How do I get my files?

Arbiter

The games file from Arbiter

Used for: the Board · Game types · Officials ▸ Who's working · Officials ▸ Spares · Auto-fill · Crew request · Export

1. Sign in to Arbiter and open the Schedule tab (the Games & Assignments page).
2. Choose the games you want. Pick a saved filter from the list at the top, such as All Games. Or click +New Filter, set Date of Game to Between, type your first and last dates (add a site if you like) and click Get Results.
3. Tick the box beside each game, or use the select-all box at the top. If the list runs to more than one page, check that the games on every page are ticked.
4. In the Reports list on the left, click Games with Official Info. The file downloads straight away. If nothing seems to happen, look in your Downloads folder, or allow pop-ups for Arbiter.
5. Drop the file on Assigntime's Import tab as it is. You don't need to open or change it.

Don't use the plain Games link in that list. It makes a page for printing, not a file Assigntime can read.

We're fairly sure Games with Official Info is the right link. Arbiter says it's the one that lists each official's name, email and phone. If it doesn't work for you, try Games CSV File in the same list. It also downloads a file straight away, but Arbiter doesn't say whether it lists the officials. Arbiter describes these links in its article on Schedule tab reports.

Next week, export the new dates and drop them in again. Games are matched by their game ID, so a game that's already on file is updated rather than added twice.

Officials' availability from Arbiter

Used for: Availability · who fits each slot on the Board · Auto-fill · Spares

1. In Arbiter, click the People tab, then Officials.
2. At the top, pick an officials filter that includes everyone you assign. The report only lists officials who match the filter in use. To make one, click Create, name it, choose options such as Active and Ready for Assigning, and click Save (or Get Results to use it just this once).
3. In the Reports list on the left of that page, click the availability report. Arbiter doesn't publish the exact name of this link, so look for one with "Availability" in it.
4. Enter the dates you're assigning, for example the Friday to Sunday of a tournament.
5. If it asks for a format, choose Excel or CSV, not PDF. Then click the button that makes the file. On older Arbiter reports it's called Print Preview or Print. If nothing appears, allow pop-ups for Arbiter.
6. Drop the file on Assigntime's Import tab as it is. Assigntime skips the title line at the top ("Officials Availability Report").

If you end up with an old .xls file, open it in Excel and use Save As to save it as .xlsx (or CSV) first.

A new export replaces what you had for the dates it covers, so next week's file overwrites last week's answers for those days. Arbiter explains filters in its article on official filters.

Past assignments from Arbiter

Used for: Coverage · Upgrade progress · Assessments · Who needs one · experience in the ranking

1. In Arbiter, click the Reports tab at the top.
2. Under Officials, click Assignments.
3. Set the dates. Take a whole season or more, because Coverage and badge progress count from it.
4. Click the button that exports to Excel (or CSV, if offered). We haven't confirmed what it's called on this report. Arbiter's other reports on this tab call it Export to Excel. Don't choose PDF.
5. Drop the file on Assigntime's Import tab. An .xlsx file works as it is.

If you can't see the Reports tab, ask your group's main admin. A group admin needs Arbiter's "Access Reports Tab's Content" permission to open it.

Arbiter's upload template, for sending assignments back

Used for: Export in your platform's own template

1. In Arbiter, open the Schedule tab and click Import Games (top right).
2. Click Import Games & Assignments. Don't use the plain Import Games template: it has no columns for officials.
3. Click Template on the right. An Excel file made for your group downloads.
4. Drop that file on Assigntime's Import tab once, without changing it. Assigntime learns its columns and its drop-down wording: your levels, sites and positions.
5. When you've made your assignments, choose More ▸ Export day's assignments and pick the template by name. You get a filled-in .xlsx, or a CSV if you prefer.
6. Back in Arbiter, on the same Import Games & Assignments screen, drag the filled file onto the box (or click the box to choose it). A big file can take a while.
7. If some rows fail, click Fix Issues. The file that downloads has a red Errors column on the far right saying why each row failed.

