The Official s Guide to Athletix

Transcription

1 The Official s Guide to Athletix Introduction This tutorial is designed to help Officials learn more about how to use the site and how it can help manage officiating information. Table of Contents Introduction Part 1 How to Use Your Home Page Part 2 - Officials Menu Part 3 Creating a New Event Part 4 View My Events Part 5 Manage My Schedule Part 6 View Available Open Assignments Part 7 View My Contracts Part 8 View My WIAA Varsity Rankings Part 9 View WIAA Tournament Availability Surveys Part 10 Sports I Officiate Part 11 Select Restricted Organizations Part 12 Enter My Associations Part 13 View My Officials Lists (Create Crews) Part 14 Preferences Part 15 Search Directories Part 16 Adding Yourself to Games Part 17 Managing Your User Profile Part 18 Help Menu

2 Part 1 How to Use Your Home Page The screenshot below shows the typical home page for an Official. It is broken down into several smaller sections. 2 Section 1 The Menu Bar Here s where you get to everything. Home Button No matter where you are in Athletix, you will always see the Home button. Clicking Home will take you back to this Home page, and you can find your way to other pages from here. Officials Menu This menu contains all the tools available to Officials. We ll cover these options in the Officials Menu part of this tutorial. Search This is where you can search the Athletix directories for an official or an event. Help Have feedback or a question? Here is where you can contact us.

3 Section 2 Search Just like a Google search, type anything into the Search box, and Athletix will search the whole site for content that matches your search and display the first several results in a list below. The search allows you to type only part of a word, so typing Bad will return Badger and Mike Baddin, for example. 3 Section 3 Your User Profile Here is where you can manage your personal information, change your password, upload a profile picture, or sign out. Section 4 My Next Event The very next event on your calendar will always show here. This serves as a reminder and will list all the details of the event that you need to know about. Anything that you see in blue is a clickable link that will take you somewhere to get more information such as a location address or another official s profile. You can also view and print an official crew card here. Section 5 My Schedule Here is where you can get an overview of your schedule either in a calendar format or agenda format. In calendar view, you will see blue events, meaning they are scheduled or yellow events, meaning it s pending (you need to accept or decline it). You can view more details on any event by clicking the blue or yellow box. The agenda view will simply list all your events for the next year. You can also manage your availability here by clicking the Manage My Availability button. We ll cover this feature in the Manage My Availability part of this tutorial. Section 6 Event Actions These buttons serve as quick hits to do something with an event. Create New will bring you to the add event page which we will cover later. Edit will bring you to the edit event page for the current event that is showing on the page (in this case, it is your next event since you re on the homepage). View All will direct you to view all your events. Find Event will bring you to the event directory where you can search for any event in Athletix. Section 7 Social Media These links will bring you to our Facebook, Twitter, and blog pages. These sites update you as we improve the site.

4 Part 2 - Officials Menu This menu contains all the tools available to Officials, and it is a great way to navigate through the site as an Official. Here s a screenshot of the menu s options and below describes what each option can do for you. 4 Add an Event Create a new event and add it to your schedule. For more information, see Part 3 - Creating a New Event. View My Events View all the events on your schedule. For more information, see Part 4 View My Events Manage My Schedule Manage your events, open dates, and closed dates. For more information, see Part 5 Manage My Schedule. View Available Open Assignments View and apply for events that are in need of officials. For more information, see Part 6 View Available Open Assignments View My Contracts View your event contracts and act on any pending contracts. For more information, see Part 7 View My Contracts. View My WIAA Varsity Rankings View your rankings received from schools you officiated. For more information, see Part 8 View My WIAA Varsity Rankings. View WIAA Tournament Availability Surveys Complete WIAA surveys for tournament eligibility. For more information, see Part 9 View WIAA Tournament Availability Surveys

5 Sports I Officiate View your license information for sports you are licensed for through the WIAA. For more information, see Part 10 Sports I Officiate. 5 Select Restricted Organizations Enter the organizations that you cannot officiate for. For more information, see Part 11 Select Restricted Organizations Enter My Associations Enter and manage your association affiliations. For more information, see Part 12 Enter My Associations. View My Officials Lists (Create Crews) Create lists of officials you can then use to add quickly to events or do directory searches within. For more information, see Part 13 View My Officials Lists (Create Crews). Preferences Set your defaults for adding new events to your schedule. For more information, see Part 14 Preferences.

