RefTown Knowledge Base
Table of Contents

Section 1 : What is RefTown? (Category ID: 6)


* An overview of some of RefTown's features
* RefTown Game and Assignment Related Features
* RefTown Directory Features
* RefTown Financial Features
* RefTown Information Distribution and Collection Functions
* RefTown Additional Functions and Services
* What do I need to begin using RefTown?
* How much does RefTown cost?

Section 2 : Users Guide (Category ID: 41)

Section 2.1 : Getting Started (Category ID: 1)


* General Tip Sheet on Using RefTown
* How do I enter information in my availability calendar?

Section 2.1.1 : Logging In and setting up your account (Category ID: 2)


* How do I get a username or a password?
* IMPORTANT NOTE for Yahoo Users
* Moving between linked accounts.
* RefTown says my account is locked when I try to login.
* What can I use for my username and password?
* What roster information can an official or school update themselves?
* Does my username have to be my email address?
* How do I change my password?
* How do I change my username?
* How do I log in?
* Login Options: Remember Me & Keep Me Logged In

Section 2.1.2 : Common Problems (Category ID: 15)


* How to Enable JavaScript
* How to Enable Cookies
* DELETE ME
* RefTown says my account is locked when I try to login.
* When I click on an email address on RefTown, I get an error message or it opens the wrong program? (Configuring RefTown to use your preferred email program)
* Calendar items do not transfer to Outlook properly.
* I'm on AOL and emails sent by RefTown to AOL addresses always generate delivery error messages....why?

Section 2.2 : Roster Functions (Category ID: 30)


* How do I transfer an official or school/team to my personal address book?
* What effect do the "Unlisted" options on the registration forms and roster have?
* When does filling out the registration automatically update my account information?
* What profile and preference information can a user update?
* How do I print or export an officials or schools roster?
* What does "List Only" do for email addresses?
* Various Roster Functions

Section 2.3 : Game/Match Functions (Category ID: 3)


* How can I transfer Games, Meetings, or Events to my personal calendaring program such as Outlook, Google Calendar, Palm Desktop, or other calendaring application?
* How is driving distance calculated?
* How do I unscubscribe from a RefTown Calendar Feed?

Section 2.3.1 : Reading the games page (Category ID: 16)


* What do the colors mean on the games page?
* What do the symbols mean on a game listing?
* How do I print my games?
* Can officials see who is assigned to games?
* Can schools see who is assigned to games?

Section 2.3.2 : Finding and viewing games/matches (Category ID: 4)


* How do I view my future assignments?
* What games show by default on the games page?
* How do I search for games by game number?
* How do the Previous and Next links work on the games pages?
* How do I print my games?
* How do I find games that are available for self-assignment (or request) and claim (request) the assignment?
* Can I see who is assigned to other games?
* How do a find specific games?
* How do I find other games at the same sites as a listed game?
* How do I see all of my assignments?
* How do I find my past assignments?
* How can I subscribe to a calendar feed (iCal/ics) of my assignments and/or meetings and events?
* Using the Game Search Form
* Can on official see assignments before they are published?

Section 2.3.3 : Accepting, Declining, or Approving games and assignments (Category ID: 5)


* How do I accept my assignments (officials)?
* How do I approve my school/team schedule?
* Can an official change their response to an assignment after it is submitted?
* Who receives an email confirmation of accepted/declined assignments?
* What happens if an assignment remains "unaccepted"?

Section 2.3.4 : Availability Calendar and Scratching Schools (Category ID: 18)


* How does the availability feature work?
* How do I enter information in my availability calendar?
* How do I use the boxes on the availability calendar?
* Can officals "scratch" certain schools, levels, leagues, etc.?
* Availability - How do I tell the assigner of my work availability?
* Cross-Organization Assignment-Based Availability

Section 2.4 : Voting, Ballots, Quizzes, and Signups (Category ID: 46)


* What is the difference between a Ballot and a Signup and an Exam/Quiz?
* How do the instant run-off elections work?
* How does the ballot/voting/quiz system work?
* How do I export or import questions to an exam, ballot, or signup?

Section 2.5 : General Information and Tips (Category ID: 26)


* Are there printable versions of pages?
* How can I transfer Games, Meetings, or Events to my personal calendaring program such as Outlook, Google Calendar, Palm Desktop, or other calendaring application?
* What Browsers are supported?
* How to configure your computer to use an installed application when you click on an email address or email icon.
* How can I subscribe to a calendar feed (iCal/ics) of my assignments and/or meetings and events?

