What email reminders are sent and when?

The following is a list of the most common system email notifications that are sent, their purpose and when they are sent by the system.  There are additional notifications that the system may send occasionally, but these are the most frequently sent:

  • Game Confirmation Required - Sent immediately when assignments are published and notifies officials when 1 or more new assignments have been released to their schedules.  A text message notification is also sent, if the official is subscribed to SMS notifications.
  • Assignment Today - Sent the morning of game assignment and includes game details including information about their partner(s) they are working with.  A text message notification is also sent, if the official is subscribed to SMS notifications.
  • Auto Declined - Sent to both the official and the scheduler, if the organization is using the Auto-Decline feature, after an assignment remains unaccepted after the required acceptance timeframe the organization specifies.

  • Awaiting User Approval - Sent daily to administrators only, if there are user self-registraions that are waiting for their approval or 

  • Happy Birthday - Sent by our staff to users on their birthday

  • Email Address Verification - Sent anytime a user requests to change their email address.  The notification includes a special temporary URL link that the user must click on to verify that the email address they specified actually belongs to them.

  • Login Credentials Changed - Sent anytime a user changes their username and/or password as a security notice to inform the user that a change was made to their credentials

  • Game Added by Coach - Sent to schedulers anytime a coach adds a game to their schedule.  Coaches must have permission from the organization in order to add games.

  • Game Cancelled by Coach - Sent to schedulers anytime a coach (or AD) cancels a game on their schedule.  Officials will also receive a notification about cancelled games when this occurs, but it is not this notification.  See Game Cancelled notifications.

  • Coach Requests Game Change - Sent to schedulers anytime a coach requests a change to the details of their games.  Changes must be approved before they go into effect.

  • Coach's Requested Changes Approved - Sent to coaches to notify when their requested changes have been approved by a scheduler

  • Coach's Requested Changed Denied - Sent to coaches to notify when their requested changes have been rejected by a scheduler.

  • Coach Requests Change of Team Affiliation - Sent to administrators when a coach (or AD) requests to change the teams they are affiliated with.  Affiliation changes must be approved by an administrator.

  • Coach's Team Affiliation Change Approved/Denied  - Sent to coaches (or ADs) when their team affiliation change has been approved or denied.

  • Coach Rating Reminder - Sent to coaches when the organization is using the Coaches Rating System and has the rating system in "Mandatory" mode.  Sent 15 minutes after the start of a game.  Then, beginning 2 days after the game, the reminder will send daily for the next 30 days if the rating is still not completed.

  • Coach Upcoming Game Notification - Sent to coaches and ADs 3 days prior to their games and also the morning of their games.  This reminder can (optionally) include the officials on the game and their contact information, if the organization allows for coaches and ADs to see this information.

  • Game Deleted Receipt - Sent to schedulers and administrators anytime a game is permanently deleted from the system.

  • User Registration Denied - Sent to users if their self-registration is denied by the organization

  • Dwolla Payment Received - Sent to officials when they receive a payment via the Dwolla Payment Center.

  • Failed Login Warning - Sent to users as a safety notification anytime someone tries to login to their account unsuccessfully with invalid credentials.

  • Forum Reply - Sent to users anytime someone replies to a forum topic that they are participating in.

  • Game Cancelled - Sent to officials anytime a game on their schedule is cancelled.  A text message notification is also sent, if the official is subscribed to SMS notifications.

  • Inactivity Warning - Sent to both officials and administrators on the 1st day of the month anytime a user has been inactive for more than 6 months or has never logged in.

  • Login & Account Setup Reminder - Sent daily to newly registered officials that have not logged in and setup their accounts.

  • New Message from the Administrator - Sent immediately to officials when a new "Message from the Administrator" is published, if the administrator turns on the email notification option when publishing the message.

  • New Organization Membership - Sent immediately to users when their existing account is registered for another new organization.

  • New Custom Field Entry - Sent to administrators when a new entry has been saved for a custom profile field.  This is only sent for custom profile fields that have the Auto-Expire option turned ON since this entry will be auto-removed after the Auto-Expire period has passed.

  • Custom Field Auto-Expired & Removed - Sent to administrators and officials when one of their custom profile field entries has been automatically deleted, based on the organization's optional Auto-Expire setting on the custom profile field.

  • New Document Uploaded - Sent to users when a new document has been uploaded for them to view.  Sent only if the uploader turns on the email notification option when uploading the document.

  • New Game Note Added - Sent to officials when a new game note has been published for their viewing on one of their assigned games.

  • New General Memo - Sent to users when a scheduler publishes a new memo for their viewing.  Sent only if the uploader turns on the email notification option when publishing the memo.

  • New TBA Requests - Sent to the officials specified whenever a TBA Request has been published that the official can respond to.

  • New Rating Received - Sent to officials when a new rating has been published that they may view

  • New User Registration - Sent to administrators when a new self-registration has been received that they must approved or reject

  • New Travel Accommodations - Sent to officials when a new hotel, flight, train or rental car has been added to their game assignment for them.

  • New User Welcome Email - Sent to new users when they are first added to the system.  The email includes their username and temporary password that they will need to login for the first time to begin setting up their account.

  • New Video Added - Sent to users when a new video has been added to the Video Library that they may review.

  • Partner Changed on Game - Sent to officials when someone has been added to their game assignment after the official accepted the assignment.

  • Password Reset Request - Sent to users when they successfully complete the password reset process.  It will contain their username and new temporary password to login with.  Users should make sure to check their inbox, spam, junk, promotions and trash folders as this email can often get routed and considered spam.

  • New Suspension Issued - Sent to coaches and ADs when a league suspension has been issued to a member of their roster.  This notification is for organizations using the League Management Add-On Module.

  • New Turnback Request - Sent to schedulers when an official that has already accepted their assignment, requests to be removed from the assignment.  The scheduler will need to approve the turnback (by removing the official) before the official is relieved from the assignment.

  • Turnback request denied - Sent to officials when a scheduler denies their requested turnback.

  • New TBA Assignment - Similar and nearly identical to the Game Confirmation Required email, this email notifies officials of a new assignment published to their schedule via the TBA Request system.

  • New TBA Response Received - Sent to schedulers whenever an official responds to a TBA Request that they have issued.

  • TBA Closed - Sent to the officials that did not receive an assignment from a TBA that they requested.  This notification is only sent if the scheduler officially closes the TBA Request process.  If the scheduler does not close the TBA Request process for a game, this notification will not be sent.

  • Unqualified TBA Assignment Issued - A warning sent to schedulers whenever officials trade assignments and the system detects that the new official is unqualified for the assignment.  The organization must have the trade/swap assignments option turned ON in order for officials to be able to trade assignments.

  • Assignment Declined - Sent to schedulers whenever an assignment they issue has been declined by the official.  This option is only available if the organization allows officials to decline assignments.

  • Unaccepted Assignment Reminder - Sent daily to officials when they have 1 or more assignments on their schedule that they have not accepted or declined.

  • Upcoming Unaccepted Warning - Sent to schedulers beginning 3 days prior to a game when an official has still not accepted the game assignment.

  • Account Deactivated - Sent to users when their account has been removed from an organization.

  • User Left Organization - Sent to administrator when a user decides to leave an organization themselves.  This email will include the number of future assignments that the official had in case they need to be rescheduled.  Additionally, the system will auto-decline any future assignments when an official leaves an organization to ensure the game get rescheduled.

  • New Incident Report Filed - Sent to schedulers and designated league personnel whenever an official completes an incident report (disqualification, ejection, misconduct, etc.) from one of their games.

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