6 Part 3 Creating a New Event To add a new event to your schedule and/or to the schedule of another official, you will start here. This screenshot shows you the different sections of the page. Any field with a red asterisk (*) is a required field. 6

7 7 Section 1 Event Type Choose either a head to head matchup or a multiple team event. Selecting a multiple team event will slightly change the add event page view so you can add a start/end date, add more than two teams, and add an event name. Section 2 Date When you first access the page, the date calendar will display with the current date selected. Use the arrows to change the month. You can also manually enter a date by typing in a MM/DD/YYYY format.

8 Section 3 Time Enter an event time in a HH:MM AM/PM format. If you do not know the event time, leave it blank and it will save as TBD. 8 Section 4 Gender Select either Girls / Women s or Boys / Men s. Section 5 Sport Select from the list of sports. After you have selected a gender and sport, a field titled Level will pop up. This represents the level of competition the event is, such as Middle School or Varsity. Section 6 Teams Just like a Google search, type anything into the team boxes, and Athletix will search for teams that match what you re typing and display the results in a list below. The search allows you to type only part of a word, so typing Appleton will return Appleton East, Appleton North, and Appleton West, for example. Leaving the team field blank will save as TBD.

9 Section 7 Event Location This field will auto populate with the home team s default location. If the location is different, simply X it out and start typing the new location. Leaving the event location field blank will save as TBD. Section 8 Officials When you add a new event, your name will automatically show as an official. To add other officials to the event click the Add Official button to bring up the search box. Start typing the officials name in the box and add optional data for pay and notes. To perform a search for an official using more criteria, select Advanced Search. When you re done, click Save and the official will be added to the event. You can use this process to add as many officials as you wish. Use the small icons to the right of an official s name to edit or remove them from the event. 9 To add a crew of officials to the event quickly, you will first need to create a list of officials. See the part in this tutorial on My Officials Lists on how to do this. When you click the Add Crew button, your lists will show. Select one to add it to the list of officials for the event.

10 10 Section 9 Event Notes This optional field is a place for you to leave any important notes about the event or items to communicate with the other officials such as where to meet to carpool or when to arrive at the event location. Section 10 Save Once you save an event, it will be added to the schedule of any official you listed when creating the event. If you need to make changes on the event, you must use the Edit function by finding the event on your calendar or on the Event Details page.

11 Part 4 View My Events This is where you can view all your sports officiating events in one location. You have a variety of options to filter your events to certain dates, sports, or teams, for example. 11 Section 1 Export Options Here you can export your events to different locations: copy data, print, send to excel file, or send to PDF file. Section 2 Date Filter By default, the range of dates will be within one year of the current date. Select this drop down menu to filter your events in a different way. Choosing a different filter will also allow you to filter by years.

12 Section 3 Search Type in any data for an event you want to find and your list will show only those events containing that data. You can search a date, gender, level, sport, team name, location, or name of an official. 12 Section 4 Column Filters Use the drop down arrows to filter any data within a specific column (gender, level, sport, or location). The screenshot shows all the boys varsity basketball events.

13 Section 5 Remove Me If you have an event on your schedule that you are not officiating, simply click this button to remove yourself from it. Note: All other officials on the event will receive an notification that you have removed yourself from the event. 13 Section 6 View More Event Details To view the event details page for a specific event, click the date and time link. The event details page will list all information for the event that may not be listed when viewing all your events, such as event notes.

14 Part 5 Manage My Schedule Here is where you can manage your open and closed dates. It is important to know that, by default, a date that is blank means you will show up as being OPEN. A closed date will show in black, dates with events show in blue, and pending events (you need to accept or decline) in yellow. 14 Section 1 Closing a Date To close a date, select it on the calendar to bring up the date options.