Section 2.6 : Invoices and Finances (Category ID: 53)


* How do I add or remove bank account information for Direct Deposit?
* Retrieving and Confirming my 1099

Section 3 : Administrator's Guide (Category ID: 7)


* Configuring Reftown for the TASO Ring + Portal Mileage System

Section 3.1 : General Tips and Suggestions (Category ID: 43)


* Quick entry of times on RefTown
* Popups on RefTown
* Add RefTown to Your Safe Senders List

Section 3.2 : Setup and Configuration (Category ID: 39)


* SETUP: Overview

Section 3.2.1 : Basic Information (Category ID: 52)


* SETUP: Basic Information
* SETUP: Organization Contacts
* SETUP: Menu Control
* SETUP: Organization Logo/Banner

Section 3.2.2 : Email Reminder Options (Category ID: 49)


* SETUP: Notice Recipients
* SETUP: Email Reminders for Officials
* SETUP: Email Reminders for Schools/Teams
* SETUP: Admin/Assignor Game Status Reminders

Section 3.2.3 : Officials Roster Options (Category ID: 50)


* SETUP: Officials Roster - General Options
* SETUP: Officials Roster - Official Levels
* SETUP: Officials Roster Privacy Options
* SETUP: Officials Registration Options

Section 3.2.4 : School Roster Options (Category ID: 51)


* SETUP: Schools, Locations, Payors, and Teams - General Options
* SETUP: Schools, Location, Payors, and Teams - Leagues & Levels
* SETUP: Schools, Location, Payors, and Teams - Gym/Field Details
* SETUP: Schools, Location, Payors, and Teams - School/Team Roles
* SETUP: School Contact Privacy Options
* SETUP: School Contact Registration Options

Section 3.2.5 : Game and Assignment Settings (Category ID: 34)


* SETUP: Games - Display Options
* SETUP: Games - Error Check Options
* SETUP: Games - Availability Options
* SETUP: Games - Assignment Options
* SETUP: Games - Response Options
* SETUP: Games - School Options
* SETUP: Games - Other Options
* SETUP: Games - Parameters: Types, Levels, & Leagues
* SETUP: Crews - CrewTypes, Duties, and Crew Duties
* SETUP: Zones

Section 3.2.6 : Finances (Category ID: 37)


* SETUP: Finances: Basic Configuration
* SETUP: Finance: Adjustments and Mileage
* SETUP: Finance: Advanced
* SETUP: Pay Scale
* Configuring Reftown to Use the Paysheet System

Section 3.2.7 : Interactive Forms (Category ID: 36)


* SETUP: Interactive Forms

Section 3.3 : Association Maintenance (Category ID: 8)


* About archives, Creating Archives, Accessing Archived Information, and Deleting Archives
* How does the RefTown registration process work?
* Using the Meeting/Event Calendar

Section 3.3.1 : Officials (Category ID: 10)


* Add officials to the database
* How does an administator edit an official's information?
* How do I add photos to the officials roster?
* Can more than one account share the same email address?
* How do I enable my association for online registration?
* How do I manage officials registration forms?
* How can I keep track of who has registered for the current season?
* What happens when I delete an official?
* How to copy a roster entry from one type of roster to another or from one association to another.
* How do I manage ratings for officials?
* What happens when I add an official and how do they get their account log information?
* What status can an official's account be in?
* How do I merge duplicated roster entries?
* How do I add/upload multiple photos to the officials roster?
* Custom Roster Fields

Section 3.3.2 : Schools/Teams (Category ID: 11)


* Add locations, schools, teams, and/or payors to the database
* How does an administator edit a school's or team's information?
* Can more than one account share the same email address?
* On the schools/teams roster, what do the Payor, Location, Home, and Visitor check boxes mean and how do I change them?
* How do I enable my association for online registration?
* How do I manage school/team/location registration forms?
* How do I merge duplicated roster entries?

Section 3.3.3 : School/Team Contacts (Category ID: 32)


* Setup school/team personnel to log into to one or more teams
* How do I merge duplicated roster entries?

Section 3.3.4 : Game/Match Properties (Category ID: 12)


* What does "Clear Previous Season/Setup for new Season..." do?

Section 3.3.5 : Printing and Exporting Information (Category ID: 27)


* How does an assignor print schedules for officials?
* How does an assignor print schedules for teams/schools?
* How do I print or export an officials or schools roster?

Section 3.3.6 : Access Permissions (Category ID: 28)


* What are the differnet permissions groups that an official can be part of?
* What information do schools/teams have access to?
* How do I enable an official with extra access permissions?
* How can I, a user with extra permissions, view the site as it is seen by others?

Section 3.3.7 : Email Features (Category ID: 31)


* What options are there in selecting recipients for emails?
* Can I define custom lists of email recipients?
* What delivery options are there in composing the email?
* What if, while composing an email, my browser crashes or I make a mistake that deletes everything?

Section 3.3.8 : Driving Distances (Category ID: 54)


* Driving Distance Methods
* Obtaining a Bing Maps Key

Section 3.4 : Game Entry (Category ID: 19)


* How can games be added to RefTown?
* How does an assignor add games to the system?
* How does Batch Add Mode work?
* How do I import games into RefTown?
* How do I check the quality of the games that have been entered?
* What happens when a game is edited?
* On the schools/teams roster, what do the Payor, Location, Home, and Visitor check boxes mean and how do I change them?
* How do I enter games such that schools/teams can approve the entered games?
* How does and assignor notify or remind schools/teams that they have games needing a response?
* How do schools request games on RefTown?
* How is the rating for a game determined?
* How can I completely delete one or more games and all releated assignments?
* How can I enter times in the various forms throughout RefTown?
* Restoring a Canceled or Postponed Game

Section 3.5 : Making Assignments (Category ID: 20)


* What reports are available regarding officials availability?
* How do you change the response of an official to an assignment?
* How is driving distance calculated?
* How do I manage ratings for officials?
* Can on official see assignments before they are published?