If you assign for more than one group, get a template for each group, because every group has its own levels, sites and teams. Only a primary admin, or a group admin with the "Import games" permission, can import. Arbiter's own steps are in its article on importing games with assignments.

Declines from Arbiter

Used for: the Decline column on Officials ▸ Roster · Reliability in the ranking, once you weight it

1. In Arbiter, click the Reports tab.
2. Under Games and assignments, click Declines.
3. Set the dates you want.
4. Click the button that exports to Excel (look for Export to Excel), or pick CSV if it's offered. Don't choose PDF.
5. Drop the file on Assigntime's Import tab.

Assigntime recognizes this file by its Decline Type column. Each decline shows in the Decline column on Officials ▸ Roster. You set how much a decline counts against someone under Settings ▸ Officials & ranks. Declines only change the ranking once you give Reliability a weight under Settings ▸ Assigning ▸ Ranking (Custom). The ready-made mixes leave it at 0.

A decline doesn't keep that game away from the official who declined it: the Board and Auto-fill can still offer it to them. Click a name on the Roster to see every game they declined.

This is the admin report on the Reports tab. Officials have a list of their own declined games, but that one is only for printing.

Unfiled match reports from Arbiter

Used for: Match reports

1. One-time setup in Arbiter: game reports have to be switched on. Under Settings ▸ Preferences, in the Primary Admin section, the "Lead Official to Submit Game Report" setting chooses which official files the report.
2. Open the Schedule tab and click +New Filter.
3. Set Game Report to Games With Red Report. Red means the report is missing. (Yellow means it's filed and waiting for you to approve it. Green means it's approved.)
4. Set Date of Game to Between your weekend's dates, or to Before today, so only games already played are listed.
5. Click Get Results. To use the same filter next week, type a name such as "Missing reports" and click Save instead.
6. Tick all the games, then click Games with Official Info in the Reports list on the left. It's the same link you use for the games file.
7. Rename the file so its name includes "incomplete" or "missing report", and not "schedule" or "gameview". Then drop it on Assigntime's Import tab.

In Assigntime, match reports have to be switched on under Settings ▸ Match reports. While they're off, this file is turned away with a message saying so.

Arbiter explains the Game Report filter in its article on filtering games.

GotSport

The games file from GotSport

Used for: the Board · Game types · Officials ▸ Who's working · Officials ▸ Spares · Auto-fill · Crew request · Export

1. In GotSport, open the Assigning module and go to Match List.
2. Narrow the list to the dates (and events) you're assigning.
3. Use the list's download or export button to save the matches. GotSport says this export lists the officials on each match, but not which file type you get. Excel (.xlsx) and CSV both work. PDF doesn't.
4. Drop the file on Assigntime's Import tab.

Assigntime has no built-in reader for GotSport, so the first time it asks two questions: what the file is (choose Games to be assigned) and which column holds what. Only the date and the level (the game type, such as U12 Boys) must be answered. Leave anything else as "not in this file" and it stays blank. Your answers are saved, so the next GotSport export goes in without questions.

GotSport can also export one event's schedule as Excel, from Export ▸ matches on the event. That's described in GotSport's article on exporting matches.

Availability from GotSport

Used for: Availability · who fits each slot on the Board · Auto-fill · Spares

1. In GotSport's Assigning module, open the Match Chart.
2. Choose the event (or events) and the date.
3. Open the Availability Report tab and click Download.
4. Drop the file on Assigntime's Import tab. The first time, it asks what the file is (choose Officials' availability) and which column is which.

This report lists referees who already have an assignment or have blacked out time. It doesn't list who is free, so anyone missing from it shows as having nothing on file for that day.

Assigntime reads availability as one row per official per day, with a column that says "Open All Day", a blocked time, or a game they already have. If GotSport's file puts the start and end times in separate columns, Assigntime can't combine them yet. An entry it can't read is treated as blocked for that day and reported under Import ▸ Activity, so nobody is double-booked by mistake.