15 Close This Date Select to close the date, making you unavailable to officiate. 15 Close Date and Add Note Select to close the date and add a personal note as to why you re unavailable to officiate. Close Week Select to close every open date in the week (Sunday- Saturday) for the day you selected. Add Event Create a new event on the date you selected. Section 2 Close Month To quickly close every open date in the current month displayed, click this button. Section 3 Calendar Navigation To change the month or year on your calendar use either the drop downs (quick select month or year) or the arrows on the sides (change month to month). Section 4 Blue Events When you have an event on your calendar, you will be closed by default. You can click the blue event button, which displays where the event is, to see more event information. Section 5 Black Closed Dates (View Notes or Open Date Back Up) If you see a black closed date, you have several options to either modify or change that. A closed date with an asterisk means you have a personal note attached to it. When you select the closed date, options will appear on what you can do.

16 Open this Date Open the date back up and make you available to officiate. 16 View Note/Add Note Either view the current note or add a new one (if one currently isn t attached) Close Week Close the remaining open dates in the week. Add Event Create a new event on the date. Section 6 Yellow Pending Events A yellow event means you have been offered to officiate an event and you need to act on it. To do this, select the yellow button to view the event details.

17 Part 6 View Available Open Assignments The open assignment board is a place for event assignors to post events in which they are in need of officials. Here you will see all the open events that you are eligible to apply for. It is important to note that you are applying for the event; you are NOT accepting the event. The assignor will review the list of applicants and then assign the game to those officials who he or she has selected. You will receive an notification either way. If your application is selected, the event will be added to your schedule. 17 Section 1 Available Open Assignments Select this tab to view all the events you are eligible to apply for. Section 2 Date Filters Use the available date filters to limit the open assignments displayed. Section 3 Search Box Use the search box to find any event that contains part of the text you enter. You can search by date, gender, level, sport, teams, or location. The screenshots show all the results when the text kaukauna 12u was entered.

18 18 Section 4 Column Filters Use the column filters to limit the results by gender, level, sport, or location. Section 5 Apply To apply for an event, click the button and verify your application in the pop up screen that appears. When you confirm your application, the assignor on the event will receive an notification that you have applied. Section 6 My Applications To view all of your open applications, click this tab. Here is where you can withdraw any application as well.

19 Part 7 View My Contracts Here you can view all of your contracts that are pending or have been accepted or declined. 19 Section 1 Pending Contracts Any contract you need to act on (accept or decline) will show in yellow. You can view the event details for the contract by clicking the date and time link for that event. Once you want to accept or decline, click the appropriate button in the far right column. You will be asked to verify your decision before making it official. Section 2 Accepted Contracts Any contract that has been accepted by you will show in green. In the far right column, you can click View to see and print a PDF copy of the contract. Section 3 Decline Contracts Any contract that has been declined by you will show in red. Section 4 Date Filter The default date range for the contracts page is one year out from the current date. To change the date range and view contracts that fall out of the default range, use the drop down filters.

20 Part 8 View My WIAA Varsity Rankings Here is where you can view the rankings you have received from schools. 20 Section 1 Ranking Filters Use the filters to see rankings by sport and season. Section 2 Rankings Here you will see the rankings you have received. You will only see the number of rankings received, which schools have ranked you, your season average, 3- season average, and the state season average. You will not see what specific ranking a school gave you.

21 Part 9 View WIAA Tournament Availability Surveys Here is where you can fill out and submit WIAA surveys required for tournament assignment consideration. 21 Section 1 Select a Survey Select the drop down to view available surveys. Surveys will be open and closed on specific dates set by the WIAA. Section 2 Answer Question To answer a question, click the Answer Question button. Section 3 Submit or Cancel Submit or cancel your answer. Note: If you answer a question, you can always come back and change your answer up until the time the survey closes.