Section 3.5.1 : Assigned by Assignor (Category ID: 21)


* How do I assign officials to Games?
* How does an assignor publish assignments?
* What happens when assignments are published?
* Why do some officials not appear in the list of officials to assign?
* How do I assign officials that do not appear in the list of assignable officials?
* Who receives an email confirmation of accepted/declined assignments?
* Can an official change their response to an assignment after it is submitted?
* Why does an officials prior response get cleared when part of the crew is changed?
* How do I set RefTown to not clear a official's prior response when there is a crew change?
* Can officals "scratch" certain schools, levels, leagues, etc.?
* How does and assignor notify or remind officials that they have assignments needing a response?
* How does an assignor manage officials who do not have email?
* Viewing how many assignments an official already has while making new assignments
* Limiting the number of times an official will see a specific team
* Linking games for assignment to same crew

Section 3.5.2 : Automatic Assigning (Category ID: 44)


* How does automatic assigning work?

Section 3.5.3 : Self-Assignment / Assignment Reqeust (Category ID: 22)


* How does the self-assignment feature work?
* How does an assignor make a game available for self-assignment or self-request or remove a game from the these lists?
* DELETE ME
* Can an official change their response to an assignment after it is submitted?

Section 3.6 : Finances (Category ID: 47)


* How to Create an Invoice
* Creating custom invoice items
* Adding/Updating game fees
* Mileage Calculations
* Electronic Payments / Direct Deposits
* Collecting payments from officials through PayPal
* Transferring Data from RefTown to Quickbooks
* 1099 Requirements and Preparation
* Using Custom Invoice Item Categories
* Preparing Your Organization, Invoices, and Officials for 1099 Processing
* Transferring Invoice Information from the archives or other sources to be used for 1099 generation
* 1099 Generation
* Using the Paysheet System
* Invoice Reconciliation and Verification Functions
* What happens when an officials direct deposit can't be made due to a close or invalid account

Section 3.7 : Voting, Ballots, Quizzes, and Signups (Category ID: 45)


* How does the ballot/voting/quiz system work?
* What is the difference between a Ballot and a Signup and an Exam/Quiz?
* How do I configure a new or existing ballot/signup/quiz?
* How do I add/edit questions on a ballot/signup?
* How do the instant run-off elections work?

Section 3.8 : Custom Content (Category ID: 23)


* How does an administrator add or edit custom page content?
* Can I add my own custom pages to RefTown?

Section 3.9 : Posting and Managing Documents (Category ID: 25)


* How do I add documents or document categories/folders to RefTown?
* How do I change the name, category or permissions of a document?
* How do I edit a document that is posted on RefTown?
* What types of documents are supported on RefTown?
* How do I link to a document posted on RefTown from either inside of RefTown or outside?

Section 3.10 : FAQ (Category ID: 40)


* Change Log - 2012 - June
* Change Log - 2012 - January - May
* Change Log - 2009
* Change Log - 2010
* Change Log - 2011
* What do the various admin/assignor symbols mean?

Section 3.10.1 : Assignment Options (Category ID: 29)


* Why does an officials prior response get cleared when part of the crew is changed?
* How do I set RefTown to not clear a official's prior response when there is a crew change?

 

Section 1 : What is RefTown? (Category ID: 6)

An overview of some of RefTown's features
Article ID:117 Posted:4/22/2008 1:41:45 AM Updated:3/2/2015 9:30:54 PM

RefTown will revolutionize the way you do business 

We service multiple organizations of various sizes—from less than 30 to several hundred—across all major sports. Our highly customizable service can be adapted to serve nearly any scheduling need.

RefTown is the most complete and most comprehensive official’s organization management package available 

Our features cover not only game assigning but can also provide a full web presence for your organization. We can be your only web site. 

Our features include a full set of communications options; election, survey, test, and signup functionality; documents archives, payroll calculations, customized interactive forms, and more. 

We are committed to providing reliable, user-friendly functionality with world-class customer support 

RefTown is designed with a highly intuitive and consistent theme and usage model throughout the site. Most functions have rollover pop-ups that guide you through the use of the site, eliminating the need for highly technical documentation.

RefTown is proven reliable and effective

Organizations that use RefTown have reduced their number of assigning errors as a result. In well over 1,000,000 assignments across multiple organizations representing multiple sports, there have been no missed assignments due to an error on the site.

The officials who use the site find many benefits—from easily locating schools to clear and efficient communication of their assignments and other information. 

  RefTown adapts to your needs

If you have features you'd like to see on RefTown, feel free to contact us and request them. We're frequently adding features based on the requests of customers. All new features are available for all customers to use at no additional charge. 

