Postgame Workflow - NEW

153 STEPS

1. This tutorial reviews the new interface for postgame workflow. Postgame workflow covers match wrap-up, crew utilization, game fees, creating invoices, and processing invoices.

2. Click the arrow next to Assignor Workflow to expand the dropdown.

3. Click Postgame Workflow

4. The top section displays each stage of the workflow. You can jump to any stage at any time by clicking on the item.

The number next to each stage shows how many items are within that stage across all competitions you are an assignor for.

5. Choose a specific Competition, Schedule, and Start/End Dates from the filters to focus on a subset of matches.

6. The list defaults to Matches in the Past. You can also choose Matches in the Future, for example if those matches will be postponed or have been canceled.

The Match Status defaults to Scheduled. Match status of Postponed is also available.

7. Let's explore various examples of Match Wrapup.

Match Wrapup indicates what happened to a scheduled match.

In this first example, Match 1193 was postponed. Select the match by checking the box next to it.

8. Click Postponed

9. The match has now disappeared from the list of Scheduled matches.

In this next example, Match 1196 was canceled. Select the match by checking the box next to it.

10. Click Canceled

11. Select the relevant matches and use the options under the Actions section to update a Scheduled match to its new status.

12. Encourage referees to complete postgame wrapup in their app, which will appear in the Officials Postgame Match Status column.

13. Use the Rows shortcut to control how many rows appear on the page. We have selected All to show all matches in Scheduled status within this Competition.

14. To select all matches on the page, check the box in the header row.

15. For this example, we will unselect a few matches to focus on a subset of these matches. Click the box next to a match to deselect it.

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18. After selecting the relevant matches, click Completed to indicate the matches were completed as scheduled.

19. To see matches that were previously marked as postponed, click Match Status within the Filters section.

20. Click Postponed

21. For this example, we want to edit the date of this postponed match to its new date.

Click the magnifying glass next to the match.

22. Click Edit Match Record

23. Click the Calendar icon next to Date.

24. Choose the new date of this postponed match.

25. Click Time if the time has changed.

26. For this example, the new time is at 5:00 pm.

27. Click Save Changes when finished.

28. Click cancel to return to the previous page.

29. Click cancel again to return to the wrapup page.

30. For this next example, this postponed match was canceled, so we will update the match status.

Select the match by clicking the box next to it.

31. Click Canceled

32. Click Match Status, then Scheduled to return to the list of Scheduled matches.

33. Let's move to Crew Utilization to move to the next stage of the workflow for the matches we actioned.

34. In Crew Utilization, we will confirm or adjust the crew of officials on the matches that were wrapped up.

Officials in the assignment status of accepted, assigned, and declined are shown.

35. Encourage referees to complete postgame wrapup in their app to indicate if any changes to the crew occurred at the match. Their note will appear in the Post Match Crew Adjustments column.

36. To focus on Completed matches, click the Match Status column header and select Completed to filter the list.

37. In this example, the 4th official is still in assigned status because they did not accept the match, but we know they worked the match.

To edit the assignment status of an official, click the edit icon.

38. Click the assignment status next to the relevant official's name, which is in assigned status for this example.

39. Click Accept to accept the match on behalf of the official.

40. Click Accept again to confirm this action.

41. Click cancel to return to the previous page.

42. The match status for the 4th official has now been updated to accepted.

43. Click cancel to return to the match list.

44. The 4th official has now moved from the Assigned Officials cell to the Accepted Officials cell.

45. For this next example, the 4th official changed to a different person, which we found out about after the match.

Click the edit icon next to the match to change this assignment to the correct person.

46. Click Crew Shift - Add Assignment

47. Click the relevant role, in this case the 4th Official.

48. Click Pool to expand the dropdown list.

49. Click the name of the pool the replacement official belongs to.

50. Click Load Officials & Run Rules

51. If you don't know which pool the replacement official is part of, we can look it up through the Directory.

Open the Directory in a new tab by right-clicking on Directory in the menu.

52. Click Open Link in New Tab

53. Switch to the new tab in your web-browser called Directory.

Search for the name of the replacement official.

54. Type the last name of the person or the first few letters of their last name and press Enter.

55. Let's add the Pools column to see which pools this official is part of.

Click Actions.

56. Click Columns

57. Double Click Pools to display this column in the report.

58. Click Apply

59. The pools this official is part of now displays in your report.

60. Switch back to the Assigning Portal tab in your web-browser.

Select the relevant pool for the replacement official.

Search for the name of the replacement official in the search bar and click the checkmark to assign them to the 4th official role.

61. Click OK to confirm this action.

62. The previous official has been replaced with the new official. The new official's assignment status is currently in tentative.

63. To accept this assignment on behalf of the official, click the magnifying glass.

64. Click Accept

65. Click Accept again to confirm this action.

66. Click cancel to return to the previous page.

67. The replacement official has now been added to the crew and their assignment status is now accepted.

Click cancel to return to the utilization page.

68. The Assignments list is updated with our most recent actions. The previous official is now in revoked status and the new official is in accepted status.

69. To edit any of the other cells in the grid, click the Grid Edit Fees button.

You can mark Utilization Complete for this crew or complete it along with the others on the next page.

70. Click cancel to return to the match list.

71. When all the necessary adjustments have been made to the crews, select the matches to be marked as Utilization Completed.

Check the box in the header row if you want to select all the matches in the list.

72. Click Mark Utilization Completed

73. Click Mark Utilization Completed again to confirm this action.

74. Click Game Fees to move to the next stage of the workflow.

75. On this page, each official is in a separate row to indicate what fees they should receive.

76. The Proposed Fee (from Schedule) column displays the default game fees entered in the relevant schedules for those roles.