22 Part 10 Sports I Officiate Here is where you can view your current sports licenses that are on file with the WIAA. 22

23 Part 11 Select Restricted Organizations If you have organizations that you are restricted from officiating, this is the place to add them. Doing so will make you unavailable for events those organizations are part of. Section 1 Add an Organization Click this button to search for an organization and add it to your restricted list Section 2 Organization Name Click the organization name to view more information about them. Section 3 Remove To remove a restricted organization from your list, click Remove. 23

24 Part 12 Enter My Associations To add and manage your association affiliations use this page. 24 Section 1 Add an Association To add a new association, click this button. Section 2 Association Details To view more details on an association, click its name. Section 3 Edit/Remove Association To edit an association membership details, click the edit button. To remove an association from your list, click the remove button.

25 Part 13 View My Officials Lists (Create Crews) Creating and maintaining your lists of officials can serve you very well. One it can help you find a sub official from those officials you know best and, two, it can help you create events even faster. 25 Section 1 Create New List You can create as many lists of officials as you wish. Click the Create New List button to get started by giving your list a name. Once your list is named, you can add officials to it by using the Quick Add text box or the Add Officials button for a more advanced officials search.

26 Section 2 Select a List To view and manage your different lists, select it from the drop down box. 26 Section 3 Rename or Delete a List To change the name of a list, select it from the drop down and choose Rename. To delete it, select Delete.

27 Part 14 Preferences Setting your preferences is useful if you find that you are creating new events with a lot of the same data, such as varsity basketball. Any preference you set will automatically fill in when you are creating a new event. 27 Section 1 Setting Your Preferences You can set defaults for sport, gender, level of competition, or an officials list (crew). Section 2 Save When you are done setting as many preferences as you want, be sure to click Save. Section 3 Create New Event To start creating a new event using your preferences, click Create New Event. Note: These preferences will be saved for the future so to add a new event later on, all you have to do is select Add an Event from the Officials drop down menu.

28 Part 15 Search Directories To search the site for officials and events, use the Search option to locate just what you re looking for. 28 Section 1 Search for Officials Use as many of the search filters as necessary to find the officials you are looking for. You can click on the official s name to view their profile. Section 2 Search for Events Use as many of the search filters as necessary to find the event you re looking for.

29 Part 16 Adding Yourself to Games If you need to add yourself to an event, but aren t sure if it s in Athletix already, there are several options. 29 One, you can use the event directory to see if the event already exists. To do this, enter search criteria and click Search. If you find the event, you can then click Add Me to add it to your schedule. Note: When you add yourself to an existing event, all the other officials scheduled will receive an notification that you have added yourself. Two, you can begin to create a new event and if Athletix notices you are creating an event that is similar to another one already created, it will show you the details of that event and give you the option to add yourself to it.

30 Can t Find the Event You re Looking For? Let s pretend that you are searching for an event using the directory and either nothing shows as a result or the game you re looking for isn t one of the results. Instead of adding a new event from scratch you can use the search criteria you entered to create a new event by clicking the Create a new Event based on this search button. That will direct you to the add event page will all the info you search with already pre- filled. 30 Note: Some events will not give you the option to add yourself to them. This is because an assignor created the event. You are only able to add yourself to events that were created by another official.

31 Part 17 Managing Your User Profile To update your profile, click on your name in the top right corner of the page. 31 If you click Edit Profile, you will be able to edit your personal information, upload a profile picture, or change your password. Section 1 Profile Information Here you can enter your personal information. If you are an official, it is important that you have the Is Official box checked so assignors and other officials can add you to events. When you are done updating your information, click Save. Section 2 Profile Picture To add or change a profile picture, click the Select Image button. From there, find the picture you want on your computer and upload it. Section 3 Change Password To change your password, click Change Password. You will be asked to set your new password and confirm it.

32 Part 18 Help Menu If you have any support issues or feedback, please contact us at or by using the option in the menu bar or the side tab. 32 Athletix Tutorial Updated October 3, 2014