RefTown guarantees you'll be satisfied 

We are so confident that you'll like what we offer that we’ll give you a free, fully functional, no-obligation trial and will not ask for payment until you are satisfied.

When you choose RefTown, you can be confident that it will make big improvements to your organization.

 

RefTown Game and Assignment Related Features
Article ID:209 Posted:3/2/2015 10:02:15 PM Updated:3/3/2015 12:26:17 AM
  • Game & Assignment Entry with extensive management and communication features
    • Highly customizable game entry options
      • Program you own lists of sports, leagues, levels, and types of games.
      • Program custom crewtypes or duties for special situations
      • Program locations in custom zones
      • Ability to enter multiple-game sets or to link multiple games together for simultaneous assigning.
    • Multiple Data Entry Modes
      • Direct Game-by-Game Entry
      • Assisted Direct Game Entry to accelerate multiple game entries.
      • Spreadsheet-based game import
      • Spreadsheet-based game export supporting re-importing for mass updates
      • Schools/Teams can be enabled to enter games directly into a "requested games" list where an assignor can approve the games to be moved to the official schedule or reject the request.
        • Notices can optionally be sent to the requesting school/team when action is taken
      • Schools/Teams can be enabled to request changes to existing games directly in the system. Such request are placed in the "requested games" list pending approval.
        • Notices can optionally be sent to the requesting school/team when action is taken
    • Game Management Dashboard for Assigners
      • Numeric and Statistical View of Game and Assignment Details
        • Analyze the status of game and assignment details across multiple categories to ensure
          • Game details are entered correctly
            • Includes communication options with both schools/teams and officials
          • Assignments are covered as desired
          • Officials are used as desired
            • Reports on multiple assignment criteria
              • Assignment counts based on selectable criteria
              • Repeats assignments with teams
              • Repeats assignments with partners
              • Average response time to assignments
  • Multiple Game Assignment Tools
    • The system manages, based on your customized setup, the officials eligible for assigning to any game.
      • Considers
        • Availability
        • Sport specific qualifications
        • Duty specific qualifications
        • Location/Distance
        • Skill level (ratings)
        • Scratches (including team, location, or partner based or several broad categories)
      • Provides information about each official's assignment history with each of the teams involved in the game while making the assignments
    • Automatic assignor that considers all the same criteria of the manual assignment mode
      • Includes controls over several assignment considerations that allow tuning the auto-assignor to provide more desirable results.
    • Option to post specific games for self-assignment by officials
      • Only presents games to officials qualified for those games
      • Alternate mode to allow officials to request the games pending the assigners selection from among those requesting the assignment
      • Ability to block specific officials from access to self-assignment positions
      • Ability to grant specific officials complete access to select from all self-assignment positions
    • Tools to manage assignment responses on behalf of officials
    • Designate officials into pre-determined crews for group assigning
  • Extensive Availability options
    • Fully integrated with scheduling functions
    • Officials have multiple ways to enter information
      • Repeating Day-of-Week entries
      • Date specific for single organizations
      • Date specific for all organizations
    • Information can be very specific or very general
      • Block entire days 
      • Block specific ranges of times
      • Block all but specific times
      • Add comments related to blocks
    • Official selectable automatic availability blocks for assignments in other organizations
    • Officials can designate a maximum number of days to be assigned over a period of time
    • Officials can designate a minimum number of days between games
    • Officials can designate multiple starting points to be used for driving distances depending on time of day
    • Multiple assignor accessible reports on availability
      • View individual officials calendars
      • View single day summaries with varying levels of detail
      • View several multi-day summaries
      • Export most reports to Excel for additional sorting and filtering
  • Communication Tools
    • Email and, optionally, text message announcements of assignment changes
    • Customizable reminder system for schools/teams and/or officials
    • Automatic synchronization "my games" with Outlook, Google Android, or Apple iPhone and other ICS-based calendar programs
    • Automatic synchronization of "my games" with Outlook, Google Android, or Apple iPhone and other ICS-based calendar programs
    • Automatic synchronization of all upcoming games (for assignors) with Outlook, Google Android, or Apple iPhone and other ICS-based calendar programs
    • Manually exportable any list of games for import into Outlook
  • Game View Options
    • Extensive search form options to allow location of games by almost any criteria
    • Several pre-programmed searches for quick and easy access
    • Multiple layout options with customizable levels of content
      • Lists
      • Grids
        • Calendar-based
        • School/Team vs Date
        • Official vs Date
    • Multiple sort options
    • Highly integrated navigation to related information
  • Evaluation Management Tools
    • Designated evaluation/observation manager can schedule evaluators/observers to a game in much the same manner as officials are assigned
    • Evaluation management personnel can generate cross-referenced report of designated evaluators and target officials to determine when and if any of them are assigned games at the same location on the same date.