GotSport describes the report in its article on the referee availability report.

Past assignments and declines from GotSport

GotSport's assignment reports (the Assignment Report and the Acceptance Report, both tabs on the Match Chart) show on screen, and its help doesn't mention a way to download them. The Match Assignments list can be filtered by name, dates and status.

• If you find a way to save past assignments as Excel or CSV, drop the file on Import. Assigntime asks once which column is which. It needs a game ID and the position (Referee, AR1 and so on). Names, emails, dates and levels make it much more useful.
• Declines work the same way. The file needs the official and the decline type.
• Without history, everything else still works. Only Coverage, badge progress and assessment suggestions are built from it.

GotSport's assigning tools are described in its referee module overview. Another platform lists what each kind of file needs.

Sprocket

The games file from Sprocket

Used for: the Board · Game types · Officials ▸ Who's working · Officials ▸ Spares · Auto-fill · Crew request · Export

1. Sign in to Sprocket as a club admin.
2. Open the club calendar or schedule and narrow it to your dates and teams.
3. Look for an option to export or download the event list, and save it as Excel or CSV. Sprocket doesn't publish these steps, so we can't give you the exact menu names.
4. Drop the file on Assigntime's Import tab.

Assigntime recognizes Sprocket's calendar export by its columns (ClubEventType or ClubCalendarEventId), or by "sprocket" or "calendar" in the file name. You don't have to answer anything.

This file lists games only, not officials, so every seat on the Board starts open. If one calendar holds games for several organizations, tick the ones you assign for under Import ▸ Organizations on the board. Availability and past assignments come from wherever you keep them: Another platform says what each of those files needs.

Another platform

The games file from another platform

Used for: the Board · Game types · Officials ▸ Who's working · Officials ▸ Spares · Auto-fill · Crew request · Export

Look in your platform for an export of the schedule (it may be called games, matches, fixtures or the match list) and save it as Excel or CSV.

Each game needs:

• the date, and
• the level or game type, such as U12 Boys or Men's Open. The level decides how many officials a game takes, the lowest rank allowed and the fees.

It works better with the start time, the park and field, a game ID, the status (so cancelled games leave the Board), the teams, and the officials already on each game.

Drop it on the Import tab. The first time, Assigntime asks what the file is (Games to be assigned) and which column holds what. Anything you mark "not in this file" stays blank. Your answers are saved, so next week's export goes straight in.

Availability from another platform

Used for: Availability · who fits each slot on the Board · Auto-fill · Spares

Look for an availability or blackout report you can save as Excel or CSV. Assigntime needs one row for each official on each day, with:

• the official's name, and an email column if you can get one, because email is how people are matched from one file to the next;
• the date;
• an availability column with "Open All Day", a blocked time such as "Blocked 8:00A 4:45P", or a game they already have, such as "North Park, Field 2 6:15P 7:10P". 12-hour and 24-hour times both work.

Rank, games worked and home city are used too, if the file has them.

The first time, Assigntime asks what the file is (Officials' availability) and which column is which, then remembers. An entry it can't read is treated as blocked for that day and reported under Import ▸ Activity, so nobody is double-booked by mistake.

If your platform writes availability another way, for example with start and end times in separate columns, Assigntime can't read it yet. Write to support@assigntime.org and tell us how your file is laid out.

Past assignments from another platform

Used for: Coverage · Upgrade progress · Assessments · Who needs one · experience in the ranking

Look for an assignments report, an officials' game history or a payment report that lists games, and save it as Excel or CSV. Take a whole season or more.

Each row is one official on one game. It needs:

• a game ID, which ties the crew of one game together, and
• the position (Referee, AR1, AR2, 4th, or whatever your platform calls the seats).

It's much more useful with the official's first and last name and email, the date, the level, the teams and the park. Without an email, rows only match officials who are already on your roster.

The first time, Assigntime asks what the file is (Past assignments) and which column is which. Rows already on file are skipped, so you can drop a newer export on top of an older one.

