Post-match Workflow - Steps 1 and 2: Wrap-up & Utilization

122 STEPS

1. This tutorial shows how to complete the Post-match workflow -- Match Wrap-Up and Utilization.

Note two prerequisites exist before starting this workflow: 1) Add default game fees, and 2) Add a Payor.

2. Note the Workflow Steps to progress from Match Wrap-Up to releasing batched invoices for payment processing. This tutorial covers steps 1 and 2 of the process. Separate tutorials are available for steps 3 and 4.

3. Let's get started.

4. First, click the arrow next to Assignor Workflow to expand the dropdown.

5. Click the arrow next to Tools to expand the dropdown.

6. Click Wrapup & Utilization

7. To narrow down the list of matches, use the filters. Click Competition to focus on a single Competition.

8. For this example, we will choose Demo Competition.

9. Note we have collapsed the menu to focus on this page.

To focus on one of the Schedules within this Competition, click Schedules.

10. We will focus on Demo Schedule 1.

11. For this example, let's further limit the matches to focus on one weekend. Setting a date range is optional.

Click the calendar next to Start Date.

12. Use the arrows or month dropdown to change months.

13. Click the relevant Start Date on the calendar.

14. Click the calendar next to End Date.

15. Click the relevant End Date.

16. Select the matches on this page for Wrap-Up by either checking the box next to the relevant matches or checking the box at the top of the column to Select All.

17. Update the Match Status using the buttons at the top. For this example, we will Mark as Completed, meaning the matches we've selected were completed as planned.

18. Note the Match Status has been updated to Completed and the officials and default game fees now display.

For match EA19, we assigned 4 officials but only two officials are displayed.

19. Click the magnifying glass to see the assignments and assignment status of each official.

20. Note that the Referee and 4th official are still in Assigned status. Click the Edit icon to adjust the status of this assignment.

21. Click the dropdown next to Assignment Status.

22. If this official did the match, click Accepted to accept it on their behalf.

23. Update the items for this assignment by moving the toggles to the right to indicate Yes.

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28. Other actions can be done at this time, such as manually adding a game fee or other fees.

For now, we will click Save Changes and update the game fee for the entire crew in the next steps.

29. Repeat these steps for any other officials who need their assignment status updated. We will update the game fees for these officials in the next steps.

30. Click the arrow next to Default Fees for this Schedule to expand the dropdown.

31. The fees entered into the schedule are displayed here as a convenience.

Click Apply Default Game Fees to apply these fees to the entire crew.

32. Confirm by clicking Apply Default Game Fees.

33. Note the default game fees have now been applied to the entire crew.

34. Click cancel to return to the match list.

35. For this next example, an official did not accept their match due to last-minute illness. A replacement was found but we did not have a chance to replace them in the Assigning Workspace. This update can be made here! Click the magnifying glass.

36. Click the Edit icon next to the official that needs to be updated.

37. Click Assignment Status

38. Click Revoked since we are taking this assignment away AFTER the assignment was released to the official.

39. Add a note in the Crew Shift Notes area to document the reason for the change. Adding a note is optional.

40. Type in your Note and Click Save Changes when finished.

40b. Click

41. The original Referee has been revoked. Now click Crew Shift - Add Assignment to add in the new Referee who replaced the original Referee.

42. Click Role

43. Click Referee

44. Click Assigned Person

45. Type the person's name or part of it in the Assigned Person search bar and Press Enter.

46. Click the name of the person who replaced the original Referee.

47. Click Assignment Status

48. Click Accepted to accept the match on behalf of the official.

49. Update each relevant item by moving the toggle to the right.

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55. Add a note in Crew Shift Notes to document the change.

56. Click Game Fees to add a game fee for this replacement Referee.

57. Type in the Default Game Fee.

58. For this example, we want to pay a Bonus Fee to the official for accepting the last-minute assignment. A bonus fee can be added here.

59. Type in the Bonus Fee and Click Game Fee Notes to add a note documenting the reason for the bonus fee. Adding a Game Fee Note is optional.

59b. Click

60. Type in a Game Fee Note

61. Click Create when finished.

62. The updated assignment, fees, and notes are now displayed here.

63. Click Cancel to return to the match list.

64. Now that we have wrapped up the matches (that is, updated the match statuses) and made utilization adjustments, such as updates to the fees and crew members, we will complete the utilization process. Select the relevant matches.