RefTown Directory Features
Article ID:210 Posted:3/2/2015 10:20:58 PM Updated:3/2/2015 11:49:36 PM
  • Directory of Officials
    • Designate officials as eligible to work in specific zone, for specific sports, or for specific duties within the crew
    • Designate ratings levels for officials per sport to aid in assigning
      • Compare given rating with actual assignments including the tools to set ratings based on past assignments
    • Designate officials into pre-determined crews
    • Designate officials membership levels (visible or not visible to other officials)
    • Multiple programmable fields for dates, numerical information, yes/no qualifications, or free form text
      • Each field can be independently programmed to be
        • Visible to all officials
        • Visible to individual official 
        • Editable by individual officials
        • Minimum requirement for assignment eligibility
    • Photos of officials with tools to upload and manage photos
    • Export to Excel spreadsheet
    • Import new officials from Excel
    • Import previously exported lists of officials to update information based on either Reftown ID #'s or alternate ID # (for example, a State ID #)
    • Export of official's list for import into QuickBooks as vendors
    • Multiple printable directory options
    • Flexible controls for multiple contact forms
  • Organization Board/Committee Directory
    • List member officials as part of a board or committee
    • Allows for members to contact other members based on their responsibilities
  • Directory of Schools/Teams/Location/Payors
    • Common list to allow a single entry for entities that are used in multiple ways
    • Designate locations to be in specific zones
    • Designate teams to be in leagues  (conferences/districts) and/or levels (classifications) 
    • Export to Excel spreadsheet
    • Import new schools, teams, locations, or payors from Excel
    • Import previously exported lists of schools, teams, locations, or payors to update information based on either Reftown ID #'s or alternate ID # (for example, a State ID #)
    • Export schools, teams, locations, or payors list for import into QuickBooks as customers
    • Multiple printable directory options
    • Flexible controls for multiple contact forms
  • Directory of School/Team Personnel (coaches, athletic directors, etc.)
    • Affiliate school/team personnel with one or more schools/teams.
    • Affiliate multiple school/team personnel with a school/team
    • Export to Excel spreadsheet
    • Import new officials from Excel
    • Import previously exported lists of officials to update information based on either Reftown ID #'s or alternate ID # (for example, a State ID #)
    • Export of official's list for import into QuickBooks as vendors
    • Multiple printable directory options
    • Flexible controls for multiple contact forms

RefTown Financial Features
Article ID:211 Posted:3/2/2015 10:59:49 PM Updated:3/2/2015 11:49:44 PM
  •  Game/Assignment-based Invoice generation for officials and schools/teams.
    • Selectively generate invoices from schedules based on game characteristics for as few or as many as desired
    • Tracks changes to games creating necessary credits/offsets from previously invoiced amounts to current amount
    • Support for multiple game-based fee adjustments
      • Either flat rate or percentage based
      • Either add or subtract amounts
      • Independently programmable for different types of games
    • Multiple travel payment options
      • Flat rate
      • Per-mile rates
        • Minimums
        • Maximums
        • Multiple rate ranges
        • Roundtrip or One-way
      • First game only or per game
      • From a common base locations or from multiple base locations (for officials in different regions)
      • Split travel payments across crew members in programmable percentages
  • Customizable Invoice Categories
    • Enter custom invoice items using a set of programmable categories.
      • Each optionally includable as part of 1099 eligible income
    • Usable for multiple things such as:
      • Dues
      • Equipment
      • Scholarships
      • Fundraisers
      • Government Adjustments such as garnishments
      • Pay advances
      • and more
  • Payment Options
    • Ability to pay officials by true direct deposits executed within 1-2 business days
    • Ability collect payments from officials through PayPal for dues or other fees
  • General Invoice Features
    • Customized invoice content to communicate related information to officials/schools/teams.
    • Track payment status of invoices, either generically or with specific details (method, dates, check numbers, etc.)
    • Communication of invoices to officials/schools/teams by email
    • Printable invoices 
  • 1099 Generation and Distribution
    • Generation of 1099s based on customer selectable thresholds to match various state requirements
    • Electronic distribution of 1099s to officials based on current IRS regulations (encrypted and password protected using official's SSN or TIN).
    • Electronic filing with the IRS and most states
  • Other Functions
    • Tools to reconcile amounts collected from schools/teams and amounts paid to officials on a per-game basis.
    • Tools to compare school/team and officials pay scales
    • Export to QuickBooks for both officials and schools/teams

