Organizing your matches into Competitions and Schedules

Organizing Principles - Hierarchy

Ref Insight has a hierarchical organizing structure:  Competition, Schedules, and Matches

• A Competition contains one or more Schedules
• A Schedule contains one or more Matches
• A Match contains various additional details (date, time, site, field name, age group, gender, crew size, etc.)

Schedule Settings determine which matches can be grouped together under a Schedule.  See below for Schedule Settings within Ref Insight.  If these settings are the same for a group of matches, those matches can be put into one schedule.  If the settings are different, then those matches should be put into a different schedule.

Self-assign settings are also organized within each schedule, with role-specific options such as minimum age or years of experience, assignment status options, and options to disallow self-assign for specific matches within a schedule.

An example of this hierarchy is below:

The Competition is Hudson Valley.  

Within this Competition, Matches were organized into four Schedules, which were sorted by age groupings.

Within some of the Schedules, age groups were able to be consolidated because those matches had the same Schedule settings.

Depending on the type of Competition you have, you can also organize your Schedules based on variables other than age, such as:

• Season
• Club + Age group
• Match Level
• Division
• Age range (genders separate or together)
• Number of players per side + half lengths

Here are a few examples:

Options for Setting up your Competition and Importing matches

Option 1:  Import multiple competition elements in one Excel file

• Import one or more Competitions, their associated Schedules, and all Matches within those Schedules using a single Excel file
• The system will automatically parse the file to properly organize Competitions, Schedules, and Matches in their correct hierarchy and into separate Competitions

Example:  Four different Competitions, Schedules are organized by different variables within each Competition

Excel template (Site, Field, and other template variables are not displayed for this example):

Note the Match Key contains abbreviations of the Competition and Schedule names, which helps maximize available space within the Assigning Workspace by eliminating the need to display the Competition and Schedule columns.

Option 2:  Set up the Competition and Schedules first, then import matches 

• Set up a Competition
• Name the Schedules within that Competition
• Import matches from within the Competition
• Name the schedules in the Excel the same as what was previously indicated
• The Excel import will put the matches in the correct schedules
• Schedule settings can be done before or after importing the matches

Example:  LISFL (Adult League) Competition, Schedules are organized by Division

Excel template (Site, Field, and other template variables are not displayed for this example):

Note the Match Key contains abbreviations of the Competition and Schedule names, which helps maximize available space within the Assigning Workspace by eliminating the need to display the Competition and Schedule columns.