All subscription packages for our software include an Auto-Assign feature that allows you to quickly populate your game schedule with assignments of available and qualified officials. This support article will guide you through the process of using the Auto-Assign functionality effectively.
How to use Auto Assign
To utilize the Auto-Assign system, follow these steps:
Enable Auto-Assign: Go to your System Settings and enable the Auto-Assign feature via Feature #1. This action must be performed by a user with administrator permissions within the officiating organization. Schedulers without administrator permissions cannot perform this operation.
Select Games: On the Master Game Schedule, select the checkboxes for the games you wish to include in the Auto-Assign session.
Access Auto-Assign: Click on the Auto-Assign option in the Automation menu located in the top toolbar of the Master Game Schedule.
Customize Options: The Auto-Assign console will appear, allowing you to choose the desired options for your Auto-Assign session. This includes selecting officials, positions, and any qualifications you want to impose.
Initiate Auto-Assign: Once you have set your preferences, click on "Auto Assign Now" to begin the automatic assignment process. The system will fill your selected games with assignments based on the specified criteria.
How Auto-Assign Determines Who to Use
The Auto-Assign System employs sophisticated algorithms to determine the best officials for the scheduled games. While specific details of the algorithm are proprietary, the system considers various factors, including:
Number of Games
Officiating Metrics System
Game Number Limits
Team Block Systems
Game Code Block Systems
Venue Block Systems
League Block Systems
Partner Block Systems
After the Auto-Assign process, you will need to Publish the games to finalize the assignments.
If needed, you can easily undo an auto-assign session, allowing you to experiment with different settings.
Occasionally, gaps or unfilled areas may occur if no available and eligible officials are found. Ensure to review your games after auto-assign completion and manually fill any gaps.
You can run multiple auto-assign sessions for the same set of games, assigning officials to different positions or roles using a few batches for the most effective approach.
The Auto-Assign System works great when you input enough information into the system. The more you input, the more helpful the auto-assign system will be. Here are some helpful tips that can really improve the use of auto-assign:
Turn ON the mileage system (Feature #47), even if you don't pay mileage reimbursements. This lets the system use distance tracking during the auto-assign.
Create and use Contact Groups for restrictions and officiating pools.
Use the Game Linking System (Feature #2) to link the games first if you want the same set of officials to work a group of games.
You can use the Auto-Assign System together with the TBA System to have the system automatically pick from the TBA Responses you've received. TBA Responses are prioritized when auto-assigning.