RefTown Information Distribution and Collection Functions
Article ID:212 Posted:3/2/2015 11:35:01 PM Updated:3/2/2015 11:44:47 PM
  •  Document/File Library
    • Post documents or other files such as videos
    • Post links to external sites
    • Control which groups of people can access the documents/files
    • Organization into folds for convenient organization and management
  • Customizable Forms
    • Multiple Types
      • Registration
      • Evaluation/Observation
        • Either linked with games or generic
        • Tools to track games where forms have or have not been submitted
      • Ejection
      • Applications
      • General Feedback
    • All types allow for customizable content 
    • Options to control who can access each form
    • Options to control who receives  email copies of forms and who can view submitted forms
    • Exportable to Excel for detailed analysis
  • Ballot System
    • Can be used for multiple purposes
      • Board elections
    • Supports organization operations by providing a mechanism for voting on different types of things
      • Yes/No
      • Favor/Oppose
      • Lists of Officials (with optional photo-ballot with photos drawn from the roster)
      • Numeric answers
      • Generic lists of choices
      • Text Entries (write-in)
    •  Supports multiple vote formats
      • Select many (within a minimum and maximum number)
      • Ranked lists with Instant-Runoff vote tabulation 
        • For elections where a majority is required to win
      • Ranked lists with point-based rankings
    • Can specify eligible voters in multiple ways
      • All officials/schools
      • Officials/Schools by certain characteristics such as level
      • Specific Officials/Schools
    • Rotates answer order for fairness when there are a large number of candidates....officials with last names starting with Z not always at the end.
    • Option to block votes for self
    • Options to allow candidates to post statements on the ballot
    • Vote reminder tools that provide instructions on how to vote including direct, password-free, access to the ballots for school/teams
    • Ability to export and import lists of questions
    • Options to control when and how much detail is visible to administrators
      • Individual ballots are secret but administrators can choose to see a list of submitters and a list of non-submitters
      • Administrator can choose to see the results as ballots are case or only when the balloting closes
      • The settings for these options are posted on the ballot and can not be changed once the ballot opens
    • Options to control how the results are released to the votes
      • Immediately upon close
      • Only when "Approved"
      • Never
    • Options to control how many times a person can submit an entry
    • Can optionally send confirmation to submitter with or without actual details of submission
  • Signups/Surveys
    • Very similar to ballot system but results are not secret...administrators can see results throughout
    • Useful for things like
      • Banquet or other organization event signups
      • Gethering feedback from membership on various topics
  • Exams/Quizzes
    • Also very similar to ballot system and the signup/survey system. Results are not secret...administrators can see results throughout
    • Adds ability to randomize question order
    • Adds ability to impose a time limit
    • Allows entry of answer key
      • Automatic scoring with programmable pass/fail levels
    • Useful for things like
      • Certification testing
      • Refresher quizzes
  • Ask the Ref function
    • Publicly visible function to allow people (officials, coaches, or even the public) to ask questions
    • Questions must be approved before they are visible to the public
    • Designated individual manage content
  • News Log
    • Feature that allows the posting of headlines that are to appear on the organization's home page
    • Articles are dated and fall off the home page automatically after a few weeks but are still accessible on the New specific page

RefTown Additional Functions and Services
Article ID:213 Posted:3/3/2015 12:01:06 AM Updated:3/3/2015 12:18:08 AM

 In addition to RefTown primary (game and game assignment) function and secondary (general information functions), we also provide a variety of other features and services.

  • Consulting and Advising
    • When requested, we can often provide direction and advice in many areas of organization management and operations beyond the immediate use of RefTown.
    • We can assist with some data entry and managment issues
  • Customizable email distribution groups
    • Create a list of people that are frequently addressed in the email system
  • Allow officials to communicate with each other through RefTown
    • You can limit how many people they can email at once to prevent misuse
  • Site Archives
    • RefTown allows organizations to create copies of their site that are frozen in time.
    • Usually executed in the off-season
    • Breaks all dependencies between the current system configuration and prior season's content.
    • Keeps old information accessible but out of the way
  • Customizable content to create a semi-custom website.
    • Available in two places
      • On each regular page, organizations can add areas of fully custom content
      • Customers can add entirely custom pages
    • Fully customizable with a full-featured What-You-See-is-What-You-Get editor.
      • Freely format content with various fonts, colors, tables, etc.
      • Include images, videos, links, etc.
    • Control which groups of people see which content or even disable content as needed
  • Permissions Control

    • Reftown provides approximately 20 different permissions categories to allow organizations to designate various partial administrator right to various members
  • Persistent login
    • Reftown provides a secure persistent login function that grants officials and schools/teams immediate access to the site without logging in.
    • This function doesn't allow access to sensitive information without first providing a password
    • The system using a rolling code type system such that prevent reuse of the automatic login credentials for subsequent accesses. On each use, the site provides the user's browser with a new set of credentials to be used for the next access.
  • Security
    • RefTown utilizes state of the are security measures to ensure your data remains safe
      • All passwords are encrypted using an algorithm that even prevents someone with direct access to the internals of the system from viewing your passwords
      • All sensitive information (SSN's, Birthdates, Banking Information, etc.) is encrypted using state of the art encryption algorithms.
      • After a small number of failed login attempts to an account, the account is locked for a period of time to prevent hackers from attempting to guess a person's password
  • Service Reliability
    • We employ redundant hardware and internet connection strategies to ensure maximum access to our systems including robust power backup systems that can ensure access in the event of most foreseeable situations
    • We implement very extensive rotating backup strategies with partial backups throughout the day along with nightly and weekly backups with varying lengths of retention as well as offsite storage of nightly backups.

