Using Auto-Assign


Auto-Assign is a feature that will assign your officials to the games according to the settings you choose. When you run the auto-assign program it will automatically place officials to the appropriate games, thus significantly reducing the amount of time you have to spend assigning officials. Once you have run auto-assign you will have the opportunity to manually adjust the assignments before making them public.


Preparing for Auto-Assigning

Before running an auto-assign, you will need to set up the Arbiter to assign the games properly.  Two main areas govern how the auto assign routine chooses officials.  The first area is the set of blocks found on each official's record.  Setting the official's blocks for dates, teams, partners, ranks, etc. before the auto-assign is run is critical.  The second area is the options set for each level of play.  To view the current options for a level click the SPORTS/LEVELS sub-tab from the ASSIGNING tab.  Click the number of levels link on the right side next to the appropriate sport.  A list of levels for the selected sport will be displayed.  Click the edit pencil for any level.  The edit level screen is shown.  If you are not sure about your settings, keep in mind that an auto-assign can be undone.


Officials' Rankings and the Auto-Assign

To achieve positive results from an auto-assign you must both rank your officials in Arbiter and then for each level indicate what range of ranks are allowed to work.

The rank given to each official not only lets the Arbiter know the skill level of the official but will also help determine how many games the official receives when the games are auto-assigned. By default the Arbiter will assign the best-ranked available official. This gives the better ranked officials a higher number of the games. This can be changed (so that the assignments are balanced) by changing the auto-assign priority for any level.


Running the Auto-Assign

The auto-assign routine is initiated at the games/assignments tab.  First, select or create a filter that will retrieve only the games to be auto-assigned (see the help page game filters).  If all games are to be auto-assigned use the ALL GAMES filter.  Once the appropriate games are showing in the filter, click the AutoAssign link under the "Utilities" section (see below). 


Select to either use previous game counts or to not use them.  If Use Officials Previous Game Counts is selected the games will be assigned taking into account the previous games the officials have been assigned.  If Do Not Use Officials Previous Game Counts is selected only assignments from the current filter will be used to distribute assignments.  Now click Begin Auto-Assign. After the auto-assign has started a status page will display showing the progress of the auto-assign.  The REFRESH link at the bottom of the auto-assign status page can be clicked to update the status page.  You do not need to remain on the auto-assign status page while the auto-assign is running.  If you return to the main games page the link that normally reads 'AutoAssign' will now read 'AutoAssign Status'.  You'll know the auto-assign has completed when this link changes back to 'Auto-assign', or when refreshing the status page indicates it has finished.


Viewing the Results of the Auto-Assign

The preferred method for viewing the results of an auto-assign is to generate a master schedule report for the same filter the auto-assign used.  This allows you to view a listing of all the games with assignments.  It is also popular to either generate a schedule report from the officials screen or simply look at the game totals for each official (to the right of each email address).  Either method allows you to see each official's totals.  If the results are close to what you were looking for, simply make any manual changes you see fit.  If the results are not satisfactory, click Unassign under "Utilities" (directly below the AutoAssign link) using the same filter you used when you ran the auto-assign.


Check the option to only unassign the auto-assigned slots and click begin UNASSIGN.  When the unassigning is complete, make changes to your assigning defaults (found under sports and levels) and then run the auto-assign again.  Once you are satisfied with the assignments you must publish the assignments for officials to be able to view them.


Troubleshooting the Auto-Assign Routine

The auto-assign routine will most likely not be able to fill all games.  However, if the majority of the games remain unassigned there may be a problem in your setup.  The most effective way to determine what the setup problem may be is to attempt to manually assign a few positions the auto-assign routine did not fill.  When you attempt this, every official will probably have at least one issue.  Look carefully to notice if most officials have the same issues. (To learn how to view officials issues on games, click here)  If certain issues are shown for almost all officials, the cause of the games not being auto-assigned should become apparent.  Make the necessary changes to what is creating the issues and re-run the auto-assign. A properly setup auto-assign will usually assign 93-98% of your games.  If all of the slots are auto-assigned, then the rules you have set up which govern the assigning may be set too loose and you may get a lot of declined assignments.  If you are getting too few games assigned, then either an important setup issue has been overlooked or your rules are too strict.



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