Referees can be added to the system using three different approaches: Direct registration via the registration system, manual addition, or importing.
Adding Automatically through Registrations
You can populate a list of Referees automatically from any registration with the Program Type set to Officials/Referee Registrations. Any registrant who completes a registration and has an Active registration status will be available in the list of All Referees.
If a Referee registers for another program after they are already in the All Referees table, their Status will not change in the Referee Management tool.
Adding Referees Manually
1. To add a new Referee manually, from Home, scroll down to Specialty Tools and choose Referee Assignments. Select Referees, then Add Referee.
2. If the UUID of the Referee is known, you may paste/type in the UUID to automatically look up the Referee’s information. If the UUID is not known, you may also use the email field to enter and find an existing system user.
Note: This is the best way to avoid duplicate records if an account already exists for the Referee.
3. If the Referee does not already have an account in the OTTO Sport system, proceed with entering their Email, First/Last Name, and other identifying information (DOB, Phone, Gender).
4. Provide a Status (Active, Inactive) for the referee.
The Active status will enable the Referee to be eligible for assignments on games.
If the Referee’s Status is set to Inactive, they can still log in, but they cannot be assigned to games.
If you do not provide a Status, the system will default the status to Active.
5. Fill in any rating level or custom data questions for the referee. If you would like to have custom data questions added for Referees, please contact support for assistance. The creation of rating levels is covered above.
6. Once a new Referee is added to the system, they will receive an email notification.
Importing Referees
1. To import Referees, from the navigation select Settings > Referees > Import Referees.
2. Click the ‘Download this file” link on the page to access the import file spreadsheet template.
3. On your downloaded copy of the import file, add all of your incoming data while maintaining the integrity of all existing column headers. Instructions for accepted data inputs can be found on the 2nd tab of the file titled 'Instructions' and also outlined below. The asterisk (*) denotes a required field.
First name*
Last name*
Gender: (Male or Female)
DOB: (MM/DD/YYYY)
Email*
Phone: (123-456-7890)
Street
City
State
Zipcode
4. Once the file is complete with all your organization’s referee information, save the file in a .CSV (Comma Separated Values) format. Upload your saved file by dragging it into the upload section or clicking to select the file from your computer. Once the file has been selected, click Next.
5. Preview the first 5 rows of your incoming data to verify the column headers are properly mapped.
Note: If any corrections need to be made, click the Restart button and make the corrections on the file, then re-upload.
6. If the preview of the data is accurate, complete the process by clicking the Import button at the bottom of the page.
7. The import process has begun. You will receive a confirmation email once the process has been completed.
Note: Processing times may vary depending on the size of the file or system traffic.
8. If you need to add more referees from a different file, select the Import Again button and repeat the process as necessary.