Once you have built your Sites and Teams, you can start building your roster by adding contacts to your group. ArbiterSports uses email addresses as usernames, because email addresses are unique to the user. Because of this, you should never use the same email address to add two separate individuals to your group.
A contact is anyone associated with a team, site or bill-to. This includes coaches, athletic directors, secretaries, site mangers, etc. Contacts are not required for the addition of games, etc., but are necessary if you want non-officials to be able to access their game schedules online.
- Click on your Users tab.
- Click the Contacts sub-tab.
- Click on the [green plus] icon to add contacts.
- Fill out the name and email address of your contact, and click "Next."
- Fill out any personal information you can, and click "Next."
- Input the title of the contact (i.e. AD, Coach, Treasurer, etc.), and click "Next."
- A confirmation message will display on the screen, indicating that the contact has been added to your group successfully. Click Finish to return to your list of contacts.
Occasionally, you may add a contact whose email address is already stored in the ArbiterSports database as a username. When this happens, you will receive a message stating that the email is already in use, and will display the name of the user that it belongs to. In most cases, this simply means that the contact is already part of some other ArbiterOne assigner’s group. If you still want to add this contact to your group, click the Next button, and after finishing the process of adding the contact, they will be sent an invitation to join your group.
A relationship enables a contact to see a specific set of games. There are three types of relationships: team, site and bill-to.
Relationships allow for contacts to see the games they have a responsibility for. To create a relationship you must:
- Click the Users tab.
- Click the sub-tab Contacts.
- Click Relationships in the upper-left side under Utilities.
- Select a contact and check Show All on the right-hand side.
- Check a Bill-To, Site or Team and click Save.
- Team Relationships
Contacts with a team relationship can see all games for a specific team, both home and away games. Ideal for coaches and athletic directors.
- Site Relationships
Contacts with a site relationship can see all games at a specific site. Use this option for contacts who need to see home games only. Ideal for site staff and school administrators.
- Bill-to Relationships
Contacts with a bill-to relationship can see all games they are being billed for. They can also print game vouchers and pay officials via ArbiterPay. Ideal for treasurers.
After you have added a contact to your roster and given them the proper relationships, you can send them an invitation to join your group through a Welcome Email. This form letter contains the contact’s username, password, and instructions for signing in and joining your group. To send a welcome email to an contact, click on the [envelope] icon, located to the right of their information on the Contacts page. (Note: If there is no icon to click on, then the welcome email has already been delivered). To send a welcome email to everyone at once, use the Send Welcome tool, located in the Utilities menu in the upper-left corner of the page. When contacts first log in, they can update their password, and be able to view there game schedules for the relationships they have been given. At this point, their profile information becomes theirs to manage.
For contacts who already have other groups they are a part of, they will receive an invitation message upon signing in to ArbiterSports. The message will indicate that your group has invited them to join, and they can choose to accept or decline the invitation. If the contact declines the invitation, then their email address will be removed from your roster page, and will not be connected with their other assigning groups.