What do I need to begin using RefTown?
Article ID:15 Posted:4/24/2007 11:29:33 PM Updated:4/2/2015 11:50:36 PM

All you need to do to start using RefTown is provide an organization name, abbreviation, at least one user/administrator with an email address, and what sport or sports your organization covers.

You can contact us at webmaster@reftown.com or you can fill out our question/feedback form at https://www.reftown.com/rt_feedback.asp.

 We also offer to import your initial data for you for no charge—rosters, configuration assistance, etc. We aim to help you start using RefTown with as little effort as possible.

How much does RefTown cost?
Article ID:14 Posted:4/24/2007 11:23:30 PM Updated:10/17/2017 12:38:12 AM

BASE SUBSCRIPTION COST

  • $4 per official for the first block of 30 officials.
  • $4 per official in blocks of 25 up to 300 officials.
  • $3 per official over 300 officials in blocks of 25 officials.

Number of
Officials

Base Price
Per Year

Additional Cost
for 1099 Services

Up to 30

$120

$75

Up to 50

$200

$75

Up to 75

$300

$75

Up to 100

$400

$100

Up to 125

$500

$125

Up to 150

$600

$150

Up to 175

$700

$175

Up to 200

$800

$200

Up to 225

$900

$225

Up to 250

$1000

$250

Up to 275

$1100

$275

Up to 300

$1200

$300

Additional Blocks
of 25 officials

+$75

+$25

Note: All current features and functions, except for direct deposit and 1099 services, are included in base price.

(Prices Effective for Renewal Dates on or after January 1st, 2013...first increase since 2003)

(Bucket sizes above 300 reduced from 50 officials at a time to 25 at a time July 1st, 2017...same price per official)

DIRECT DEPOSIT COST (Prices Effective as of 11/1/2016):

$50 per year, in addition to the base subscription costs

Wire Funding: $0.65 per transaction  (***You will incur a fee from your bank to send the wire)

ACH Funding: $0.90 per transaction (***Not available to all organizations)

Returned Deposit Fee: $5

Batch Edit Fee: $25 (if a submission needs to be modified or deleted after sending to the processor)

1099 GENERATION, ELECTRONIC DISTRIBUTION AND E-FILING COST:

$25 per 25 officials regardless of how many will receive a 1099

Minimum: $75

Section 2 : Users Guide (Category ID: 41)
Section 2.1 : Getting Started (Category ID: 1)

General Tip Sheet on Using RefTown
Article ID:164 Posted:11/25/2009 4:38:34 PM Updated:9/22/2016 9:18:37 AM
USERNAME and/or PASSWORD RETRIEVAL

ACCOUNT LOGIN 

On RefTown, you will generally have only one login username/password no matter how many organizations you are part of. When you log in, RefTown will automatically identify all accounts you have access to by searching all rosters for the email address associated with your login credentials.  

Logging into RefTown: 

  1. Go to www.reftown.com
  2. In the login box on the right side of the home page, enter your username and password
  3. Click the "Login" Button just below the username and password boxes

You will now be logged into RefTown. Note the red box at the top and near the right that lists your name and the currently active account.

Moving between accounts/associations/sports/schools: 

  1. Click the red box at the top and near the right that lists your name and the currently active account
    • It will open a list of all accounts that are linked to the currently active account
  2. Locate the association/school you want to access
  3. Click anywhere in the row of the desired account to jump to that account.

RefTown will also remember the last selected account and will select that account first upon your next login, usually taking you directly to one of your in-season sports.

If you are affiliated with multiple organizations and do not see all of them in your accounts list, the email addresses on the accounts are not the same. You can "link" them together by updating your email addresses to match (or by having any administrator do so on your behalf).

UPDATING YOUR PROFILE

Changing your Contact Information (address, email address, phone, etc.): 

  1.  Log In.
  2. Locate and click on your name in the menu bar at the top of the page (in a red box).
  3. Click "Edit Profile" (in a red box).
  4.  Click the desired category.
  5. Make any necessary changes and click update.
  6. Select the organizations that your wish to save these changes to...this allows you to make the same change to all of your accounts at one time.
  7. Click "Update This Item"

Note: If you change your email address, it may cause a new username and password to be generated and emailed to you depending on various security criteria. An existing username will remain with the old email address as long as some account still lists that username.

YOUR GAMES

Viewing your games: 

After Logging in, you have a several ways to get to your games. A few of them are:

  1. From the home page, locate your next few games listing in the middle of the page
    • Click "See full schedule" to see all of your future games that are in the system
    • Click "Unaccepted Games" to see any future games that you've not previously confirmed (or that have since been changed)
  2. Click the menu "Schedules" -> "Games" ... this will list all future games that have been entered into the system

You can optionally use the "Search for Games" filter on the games page to refine the listing of games to only show one subset of games (V, JV, etc) at a time.

Confirming your games: 

Once you've reached a listing of your games, you' may need to accept/approve the games/assignments:

  1. Check either "Yes," "No," or "OK" by each game as is appropriate.
    • If "No", enter a reason why.
    • Recommended for Schools/Teams when the organization has the feature enabled: For those that are not OK, enter a "Change Request" to specify what exactly is incorrect.
  2. Once you've responded to all games, click the "Submit Responses" button at the bottom right
    • Note that it is not absolutely necessary that you response to "all" games at the same time. If you choose, you can deal with them in multiple sessions.

