Login and Access
If you have not set up a password, or you have forgotten your password, use the “Forgot Password” link on the login screen to generate a password reset email. Be sure to enter the email address associated with your referee registration. Once logged in, click on My Account (top right corner) > REFEREE > Access your Profile to access the Referee Management System.
Settings Preferences and Availability
Click on Referee at the top of the Referee Management System to view your Assignments Calendar and update your preferences and settings.
Setting your Availability
Setting your availability is done by indicating blackout dates and times you are NOT available to referee games. By setting your blackout dates, assignors will not see your name in the list of potential referees to send game assignment invitations to if the game is scheduled during your blackout date/time.
To set your date, click on Add Blackout in the upper-right corner of the calendar. Indicate all days and times you will be unavailable to accept game assignments either by entering individual dates and times or by setting up recurring dates and times.
2. Once you have input your blackout date/times, click Save, and the dates and times will be added to your Assignments Calendar.
3. To modify an existing blackout date already added to your Assignments Calendar, click on the mini menu on the blackout date.
To modify an existing blackout date/time: Click the edit icon and update the dates/times. Click Save when finished.
To clone a blackout date/time: Click the clone icon to clone the blackout date and time settings to another day or set of dates. Click Save when finished.
To remove a blackout date/time: Click the delete icon to remove the blackout date/time event from your calendar. You must verify that you want to remove the event before it is removed from your Assignments Calendar.
Setting your Assignment Preferences
There are currently two options to indicate your preference for being invited to referee games: within a specific region(s) or location(s) on a map. Depending on your organization’s settings, regional assignment may not be available, and the option to set a preference via the coverage map will be available instead.
**Important notes regarding eligibility and location preferences**
It is recommended to use either region-based preferences OR map location preferences to assist in determining your game location assignment preference.
If you elect to use both: If the coverage map encompasses multiple regions, ALL regions within the coverage map must be selected in the Region Preferences dropdown to be eligible for assignments.
Region Preference Setup
Click on the Preferences menu option on the left side of your referee page.
2. Set your ‘Limit potential assignments to specific Location Regions’ to ON.
3. Using the Regions dropdown, indicate the Region(s) you would like to be marked as eligible for when assignors are making potential assignments. You must indicate at least one region if this setting is ON to be marked as eligible for assignment invitations.
Map-Based Preference Setup
Click on the Preferences menu option on the left side of your Referee page.
Set your ‘Limit potential assignments to specific Coverage Maps’ to ON.
If the Coverage Map setting is turned on with no coverage added to your map, you will not be considered eligible for any games.
If the Coverage Map setting is turned off, eligibility will be based on preferred Regions (if on) and blackout dates/game conflicts.
Click the Add Map button.
4. The map will automatically locate your location based on your household address if it is available.
5. Select the days of the week that you want your coverage map preference to apply to.
6. Using the map drawing tools, select the type of outline you wish to use in your drawing of coverage areas. Placing your cursor on the map, start to outline the area(s) of the map you want to limit your game assignment to. Click Save when complete. Continue to add coverage maps for all applicable days of the week that you wish to be eligible for assignments.
7. To set assignment preferences based on field locations, use the plus sign (+) on the map view to zoom in closer to a specific area where fields are located. Exact field locations will be displayed as red pins on the map. Hover your mouse over a red pin to see the name of the location. Once you have located a field that you want to set your assignment preferences to respect, use the drawing tool to cover the entire pin location.
8. Once created, click on the edit icon to modify an existing coverage map or use the delete icon to remove a coverage map.
Receiving and Responding to Game Assignments
When an Assignor invites you to referee a game, you will receive an email notification and a notice of the pending invitation on your Assignments Calendar. There will also be a link in the email to manage your response directly on your Assignment Calendar.
Responding via Email
To respond to a game assignment invitation via email, open the email with the subject <Organization Name>: Game Date, Game Time. The sender will be from no-reply@demosphere.com.
The game assignment invitation will include all relevant details for the game assignment, including position, pay, date/time, location, competition, division, game number, and home/away teams.
To Accept: Click the Accept button on the email to accept the game assignment, and your Assignment Calendar will be updated.
To Decline: Click the Decline button on the email and enter a reason for declining before the decline is processed for the assignment.
Responding via the Assignment Calendar
To respond to a game assignment invitation directly on your Assignments Calendar, navigate to your Assignment Calendar in the Referee Management System.
Toggle the Display Setting located directly above the calendar to display either a single day, the entire week, or the month.
Pending assignments will display on the date and also directly above the calendar within the ‘Respond: # Assignment(s)’ button. Click either option, single assignment or list of all assignments at the top of the calendar, to Accept or Decline the invitation(s).
3. If you are declining an invitation, you must indicate your reason and click the Save button before the decline is processed for the assignment.
Responding via the OTTO Sport Mobile App
Once logged into the app, on the home screen, tap the calendar icon.
