At Horizon, we've carefully considered the best approach for setting default availability on the calendar to create an efficient and seamless scheduling process for officials and schedulers alike. By defaulting the availability to UNAVAILABLE, we aim to streamline the scheduling workflow and ensure accurate assignment processes. It's important to note that the default setting of the availability calendar cannot be changed. The system is intentionally designed to default to UNAVAILABLE, and this default setting is not customizable for individual officials, administrators, or officiating organizations. In this article, we'll explore why defaulting to unavailable benefits both officials and schedulers.
Ease of Scheduler's Job
When the availability calendar defaults to UNAVAILABLE, it significantly simplifies the scheduler's task. Knowing that officials on the "Available" list have explicitly set their availability gives schedulers confidence that these officials are genuinely available for game assignments.
Example Bad Scenario:
Suppose two officials, Alex and Jordan, are both showing as available. If the system were to default as "available," then in this scenario, the scheduler would be left wondering whether Alex and Jordan genuinely intended to be available or if they forgot to update their calendars. This uncertainty can lead to increased turnbacks and declined assignments, causing scheduling challenges.
Clear Communication with Officials
By setting the availability default to UNAVAILABLE, we encourage officials to actively manage their calendars and update their availability regularly. This ensures that officials are actively involved in their scheduling process and facilitates clear communication with the officiating organization.
Example Scenario:
Maria, an official, has her availability set to UNAVAILABLE by default. She checks her calendar regularly and marks the days she can officiate as AVAILABLE. When the scheduler sees Maria's availability, they can confidently assign her to games on those specific days, knowing she has communicated her availability explicitly because the system's default is "unavailable."
Prioritizing Officials with Up-to-Date Calendars
Officials who diligently keep their calendars updated with their availability are more likely to be prioritized when receiving game assignments. By demonstrating a commitment to their availability, officials increase their chances of receiving preferred game assignments.
Example Scenario:
Jane and Lisa are both talented officials, but Jane keeps her calendar updated with specific availability, while Lisa leaves her calendar defaulted to UNAVAILABLE without regular updates. When an assignment arises, the scheduler is more likely to choose Jane for the game, as they have greater confidence in her stated availability.
Reduced Turnbacks and Declined Assignments
When the system defaults to UNAVAILABLE, the number of turnbacks and declined assignments is significantly reduced. Officials actively managing their calendars are more likely to be available for the assigned games, resulting in a smoother and more reliable scheduling process.
Example Scenario:
John, an official with a defaulted UNAVAILABLE calendar, regularly updates his availability for specific days. The scheduler assigns John to a game, and he readily accepts the assignment since it aligns with his communicated availability. This eliminates the risk of last-minute turnbacks and ensures a successful game assignment.
Conclusion
By defaulting the availability calendar to UNAVAILABLE, we foster efficient and transparent communication between officials and schedulers. This approach empowers officials to take an active role in their scheduling and ensures a smooth, reliable, and effective game assignment process for all parties involved. We encourage officials to utilize the recurring availability adjuster and regularly update their calendars to maximize their officiating opportunities and support the success of their officiating organization.