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68. Click Mark Utilization Completed

69. Confirm by clicking Mark Utilization Completed.

70. When officials complete their post-match in the App, they can add notes about whether the match was completed (or not) and if there were any changes to the crew. Those notes will appear under the columns that start with "Officials".

71. Click the column header Officials Crew Adjustment notes to check for any matches that had a crew adjustment.

72. For this example, let's focus on the match where the officials states AR2 did not arrive, replaced with 4th official....

73. We have now filtered the match list to only show this match. Click the magnifying glass to make the adjustment. These adjustments can be made prior to match wrap-up.

74. First we need to revoke AR2 from the assignment. Click the Edit icon next to AR2.

75. Click Assignment Status to change this status from Accepted to Revoked.

76. Click Revoked

77. Turn off any toggles that no longer apply and turn on any toggles that do apply. We will turn off "Travel Initiated" and turn on "No Show".

These can also be adjusted using the Grid Edit feature accessed from the previous page.

78. Add a note in Crew Shift Notes and Click Save Changes when finished.

78b. Click

79. Next, we need to Revoke the 4th Official assignment. Repeat the previous steps to change this assignment status.

80. To add the new AR2 assignment, Click Crew Shift - Add Assignment.

81. Click Role

82. Click AR 2

83. Click Assigned Person

84. Type the name of the official in Assigned Person and Press Enter to search for them.

85. Click on the name of the person to choose them. In this example, it is the person who was originally assigned as the 4th official.

86. Click Assignment Status

87. Click Accepted to accept the assignment on behalf of the official.

88. Turn on the appropriate toggles.

89. Type in a note in the Crew Shift Notes area to document this change.

90. Click Create when finished.

91. The default game fees will be added when we wrap up the match in the next step. Click cancel to return to the match list.

92. Click the check box to select the match.

93. Click Mark as Completed

94. The match status is now Completed and the updated crew and match fees now display.

To complete utilization click the check box.

95. Click Mark Utilization Completed

96. Confirm by clicking Mark Utilization Completed.

97. Utilization Completed has now been updated to Yes and the Utilization Date is displayed.

Click the X to remove this filter and display the match list.

98. Find matches that need to be wrapped by filtering for Scheduled matches under the Match Status column. If there are matches in other statuses you want to focus on, filter them here or use the Actions - Filter function for other options.

99. If your league requires that a score be added prior to paying the officials, filter the Score Added column and click Yes.

100. Remove any filters no longer needed by clicking the X next to the filter.

101. For this next example, we will see how to do wrap-up and utilization for a forfeited match where the officials still receive a game fee. These steps can be applied to match statuses like canceled, abandoned, or postponed as well.

102. Let's switch schedules to Demo Schedule 2 to look at this example.

103. Select the relevant match and click Mark as Forfeit.

104. If you have the Match Status = 'Scheduled' filter applied, turn it off temporarily by unchecking the box on the left side of the filter, or click inside the filter to select "Forfeit".

105. Since we did not add default fees for forfeited matches within our schedule, we will only add fees for this specific match. Click the magnifying glass next to the match marked as Forfeit.

106. If you need a reminder as to what the default game fee is for this match, click the arrow next to Default Fees for this Schedule.

107. Click the Edit icon next to the Referee.

108. Click Game Fees to change the amount from 0 to the fee the Referee will receive.

109. In this example, the Referee will receive the normal game fee of $60.

110. Click Game Fee Notes to document why the official is receiving a game fee for this match. Adding a note is optional.

111. Type in your note.

112. If this note will be added to the other crew members, copy it now so it can be pasted later.

113. Adjust the toggles as needed.

114. Click Save Changes when finished.

115. Repeat these steps for the other members of the crew.

116. When finished, click Utilization Complete (Entire Crew) to complete the utilization process for this match. This action can also be done from the match list area.

117. Click cancel to return to the match list.

118. We have now completed Match Wrap-up and Utilization for these matches.

There is another place to see what matches still require Wrap-up and Utilization ...

119. Under Assignor Workflow, click Post Match - Summary

120. Click the magnifying glass of any match to update its status.

121. Click the magnifying glass next to any match under the Utilization Pending area to complete Utilization for that match.

122. Thank you for watching the tutorial on completing the Post-match workflow of Match Wrap-up & Utilization.

Tutorials for Creating Invoices and Releasing them to the Payor Portal, and Creating Batches and Sending for processing are also available.