If your platform names the positions its own way, tell Assigntime which is which under Settings ▸ Officials & ranks.

Declines from another platform

Used for: the Decline column on Officials ▸ Roster · Reliability in the ranking, once you weight it

If your platform keeps a list of declined or turned-back games, save it as Excel or CSV. Each row needs:

• the official, and
• the decline type (for example Decline or Turnback).

A game ID, the game's date, the level and the position make it more useful. With the date, a day's worth of declines counts once. Each official's record lists the games they declined, and a decline at AR2 tells Assigntime that level has a crew of at least three. Declines don't stop the Board or Auto-fill offering that game to the official who declined it.

The first time, Assigntime asks what the file is (Declines and turnbacks) and which column is which, then remembers.

Unfiled match reports from another platform

Used for: Match reports

First, switch match reports on under Settings ▸ Match reports. While they're off, this kind of file is turned away.

Platforms write this list in one of two ways, and both work:

• one row per game, with the crew listed after an Officials column, or
• one row per official, with a column (such as Report Status) that says the report is missing.

Either way it needs the game's date and who owes the report. With email and phone columns, each reminder opens in your email or text app already addressed.

Give the file a name that includes "incomplete" or "missing report". If it has the same columns as your games file, the name is how Assigntime tells the two apart. Otherwise Assigntime asks you once and remembers.

Any platform

Checking spares at a tournament

A spare (standby, alternate, floater) is someone you ask to wait at a park in case a referee doesn't show. For each spare, the check shows what else that person has that day, and flags anyone who would need to be in two places at once.

1. Export the tournament's games from your platform, with the officials on each game. On Arbiter: open the Schedule tab, click +New Filter, set Date of Game to Between the tournament's first and last days, click Get Results, tick every game on every page, and click Games with Official Info in the Reports list on the left. The games file guide has the details.
2. Drop the file on Assigntime's Import tab.
3. Open Officials ▸ Spares and choose Weekend (or Day, or Week).

What counts as a spare. Arbiter has no spare feature, so assignors make a row for it: a "game" whose level, team or field is called Spare, Standby, Alternate or something like it. Assigntime looks for those words. They're listed under Settings ▸ Games & crews ▸ Your level vocabulary, in the Spares & standby row, and you can add your own there. If a real level gets caught by mistake, set its Kind to Match on the Game types tab. It works the other way too: set a level's Kind to Spare.

What you see. One card for each person on a spare in those days, showing the spare next to their own games that day. A spare never counts as a game. It isn't in games this week or Max games per day, and Auto-fill leaves it alone. People with a problem are listed first, and Only problems hides everyone else.

Each spare gets one of these verdicts:

• Clash: they have a game at the same time as the spare.
• No time to get there: they have a game at another park, with too little time to travel between the two. How much time counts is set under Settings ▸ Games & crews ▸ Timing ▸ Travel gap between sites.
• No game at this park: they have games that day, but all at other parks.
• Can't tell: the park of the spare, or of their games, isn't known.
• Spare only: no games that day. That's normal for a dedicated spare.
• Games here too: they also have games at the same park. That's fine.

The first three are problems. Officials ▸ Who's working also lists spares next to games, for example "3 games · 2 spares". Rows for coordinators, the desk or mentors are duties, not spares. Switch on Other duties too to check those as well.

Your own lists about officials

Used for: sliders in the ranking · toggles in the filters

Any list about your officials works: a clinic sign-in sheet, fitness-test times, a certification export, last season's assessment scores. Save it as Excel or CSV with one row per official and a column for their email address (or their name, if there's no email).

Import your platform's files first so Assigntime knows your officials. Each row of the list is matched to one of them. Rows that match nobody are left out, and Assigntime lists them for you.

1. Drop the list on the Import tab.
2. It isn't a platform export, so Assigntime asks what it is. Choose None of those: it's a list about your officials.
3. Give it a name and say what it tells you: either just being on the list (attended, certified) or a column with a number or a date. For a number, say whether higher or lower is better. For a time, lower is better.
4. Choose whether it adds a slider to the ranking, a toggle to the filters, or both. Leave both unticked to keep it as information on each official's sheet.