Tap the up and down arrows to open the calendar range. Game assignments that are awaiting response will appear with a red clock icon. Tap the game listing to view details and respond to the invitation.
Review the game details and tap Accept or Decline at the bottom to respond to the invitation. If you are declining the invitation, you must indicate your reason for declining before the decline is processed for the assignment.
Game Assignment Reminders
Once an assignment invitation has been sent to a referee, reminder emails are sent approx. every 24 hours to their inbox, prompting them to accept or decline the assignment. The email reminders will continue to be sent until the assignment status of the game is changed by the referee (or admin).
If the assignment is accepted, an assignment reminder email and push notifications will be sent via the OTTO Sport mobile app 24 hours before the game starts.
Viewing your Accepted Assignments
To view the schedule of your upcoming game assignments, navigate to your Assignment Calendar in the Referee Management System.
Toggle the display setting located directly above the calendar to display either a single day, the entire week, or the month.
Accepted assignments will display on the calendar in green. Click on the assignment to review the details of the event. Clicking on the event detail view will display:
The game assignment date/time, location, and game number
The role and any available role pay information
The competition, season, division, and team information
The assignor’s name & contact details
A list of all referees who have accepted the same game assignment
Changing a Response on Accepted Assignments
If you need to change your response from Accepted to Declined, contact the assignor directly. The assignor’s name will be listed on both the email invitation and on the assignment detail view available when clicking the event on the Assignment Calendar.
Searching For and Self-Assigning Game Assignments
Based on your assigned organization’s policy, you may be able to search for and claim your own game assignments.
Click on the Self-Assign menu option on the left side of your referee page. A list of all self-assign enabled games will appear. This view will display all Self-Assign enabled games that you are eligible and available for (grade level, status, blackout dates, and region/map preferences are all taken into account to determine eligibility).
To narrow down the list of self-assign eligible games, you can use the Search box or click on any column header to sort or filter the list. Once you have located a game you would like to accept, click the Accept button.
3. The game will appear on the Calendar view just as games that were sent directly by assignors appear. The ‘Assigned By:’ section will indicate if a game was self-assigned.
4. To correct a self-assignment mistake, contact your assignor or admin, who can set the status of the game back to empty. Game roles that are Self-Assigned will trigger an email to all assignors who have assignment rights for the season.
Changing the Status on Accepted Assignments
There are two potential ways to change the status of an accepted game assignment in the case that you can no longer referee the game assigned to you.
Contact your Assignor. The assignor’s name is available on your game event detail card accessed on your calendar view.
Based on eligibility settings set by system admins and assignors, some games can be set back to ‘Available’ status by the referees themselves. This can be done by clicking on the game event detail card accessed on your calendar view. Set the ‘Set as AVAILABLE’ setting to On. Games that have been set back to available will be displayed on the assignment calendar in pink.
Setting an accepted assignment back to available will place the game back into the Self-Assign list for another referee to accept. When the game is picked up by another referee, an email notification will be sent to the original referee updating them about the assignment.
If the game assignment is not accepted by another referee in advance of the game start time, the original referee is still responsible for completing the assignment.
Submitting Referee Game Reports
Referees with game reporter permissions will be responsible for submitting the game reports at the conclusion of play. A referee can submit game reports by logging in to their account and entering match details in a few simple steps from two different areas in their profile.
To submit Referee Game Reports:
Login to your referee account from the My Account section click REFEREES then select Access Your Profile.
Click on Referee, then select Reports.
3. Select the Assignments History report from the drop-down menu and click on the game number for any past games you have reporting permissions for to view the referee game report.
Note: If you do not have game reporting capabilities, there will be no editing options and simply a view-only display for game information.
4. The game detail view will open. Input scores, attendance records for referees, any incident memo text, and if necessary, flag the game for review. An overview of the fields on the referee game report can be found below.
Home/Away Team Game Scores: Number of goals scored by the home team/away team during the game. Depending on form settings, goal scorers can either be identified with a drop-down menu that will pull in the player names from the roster or identified by writing in their name. Note: When entering scores for each team, the goal scorer fields will dynamically change to match the number of goals scored by the respective team.
Home/Away Player Infractions: Using the drop-down menus, include any infractions and reasons for home/ away players. Depending on form settings, individuals can either be identified with a drop-down menu that will pull in their names from the roster or identified by writing in their name.
Home/Away Staff Infractions: Using the drop-down menus, include any infractions and reasons for home/ away staff members. Depending on form settings, individuals can either be identified with a drop-down menu that will pull in their names from the roster or identified by writing in their name.
Flag for Review: Option to flag a game report for organizational admins to take further looks at its contents. Games marked as ‘Flag for Review’ are automatically added to a Game Incidents Report available for full admins.
Incident Report: Option to provide more context about any infractions or incidents that took place during the game.
Referees in Attendance: Check off which referees were in attendance for the match. Referees who are assigned to the game will appear with a checkbox next to their name.
