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Removing Officials (Who have games assigned)

There are three types of records that don't allow an official to be deleted (technically 5 with payroll records).  Because many associations don't want to remove these items we require that they are removed before an official can be removed.  If your association does not use evaluations or payroll you can skip to the games section.  However, if your association uses evaluations or payroll those items will need to be completed before removing games.

 

Evaluations
Evaluations are an added feature that not all groups have.  If you have a link to evaluations on the left hand side of the officials page then you are licensed for evaluations.

  1. Sign into your Administrator account
  2. Click on the Users tab
  3. Click on the Evaluations tab in the left hand column
  4. Click on "Monitor" for the Evaluation report in question
  5. Click on "Monitor by Official"
  6. Click on the number in the "Completed" column for the official you are trying to remove
  7. From there, you can click the red "X" for each response that the official has

Do that until all of the responses have been removed for the specific official(s) you are needing to delete.

 

Payroll Records

Like evaluations, this is an add on feature.

 

Paysheets

  1. Sign into your Administrator account
  2. Click on the Payroll tab
  3. Click on Paysheets under the officials section
  4. Click on the officials name in the left side box
  5. Click on the button "View/Print Checks and Paysheets"
  6. This will show you all the Paysheets listed in your account for the specific official.
  7. Click the check box in the far left column (this will put a check mark next to all of the Paysheets listed on the page
  8. Click Print Paysheets (If you want to save these records for any reason)
    1. Select the Export Format
    1. Select any additional information you would like displayed on the paysheet
    2. Click Print
    1. You will then click on File > Save As to save the file in a place where you can find it on your computer
  9. Go back to the Paysheets page where all of the officials Paysheets are listed
  10. Click the check box again at the top of the left hand column
  11. Go down to the bottom of the page, click "Delete Selected"

Invoices

  1. Click on the Payroll tab
  2. Click on Invoices under the officials section
  3. Click on the officials name in the left side box
  4. Click on "View/Print Invoices"
  5. Check the box in the far left hand column (this will check all the boxes)
  6. Click Print Invoices at the bottom of the page if you need to save these for your records
    1. Select the export format
    2. Select any addition information you want displayed on the invoice
    1. Click Print Preview
    2. You will then click on File > Save As to save the file in a place where you can find it on your computer
  7. Click back to the officials invoices
  8. Make sure all are checked in the left hand column
  9. Click Delete Invoices at the bottom of the page

Add/Deducts

  1. Click on the Payroll tab
  2. Click Add/Deducts under the officials section
  3. Click the Officials name in the left side box
  4. Click View
  5. This will bring up all of the Add/Deducts that you have created for that specific official.
  6. If you want to delete everything on that page, click the Delete All button at the top. If you want to single out specific add/deducts, you can do so by clicking the red "X" for the specific on you are wanting to delete.

 

Games

If you don't want to mass delete all of the games from your account

  1. Sign into your Administrator account
  2. Click on the Users tab
  3. Find the official in the list
  4. Click on the set of numbers under the "Games" column for that specific official
  5. From there, you will be able to click the "Unassign" link for each of the games listed on that page. Do that until that page has no games listed

 

To remove all previous games

  1. Sign into your Administrator account
  2. Click on the Assigning tab
  3. Create a new filter for the past games by clicking on the "New" button located just above the Home Team column
  4. Go down to the "Date of Game" section of that page
  5. Select "Between" in the provided drop down menu
  6. Type in two dates that will create a date range for the games you want to delete

 

If you want to delete every game in your account that is listed within that date range, you can click the Get Results button. If not, you can add any other pieces of information to that filter that will help the system narrow your results (ex: Sport, Level, Site, Team or Bill To)

Once you have clicked Get Results, the system will populate the Games and Assignments with the games you have just filtered for. Double check the games listed and make sure those are the correct ones you want to delete.

 

If all looks correct, and you would like to save a copy of the games, click the "Games" link in the left hand column under the Reports section. This will allow you save a document in the format of your choosing to your computer by clicking Print Preview. Once the file opens, you can then go to File > Save As to save the file in a place where you can find it on your personal computer.

Once you have that saved, you can then navigate back to the Games and Assignments page. Make sure the filter you created is still in place by checking the games shown on the page. If all still looks correct for the games you want to delete, click Mass Delete in the left hand column.

The system will display the filter selections one last time for you to review, and if all the selections look correct, click Begin Delete.

 

Officials

Finally!  Now that you've deleted the evaluations, payroll records, and games for that official you can remove the official from your account.

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Comments

  • Avatar
    Karen Druffel

    It would seem apparent that if it takes you that many steps to document how to remove an official, it is probably something that needs to be streamlined. It is very cumbersome for the assignors!

  • Avatar
    Tim H

    Karen from downtown!!!

    How about this...we don't even use Payroll. We have no RefPay accounts attached to any officials in our Group.

    We still can't delete many of the officials (that have no games, evaluations, pay sheets, checks, etc).

    Here's the error we get:
    "Unable to delete official
    Official exists on 3 check(s)"

    Huh? There is nothing in our Payroll tab. It's virtually blank. Very frustrating.