do not have access to the full Officials Directory. The league affiliation determines which schedules they may view. A league personnel member may have multiple affiliations and can be connected to multiple leagues and/or game codes if necessary. The maximum number of affiliations a league personnel member can be connected to at one time is 39 leagues or game codes. This is the lowest level (least amount) of permissions available on the system. A license is not required to add users with this permission level. When selecting this user type, you cannot select "ALL" leagues in the league selector. If "ALL" leagues are desired, simply leave the league selector blank.
Location Personnel
This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which location (field, arena, venue, etc.) they are affiliated with. They do not have access to the entire Officials Directory. The location affiliation determines which schedules they may view. A location personnel user may have multiple location affiliations and can be connected to multiple locations if necessary. The maximum number of locations a location personnel member can be connected to at one time is 39. A license is not required to add users with this permission level. Note that you cannot select "ALL" locations for this user type. If "ALL" locations are desired, you must use a different user type, like the League Personnel user type.