5. Once complete, click Save.
Referees with game reporter permissions can create game reports directly from your Assignment Calendar. This is the same view and functionality that referees use when accessing their Assignment History Report to enter a game report. To submit a game report directly on your Assignments Calendar:
Navigate to your Assignment Calendar.
Click on any past games you have game reporting permissions for to view the game view detail.
Note: If you do not have game reporting capabilities, there will be no editing capabilities and simply a view-only display for game information.
3. The game detail view will open. Input scores, attendance records for referees, any incident memo text, and, if necessary, flag the game for review. An overview of the fields on the referee game report can be found below.
Home/Away Team Game Scores: Number of goals scored by the home team/away team during the game. Depending on form settings, goal scorers can be identified with a drop-down menu that will pull in the player names from the roster or identified by writing in their name.
Home/Away Player Infractions: Using the drop-down menus, include any infractions and reasons for home/ away players. Depending on form settings, individuals can be identified with a drop-down menu that will pull in their names from the roster, or identified by writing in their name
Home/Away Staff Infractions: Using the drop-down menus, include any infractions and reasons for home/ away staff members. Depending on form settings, individuals can be identified with a drop-down menu that will pull in their names from the roster or identified by writing in their name
Flag for Review: Option to flag a game report for organizational admins to take further looks at its contents. Games marked as ‘Flag for Review’ are automatically added to a Game Incidents Report available for full admins.
Incident Report: Option to provide more context about any infractions or incidents that took place during the game.
Referees in Attendance: Check off which referees were in attendance for the match. Referees who are assigned to the game will appear with a checkbox next to their name.
4. Once complete, click Save.
Submitting Referee Assessment Reports
Referees with the "Game Crew Assessor" permission on their Game Crew Role can submit assessments in two locations:
Via the Assignment Calendar View:
To submit an assessment report directly on your Assignments Calendar, navigate to your Assignment Calendar.
Click on any past games where you have game crew assessor permissions.
The referee assessment report will open. Input Grades and any additional information for all Referees that participated, and click Save.
Via the Reports View:
To submit an assessment report from your assignments history view, navigate to your Reports view in the Referee Management System and select the Assignments History Report.
Click on the game number for any past games for which you have game crew assessor permissions.
The referee assessment report will open. Input grades and any additional information for all Referees that participated and Save.
Note: When Assessors are determining the referee assessment grade values for each referee per game, they do not grade themselves.
Available Reports
Assignment History Report
The Assignment History report will display all game assignments that you accepted for games in the past. Game assignment details include the game number, date/time, role, location, and surface, program/competition, teams, score, and role pay.
My Payouts Report
The My Payouts report will display payouts that are pending or have been processed for past game assignments. The payment status will read PAID when the amount has been paid to the referee either by the method of batch pay or in person. Use the status filter to view all games or unpaid games. Hover over the game numbers to view the game details, including season/ competition, grouping, and team name information.
Upcoming Assignments Report
The Upcoming Assignments Report will display future game assignments and the game details. Hover over the game numbers to view the game details, including season/ competition, grouping, and team name information.
Configuring Columns and Exporting Data
All the available reports can be exported as needed. Click on the mini menu next to the Reports drop-down menu to edit the table configuration of the reports. To export the report for printing, save it as a PDF, or export it to a CSV file.
Payment Settings
Enter a payout method to receive payouts when games you referee are completed and reported
To add or modify payment and tax information, click on Payments > Payment Settings.
2. Click Add Payout Method and enter your general information. This will include the account type (individual or business), your name, DOB, email address, and address details. Click Next to advance.
3. Enter bank account information. Please be sure the information is accurate and matches the account information on your bank account. Failure to do so may result in failed or delayed payments.
Note: At this time, all payments from Trolley are sent to checking accounts, and it's not possible to choose savings accounts as an option.
Note: For youth referees, if a child doesn't have a checking account and needs to use their parents' checking account, for this to be processed, please enter "(Parent)" after the LAST/SURNAME of the recipient. This will notify their compliance team that they will be using the Parents’ Bank Account, and the name will be different.
4. Confirm account information and click Next. We are required to collect your tax information to send you payments. You can complete a tax form now, or you can choose to complete it later. To begin your tax form, click Submit a Tax Form and fill out your form as required.
5. To complete at a later date, when you log back in, click on Complete a Tax Form on the Payment Settings page.
6. If needed, click Add Payout Method to add another account. To edit your payout method, click on the pencil icon and modify as needed. Use the delete icon to remove your payment method.
Updating Profile Information
1. To edit your first/last name, date of birth, phone number, gender, or email address, click on Profile > Universal Profile > Manage My User Profile.
2. Click Edit next to your profile detail to open up the edit view for your profile information. If you update your email address, you will be sent a confirmation email instructing you to verify the email change before you can log in with the new email address.