To change or remove a list later, go to Settings ▸ Officials & ranks.

Questions

Which files do I need to start?

Your games file. It builds the Board, the game types and Who's working. Add your officials' availability to see who is free each day, and a season of past assignments for Coverage, badge progress and assessment suggestions. Everything else is optional: declines, unfiled match reports, your platform's upload template and your own lists. The table of files says what each one is used for.

Which file types work?

Excel (.xlsx), CSV and tab-separated text. PDFs don't work, because Assigntime can't read rows out of them. An old Excel file ending in .xls has to be opened in Excel and saved as .xlsx (File ▸ Save As) first. You can drop screenshots (PNG or JPG) too. They're kept beside your files under Evidence.

My platform isn't listed. Can I still use Assigntime?

Yes. Download its exports as Excel or CSV and drop them on Import. If Assigntime doesn't recognize the layout, it asks what the file is and which column holds what. It remembers your answers for that kind of file, so the next export from your platform goes straight in. The answers are under Settings ▸ Import & files, in "Your platform's column names". Click Forget there and the next file asks again. Another platform says what each file needs.

Nobody shows as available. Why?

Usually one of these:

• No availability file is imported yet. The Linked folder card on the Import tab lists what's loaded.
• The day you're looking at isn't in the file. Pick a date it covers, or import a newer one.
• A filter is hiding people. Look for chips in the bar under the tabs (a search, a rank, a Games chip, a location, free at a time, constrained only or not available) and click Reset. Reset leaves not-ready hidden and availability on file only on. Neither hides anyone who is free: the first hides officials marked not ready (see the next point), the second hides officials with no availability at all.
• Officials are ticked under Import ▸ Not ready to assign. Ticked officials are treated as fully blocked.

How do I bring in this week's files?

Export fresh copies from your platform and drop them on Import. If you've linked a folder, click Re-sync now instead. A file that hasn't changed is skipped and a changed one is read again. Games are matched by game ID, so nothing is doubled, and a newer availability export replaces what you had for the dates it covers.

How do I remove a file I imported by mistake?

Go to Import ▸ Imported files and click Remove next to it. Only what that file brought in is removed. Anything another file also brought in stays. To bring it back, drop the file again.

Where is my season kept?

In this browser, on this device. If your plan includes sync and you turn it on, Assigntime also keeps a copy so the season opens on your other devices. Without sync, Import ▸ Erase saved data removes this device's copy. With sync on, Erase only resets this device, and your season downloads again while you're signed in. To take it off a shared computer, go to Settings ▸ Your platform ▸ Account and devices, click Sign out… and choose Sign out and remove this device's copy. The privacy policy has the details.

Who can see my officials' details?

Without sync, your season stays in this browser and isn't sent to us. With sync on, we keep a copy of it for you so it opens on your other devices, and we use it for nothing else. The Terms, the synced seasons section of the privacy policy and the Data Processing Addendum say what's kept and for how long.

How do I get my season on my phone or another computer?

Turn on sync, then sign in on the other device. Sync comes with the Assignor and Association plans and keeps your season on every device you sign in to. Use Turn on sync in the header, or Settings ▸ Your platform ▸ Account and devices. On a complimentary account, sync is switched on by hand, a few accounts at a time, and that card says if yours isn't on yet. The Solo plan doesn't sync, so import your files on the other device instead.

How does the free trial work?

Every plan starts with 21 days free. Plans can't be bought yet, so a new account's trial starts without a card. A trial that started without a card is never charged and ends on its original date. Once plans can be bought, you choose a plan and add a card on the secure checkout page, which Stripe runs and which shows the date of the first charge. Cancel before that date and you won't be charged, and you keep access until the trial ends. If you don't cancel, the card is charged the plan's price on that date and then every month until you cancel. The Refund and Cancellation Policy has the details.

How do I cancel, or change my card?