77. The assignments where the default game fees have already been applied are displayed in the Game Fee (Applied) column.

78. To apply default game fees for assignments, select the relevant assignments by clicking the relevant checkboxes.

79. Click Apply Default Game Fees

80. Click Apply Default Game Fees again to confirm this action.

81. When the game fees have been completed, select the relevant assignments ...

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83.

84. ...then click Game Fees Completed

85. Click Game Fees Completed again to confirm this action.

86. Let's add a default game fee to an assignment plus an expense fee. Select the relevant match or matches.

87. Click Apply Default Game Fees

88. Click Apply Default Game Fees again to confirm.

89. Select the match ...

90. ... and click Bulk Edit Fees

91. Click Expense to add an amount to this fee type.

92. Type in the Amount and click Save.

92b. Click

93. Now that this assignment has the default game fee and all other relevant fees, select it ...

94. ... and click Game Fees Completed

95. Click Game Fees Completed again to confirm.

96. If you have several assignments in your list, you can focus on a specific role by clicking on the Role column header and selecting that role.

97. If the Default Game Fee is incorrect for a particular role, it can be edited from this page.

98. To correct the Default Game Fee, click the Schedule name.

99. We are brought to the grid where default game fees are set. Click Edit to adjust the relevant default game fee.

100. Click in the game fee cell to edit it.

101. Click Save when finished.

102. Click Cancel to return to the postgame workflow page.

103. The default game fee for the 4th official for this schedule is now updated.

We're ready to apply default game fees to all the roles.

Remove any unneeded filters.

104. Select the relevant matches or check the box in the header row to select all.

105. Click Apply Default Game Fees.

Even though the Referee game fees have already been applied, the default game fee is the same as what was previously applied, so this number will not change.

106. Default Game Fees MUST be applied before marking them as complete, otherwise invoices can NOT be created.

107. Click Apply Default Game Fees again to confirm this action.

108. We're now ready to mark all game fees completed. Select all the matches or those that are relevant.

109. Click Game Fees Completed

110. Click Game Fees Completed again to confirm this action.

111. Click Create Invoices to move to the next stage of the workflow.

112. Click All Rows to create invoices for all the assignments we've completed so far for this Competition.

113. Each invoice for each payee is in a separate row.

Review the Total Amount, which is the sum of the Game Fee, Expense, Bonus, and Other.

When ready, select the relevant invoices to create or select all by clicking the box in the header row.

114. Click Create Invoices

115. Invoices have now been created for all the assignments.

Let's add an Ad-Hoc Invoice. An Ad-Hoc Invoice is used when we need to pay someone but they are not part of an assignment.

Click Create Ad-Hoc Invoice to see an example.

116. Click Select Person to expand the dropdown and see all the people in the directory.

117. Type the last name or part of their last name in the search field and Press Enter.

118. Select the relevant person.

119. Click Invoice Amount

120. Type the amount owed in Invoice Amount and click Select Payor

120b. Click

121. Select the appropriate payor. For this example, the payor is Acme FC.

122. Click Description

123. Type in a description and click Create Invoice.

124. Edit the description for the line item by clicking the edit icon.

125. Click Description

126. Edit the Description as needed and click Apply Changes when finished.

126b. Click

127. Add additional line items to this Ad-Hoc Invoice by clicking Add Line.

128. Click Description

129. Type the description of the line item in Description and click Amount.

129b. Click

130. Type in the Amount and click Create

130b. Click

131. If the amount owed was paid at the field (for example, in cash), paid by check, or paid elsewhere (for example, by a payment app), you can mark it by clicking the relevant button.

Marking these invoices as paid provides accurate documentation.

132. If this invoice needs to be moved to the Payor portal, click Release Invoice To Payor.

Within the payor portal, the invoice can be paid electronically using Ref Insight Pay or still be marked as paid in another way.

133. Click cancel when finished.

134. To see a report of all invoices across all payors, click View All Invoices (report).

135. Invoice descriptions and other items relevant to the invoice are displayed within this report.

Click the magnifying glass next to any invoice to view its details.

136. Click Process Invoices to complete the final stage of the workflow.

137. To demonstrate two of the Actions available, we will mark one of these invoices as Paid at the Field and then release the remaining invoices to the Payor.

If you do not release the invoice to the Payor portal, the payor will not see the invoice.

138. For this example, let's filter for the 4th official role. Click the column header Role and then select 4th Official.

139. Select the relevant matches or select all the matches using the box in the header row.

140. Click Mark Paid at the Field

141. Click Mark Paid at the Field again to confirm this action.

142. Remove the filter to display the other invoices by clicking the x to the right of the filter.

143. Select the relevant matches or select all by checking the box in the header row.

144. Click Release to Payor.

Invoices paid electronically using Ref Insight Pay must be sent to the Payor portal for batching and forwarding for payment processing.

If there is a Payor listed, it should be Released to the Payor portal for visibility.

145. Click Release to Payor again to confirm this action.

146. For this last example, let's look at some future matches that we were informed will be canceled.

Click Match Wrapup.

147. Click Which Matches

148. Click Matches in the Future

149. Select the relevant matches.

150. Click the box next to each relevant match to select it.

151. Click Canceled to cancel these matches or choose the relevant match status applicable to these future matches.

152. Thank you for watching the tutorial on the new Postgame Workflow interface.

We hope this new interface will assist you with keeping accurate records and documenting match statuses, crew utilization, and payments.

153. We welcome your feedback on the new interface and trust it will help streamline your postgame workflow.