User Permissions Explained

There are currently 5 major user groups on our systems. Within each group, there are various sub-groups which determine what the user will have access to on our systems.

  • Officials
    This is the main group on our systems. This group is allowed to be scheduled to games/event, they have availability calendars and all have access to the "Officials Public Forum". 
  • General Members (least permission)
    This sub-group of the Officials permission level is the majority of the "Officials" on our system. These users have access to their own personal game/event schedulers, as well as there own personal availability calendars and nothing more. They may only view email addresses that are not marked "Private".
  • Observers / Supervisors
    This sub-group of the Officials permission level can view all schedules in their system, however they cannot make changes to the schedule. They may simply just "Observe" the full schedule for supervising purposes. 

    • Observers with Finance
      This sub-group of the Officials > Observers permission level can also view financial reports and issue Payment Center payments.  This is most often used for treasurers or accountants.
  • Assignors
    This sub-group of the Officials permission level is allowed to view any schedule that they have permission to edit. They can view the full schedule as well as make changes and additions to the schedule. They can view all availability calendars as well as see all email addresses on the system. They have access to simulate other user's accounts that are below their own permission level to see their views as well. They can view, edit and access financial data.
  • System Administrator (most permission)
    A system administrator, also referred to as a Super User, is the top-level permission level that has access to nearly everything. This is a sub-group of the Officials > Assignors permission level. They are financially responsible for the system. They also have the same permissions as an Assignor as they are a sub-set of the Assignor permission level. To set a user as a System Administrator (Super User) set them to have Assignor permissions and then turn the Super User option ON.  This is the maximum amount of permission that anyone can have.  You should be very cautious when giving out this permission level.  Someone with Super User permissions can delete whomever they want on the system, including YOU or other Super Users.  If this happens, there is nothing technical support can do to reverse this for you.  They (or another Super User) would need to add you back to the system for you to regain access.

    • System Owner
      The System Owner is a sub-group of the Officials > Assignors > System Administrators permission level.  This is the one main point of contact for technical support staff to contact the organization.  They have the same permissions as a System Administrator, but they also get the added bonus of being able to edit the Message from the Administrator message that appears on the Official's' home pages.  They are also shown as the troubleshooting contact for coaches, athletic directors and other users in the event they have organization related questions.  The option is set in your System Settings and only users that already have System Administrator permissions are eligible to be set as the System Owner.  Only one (1) System Owner is permitted.
  • Coaches
    This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which team they are affiliated with. This user will also have the ability to Rate Officials if the Coaches Rating System is turned ON. They do not have access to the full Officials Directory.  Their team affiliation simply determines which schedules they may view. 

  • Athletic Directors
    This group is limited to only viewing games on their schedule. "Their schedule" is determined by which team they are affiliated with. This user will NOT have the ability to Rate Officials. They do not have access to the full Officials Directory.  The team affiliation simply determines which schedules they may view.

  • League Personnel
    This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which league and/or game/event code that they are affiliated with. They do not have access to the full Officials Directory. The league affiliation simply determines which schedules they may view.  This is the lowest level (least amount) of permissions available on the system.

  • Location / Venue Personnel 
    This group is limited to only viewing games/events on their schedule. "Their schedule" is determined by which location (field, arena, venue, etc) that they are affiliated with. They do not have access to the full Officials Directory. The location affiliation simply determines which schedules they may view.

Help for Schedulers

  1. User Permissions Explained
  2. Importing Games via Spreadsheet
  3. How do I increase the number of maximum licenses?
  4. Why isn't an official showing as available?
  5. Cancel Games in Bulk
  6. How do I add/confirm an official AFTER a game has been completed?
  7. When are officials no longer available for more assignments on the same day?
  8. How do I add officials to my system if they don't use the internet?
  9. How can I edit my System Settings?
  10. If the user doesn't their receive initial welcome email, is there a way to resend?
  11. How to reschedule a cancelled game
  12. Is it possible to have 2+ individuals set up with administrator permissions?
  13. What are Teams?
  14. What are Locations?
  15. What are Leagues?
  16. What are Game Codes?
  17. What are Official Positions?
  18. Diagram of leagues, game codes and positions...
  19. Is there a way as a scheduler that I can mark a game as "accepted" for an official?
  20. How do I remove an official from my organization?
  21. How do I see who is available when assigning games?
  22. How do I turn on mileage calculation to be shown when assigning games?
  23. How do I change the default game start time?
  24. Is there any way to restrict what games an official can be assigned to based on the official's age?
  25. Is there a way to generate a Billing Invoice and then E-Mail it directly to a customer?
  26. If an organization has more than one assignor who receives the Declines or Turnback notificiations?
  27. Can I force officials to accept games within a few days?
  28. How I can add our organization logo?
  29. Where do I go to make the renewal payment for my organization?
  30. Is it possible to export to excel a list of mileage for each official by location?
  31. Is there a way I can identify that two officials can't be assigned to work on the same game together?
  32. Where do I get an invoice and be able to print it out as well?
  33. How can a supervisor view all assignments?
  34. Can you export an invoice into an excel spreadsheet?
  35. How do I change the "current season" ?
  36. Is there a way to tell me how far a location is from an officials home?
  37. Who is able to send "Message from the Administrator"?
  38. Is there a way to run a report of number of turnbacks?
  39. Why do I see "no positions created yet"?
  40. How can I rank officials according to seniority?
  41. Can I reset the game counters?
  42. How can I add someone into my organization who already has an account from another organization?
  43. Can assigner accept games for the official?
  44. Can I access usernames and passwords for our member officials?
  45. "No positions created yet"
  46. How do I uncancel a game?
  47. Can a user be both an official and a coach?
  48. How do I input incidental expenses, travel and meal allowance?
  49. Erase / Remove users from your system.
  50. How long will my game info be retained in the system?
  51. Mass Edit/Update Game Information
  52. Who receives Game Day email notifications?
  53. How do I change the default schedule filter?
  54. What email reminders are sent and when?
  55. What does the activation reminder email look like?
  56. How do I add users?
  57. What is the TBA System?
  58. 2017 Dwolla Pricing Changes
  59. Importing Assignments
  60. How do I make a cancelled game billable (or payable)?
  61. Saving an Excel spreadsheet (.xls or .xlsx) as a CSV file
  62. Restricting Game Levels to members of Contact Groups
  63. How to setup experience-based pay structures
  64. Can officials just self assign themselves and choose their own games?
  65. Extended Archiving Add-On
  66. How do I purchase a HorizonWebRef.com subscription?
  67. How to cancel individual games
  68. How to handle rain outs
  69. Email is undeliverable for registration

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