A trial that started without a card ends on its own date and is never charged, so there is no plan to cancel unless you choose one. Once you have a plan, go to Settings ▸ Your platform ▸ Account and devices and click Manage billing. It opens Stripe's billing page, where you can cancel your plan, update your card and download invoices. Cancelling during the free trial means you're never charged. Cancelling a paid plan stops the next renewal, and you keep access to the end of the month you've paid for. Either way we email you to confirm. If a payment fails, you keep access for 7 days while the card is tried again: the Update card button at the top of the app opens the same billing page. You can also write to support@assigntime.org from the address on your account.

How do I sign out?

Go to Settings ▸ Your platform ▸ Account and devices and click Sign out…. You then get three choices:

• Sign out: this device only. Your season stays in this browser for next time.
• Sign out and remove this device's copy: for a shared or borrowed computer. If you sync, your synced seasons stay online and only this device forgets them. If you don't, this deletes your season from this browser for good, so export anything you need first.
• Sign out everywhere: for a lost device. Every device you're signed in on is signed out. One that's offline follows within the hour.

How do I send my assignments back to my platform?

Choose More ▸ Export day's assignments. If you've dropped Arbiter's upload template into Import once, Export fills in that template (as .xlsx or CSV) and you upload it to Arbiter. The template guide has the clicks. Without a template you get a plain CSV to reshape for your platform's own upload. Officials who were already on a game in your games file aren't sent again, because they're already on the platform.

Can I use Assigntime on my phone?

Yes, in your phone's web browser. Sign in at assigntime.org. For your season to be there, turn on sync (if your plan includes it) or import your files on the phone. The screens fit a phone, but a full weekend of assigning is easier on a bigger screen.

Why is Coverage empty?

Because no past assignments are imported yet. Coverage is built from them. Upgrade progress also needs your badge ladder, under Settings ▸ Badges & assessments. Assessments show up once that history has an assessor on some games (Arbiter's export may call that seat Attached or Coach).

How do I get rid of the demo season?

Take the tour again (Settings ▸ Your platform ▸ Take the tour) and choose Clear it and start fresh at the end. Only the demo is removed. Anything you imported stays.

What does Officials ▸ Spares show?

Everyone on a spare (a standby row) in the days you choose, with each spare shown next to that person's own games the same day. Each spare gets a verdict: Clash, No time to get there, No game at this park, Can't tell, Spare only (no games that day, which is normal for a dedicated spare) or Games here too. The first three are problems, and people with a problem are listed first. Spares never count as games. Checking spares at a tournament explains each verdict and which file to use.

Why does a coordinator or mentoring row not count as a game?

Because nobody plays it. Rows for a referee coordinator, the desk, a field marshal or a mentor walking the fields are duties. The person is busy then, so they can't get a game at the same time, but the row isn't a match. Duties don't count toward games this week or Max games per day, aren't counted in the day's open slots, and Auto-fill leaves them alone. A duty listed at 12:00 AM is read as "all day, no set time", so it doesn't block anything. Assigntime spots duties from words in the level, the teams or the field. The words are listed under Settings ▸ Games & crews ▸ Your level vocabulary, in the Other duties row. If one of your levels is really a match, set its Kind to Match on the Game types tab. To check duties alongside spares, switch on Other duties too on Officials ▸ Spares.

What does Link folder do?

It lets Assigntime read the folder your platform's exports download into (Import ▸ Linked folder ▸ Link folder). It works in Chrome or Edge. After that, Re-sync now reads every Excel, CSV and text file in the folder and skips the ones that haven't changed. Other browsers can't open a folder, so drag the files in instead.

How do I fix a file that was read wrongly?

If a schedule was taken for unfiled match reports, or the other way round, find that file's line under Import ▸ Activity and click ask me again. Or click Forget under Settings ▸ Import & files, in "Schedule or unfiled reports?". If a column was read wrongly, click Forget next to that kind of file in "Your platform's column names" on the same card, remove the import under Import ▸ Imported files, and drop the file again.