TBA System

Solicit assignment requests from officials for specific games

Updated over a week ago

This feature is controlled by organization administrators in your System Settings via Feature #51 and Feature #52.

What is the TBA System?

The TBA System is a "modified self-assigning" system designed to enhance game distribution and fairness among officials.

What makes it "modified"?

Think of the TBA System as a digital version of a "Help Wanted" ad in a newspaper. It empowers you to broadcast one or more games to your officials, who can then request the games they are interested in working. This process is akin to responding to a job ad, as officials submit their requests. The scheduler, in turn, receives these responses and can swiftly evaluate and decide which officials will receive the game(s). This can be done manually by selecting from the responses or automatically using the Auto-Assign option. By opting for Auto-Assign, the system efficiently sifts through the responses in a matter of seconds, significantly reducing the time required. This option is particularly useful for evenly distributing games among officials.

The TBA System provides the advantage of fair game distribution, ensuring that officials are given an equal opportunity. In a traditional self-assigning system, it becomes a race among officials to secure the best games by being the first to access the list. With our TBA System, you can distribute games more evenly, whether manually or using the Auto-Assign method. Consequently, officials who are not near a computer or momentarily occupied will not miss out on available games.

The TBA System streamlines game allocation, fostering fairness and efficiency in the scheduling process.

How the TBA System works

  1. Posting TBA Requests

    • Schedulers can post games with open positions to the TBA Requests section using the "Send TBAs" option in the top toolbar of the Master Game Schedule.

    • Schedulers will select a set of users or particular groups that will receive the TBA Request. Only those users selected will receive a notification and be able to view the games included in the request. If multiple groups are selected, and a user is a member of multiple groups, they will only receive one email notification.

    • This action triggers an email to specified users, informing them about the availability of new TBA Requests. The email includes a list of the games included in the TBA broadcast.

    • If a TBA Request is sent to the wrong set of individuals or a scheduler wants to update who the TBA Request is sent to, the original scheduler that created the TBA Request must retract the existing request from the Master Game Schedule page. They can then send a new TBA Request with the updated recipients list.

  2. Responding to TBA Requests

    • Officials must log in to respond to TBA Requests.

    • After logging in, officials will find a "TBA Requests" link in the navigation menu, showing the number of currently listed games.

    • Selecting the link displays the games posted by the scheduler that have open positions. Schedule Filters are available to help organize the list.

    • Officials can respond to assignments they desire and are qualified for by selecting the icon on the far right of the game/event listing. This action submits their name as an interested candidate.

    • Please note that submitting a request does not guarantee or automatically assign the game. The scheduler will receive a list of submitted names for later assignment allocations.

  3. Game Confirmation

    • Officials selected for an assignment receive a separate email or text notification indicating that a "Game Confirmation" is required.

By following these steps, schedulers and officials can effectively utilize the TBA Requests System for game assignments.

Sending a Scheduler's TBA Request

Once the system is enabled, schedulers may use the top toolbar menu on the Master Game Schedule to issue a new TBA Request using the Send TBAs icon & corresponding options.

Allowing Officials to use the TBA System

Administrators can enable officials to use the TBA System directly to find replacements for games they no longer wish to work (Feature #52). This is an excellent method for officials to directly find replacements, swap games, trade games, etc., without requiring scheduler intervention if officiating organization administrators want to allow this.

Officials can initiate this process by broadcasting the game they want to give away using the "Send TBA" icon next to the game on their Game Schedule page. They will then receive responses from interested parties. To transfer or swap their game to one of the respondents, officials can use the "View Responses" icon next to the game. This direct transfer occurs between officials and does not involve the original scheduler. It's important to note that this feature is optional, and schedulers can still use the TBA System without enabling this portion if desired.

When trading or swapping games with the TBA System, this system operates with each game independently. If two officials want to trade two games so that they each switch to work the other's game, they will need to perform this as two separate TBA Request operations. A TBA Request & transfer on the first game, then a TBA Request & transfer on the second.

How to send an Official's TBA Request

If you allow officials to send TBA Requests themselves via Feature #52 in your System Settings, officials will be able to issue a new TBA Request using the icon at the far right-hand side of their game schedule for any games that they have already accepted.

The Navigation Menu Item

The "TBA Requests" navigation menu item is only displayed when active TBA Requests are available. If you don't see the TBA Requests link in the navigation menu, it means there are no current TBA Requests. Any previously issued TBA Requests have either been filled or retracted by the user who initiated them. TBA Requests do not persist indefinitely and may disappear once the issuer retracts or completes the request.

Notifications for TBA Requests

The TBA Requests feature does not offer an option to disable notifications. The sender of a TBA Request determines who receives the notifications for their requests.

If you want to stop receiving TBA Request notifications, you can contact the sender directly and request exclusion from their TBA Requests. However, please remember that it is ultimately the sender's decision whether to remove you from the notifications.

As TBA Request notifications play a crucial role in helping the sender fill game assignments efficiently, it is important to consider the sender's needs and the overall scheduling process. Open communication with the sender can help address any concerns or requirements you may have regarding the notifications.

Remember, TBA Request notifications aim to facilitate effective coordination and ensure fair game distribution. Collaborating with the sender and being responsive to these notifications can contribute to a smoother scheduling experience for all involved parties.

Alternatively, you can consider leaving the organization or terminating your account. This will effectively stop all notifications, including those related to TBA Requests. However, you should consider the implications of leaving the organization, as it may impact your involvement in future game assignments and scheduling activities.

No Open Positions

When officiating organization schedulers issue a TBA Request, it is crucial to ensure that the game information, including the League, Game Code, and Positions, is accurately configured for the game types. If a game type is not correctly set up, or if the game has open capacity but has run out of available Positions to assign, officials will encounter an error when attempting to respond to the TBA Request. This error message will state "no open positions - contact assignor." Understanding the reasons behind this error is essential for both officials and schedulers to resolve the issue effectively.

Possible Reasons for the "No Open Positions" Error

  1. Unconfigured Game Type: The TBA Request might have been issued for a game type that the officiating organization has not properly configured or set up with any positions for officials to be assigned to.

  2. Capacity Mismatch: The game's capacity has been set higher than the total capacity of available Positions. For example, if a scheduler creates a game and sets the total game capacity to 5 but has only created one Position called "Referee" with a maximum position capacity of 2, then once 2 Referees have been assigned, the game will still be unfilled, but there will be no other Positions available for officials to respond to as the only created Position has reached capacity.

Resolving the "No Open Positions" Error

Officials who encounter the "no open positions - contact assignor" error should directly contact their officiating organization scheduler to address and resolve this issue. The scheduler will need to review the game information and position details to ensure that the game has the proper League and Game Code specified, and that the Positions for that League & Game Code combination have sufficient capacity to accommodate additional assignments.

In some cases, the error might be due to a misconfiguration or an oversight in setting up the game types and Positions. By working closely with the scheduler, officials can help ensure that the TBA Request process functions smoothly and that game assignments are distributed fairly and efficiently.

As the TBA System relies on accurate game information and available Positions, it is crucial for schedulers to regularly review and update their configuration to prevent the "no open positions" error and facilitate seamless game distribution among officials.

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