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Publishing Games & Assignments

How to release game assignments to assigned game officials

Updated over a week ago

All games in the software have 2 statuses [Published & Unpublished], which control how the games, assignments, and notifications will be handled. All games start in the Unpublished status when they are initially added to the game schedule.

What is this for?

Game publishing is part of our standard assigning & scheduling workflow. When a game is "unpublished," the assigned officials cannot see the game assignments, and the system will not send any notifications. This allows schedulers to create & edit their desired game assignments secretly without sending notifications. Once a scheduler is satisfied with the game assignments, they can Publish the games to "release" those assignments to the assigned officials. The assign officials will then be able to see & respond to the game assignments the scheduler has assigned to them.

In a typical workflow, schedulers should:

  1. Add games to the system.

  2. Assign officials to the games

  3. Publish the games & assignments

How do I change the published status?

Users with scheduler permissions within an officiating organization can change individual games by clicking the word "Yes" or the word "No" in the Published column on the Master Game Schedule page. Schedulers can also do this in bulk using the Publishing top toolbar menu. When games are added to the system, they start in the Unpublished status, but officiating organization schedulers can publish or unpublish games at any time.

When should I publish games?

Schedulers should publish their games after adding their desired officials and assignments to the game. Once a scheduler publishes the games, the system will notify the assigned officials, informing them of the new game assignments they've received. They will then be able to see and respond to the game assignments the scheduler has created for them.

If I publish the games, can all my officials see the games?

No. "Publishing" is not the same as "Publicizing." "Publishing" will release the created assignments to the assigned officials so they can see and respond to their own game assignments that they have received. This functionality does not make the games public for viewing. If an officiating organization wants to make the games publicly available for viewing, a user with administrator permissions in the officiating organization will need to enable and use the Public Game Schedule via Feature #21 in the System Settings.

If I add an official after the game is published, do I need to publish again?

No. If a game is already published, any changes or assignments schedulers create are live. Respective notifications will be sent immediately once a scheduler makes any additions or changes to game assignments while the game is in a Published status.

If a scheduler wants to resume scheduling in secrecy after they've previously set the game status to Published, they can change the game status to Unpublished before making changes or additions to game assignments. It's important to note that when changing a game from Published to Unpublished, the system will notify the existing officials assigned. When changed to Unpublished, any officials assigned to the game will receive a "Game Removed" notification, and the game will no longer be visible to them on their game schedule.

What if I Publish a game with no assignments?

Nothing happens. We don't recommend doing this. This doesn't do anything, and there's not much benefit to doing this.

Publishing & the TBA System

The TBA System will automatically move the games to a Published status for officials to be able to see & respond to the TBA Requests any scheduler created. The recommended workflow for publishing using the TBA System is a little different.

  1. Add games to the system.

  2. Issue desired TBA Requests

  3. Wait & collect TBA Responses

  4. Unpublish the TBA Request games

  5. Assign officials to the games

  6. Publish the games & assignments

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