After submitting, you'll be taken to a page that will summarize your responses and, depending on the organization's configuration options, an email will be sent to the assignor(s) with the details of the responses.

UPDATING YOUR USERNAME OR PASSWORD 

Changing your Username: 

After logging in:

  1. Click the red box at the top and near the right that lists your name.
  2. Click "Edit Profile"
  3. Click "Change Username"
  4. Enter your preferred username
  5. Click the "Change My Username" button

If the entered username is available, it will be changed immediately; otherwise, you'll be informed that it is not available.

Changing your Password: 

After logging in:

  1. Click the red box at the top and near the right that lists your name and the currently active account
  2. Click "Edit Profile".
  3. Click "Change Password".
  4. Enter your current password.
  5. Enter your preferred password.
  6. Enter your preferred password again.
  7. Click the "Change My Password" button.

OFFICIALS...

Officials will need to update several more pieces of information.

  • There are many more articles in our Knowledge Base that may be helpful to you.

How do I enter information in my availability calendar?
Article ID:53 Posted:4/25/2007 11:34:11 PM Updated:2/16/2016 1:32:29 AM

Availability information is entered through "Schedules" -> "Availability"

You have two ways that availability information can be entered.

  1. By day of the week
  2. By specific dates

If both are entered, the specific date information is used.

You have two levels where you can ether availability information

  1. Specific to one organization only
  2. For all organizations linked to your primary email address (global)

If you only belong to one organization, the global options will not appear.

The system will use the first information it finds by looking at each source in the following order: 

  1. Information for a specific date for the specific organization
  2. Information for a specific date for all organizations (global).
    • This is only available to those that have more than one RefTown account under the same username.
  3. Information for a day of the week for the  specific organization (default).
    • This can be used to establish a standing availability that applies week after week unless more specific information is entered in either of the date specific calendars.

The priority is determined on a date-by-date basis.

If in in doubt about how the multiple calendars work, use the organization specific calendar.

To enter availability information for specific dates  for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit <Your Organization> Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information for specific dates  for all organizations:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit Global Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information by day of the week for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Click the "Edit <Your Organization> Default Availability" button.
  3. Mark yourself as available or not available for entire days or specific times on specific days.
  4. Click "Save Changes"

TIPS ON ENTERING AVAILABILITY INFORMATIONTo block an entire day/date

    • Click "N/A"
  • To make yourself available for the entire day/date
    • Click "Avail" and leave the times blank
  • To allow a limited range of times for the date
    • Click "Avail" enter times in one or both of the "From" and "To" boxes

There are also additional slots for up to 3 time windows of availability. To access the additional slots, click the + button after the last visible time slot. If any of the time windows indicates you are available for a given time, you will be considered available for that time.

Examples:

If You Enter What it means
N/A No assignments for that date
Avail., From 6, To 9 Open for assignments with starting times from 6 to 9
Avail, From 4 (To is blank) Available for assignments that start at or after 4
Avail., To 4 (From is blank) Available for assignments that start at or before 4
Avail. (no times) Available for assignments at any time
Avail., From 9am, To 11am, and From 6pm, To 8pm You will be available for assignments in the morning from 9 to 11 and again for assignments in the evening form 6 to 8. You will not be available in the early morning, the afternoon, or the late evening.
 

If you organization use the driving distance feature, each time slot will have a zip code box that you can use to specify where you will be starting from at that time.If you do not enter a zip code in these boxes, your general early/late zip codes will be used or, if those are not entered, your home zip code will be used.

For example, you could put a zipcode for the east side of your city for a time slot from 3pm to 6pm and then a zip code on the west size of town from 6pm to 9pm to indicate you start in the east side of your town but move to the west side later in the evening. You can have up to 3 different locations each day.


There are a 4 buttons at the top of the calendar that may assist you in filling out your availability. You can use them to make all days/dates as available, not available, or clear all information, or replicate the first 7 days of the month to the rest of the month. Use this if most of your availability is the same and then fill in the boxes that are different.

Each date/date box has a button to delete that box's information....it is a small red X at the top of each date's box on the calendar.

Updates to your availability calendar take effect immediately. However, it is possible that assignments that are made but not yet published might be in conflict with availability data entered after the assignment was initially entered. The assignor also has the option, to override the availability and assign you in conflict with your availability.

It is also possible, in the event of a rescheduled game, for you to be assigned to a game in conflict with your availability. The assignor may, at the time it is rescheduled, choose to leave you on that game or may choose to reassign it to someone else.

When viewing your availability calendar, you can see which source is being used for any specific date in a gray bar at the top of each date.

Section 2.1.1 : Logging In and setting up your account (Category ID: 2)

How do I get a username or a password?
Article ID:1 Posted:4/19/2007 11:34:12 PM Updated:4/16/2013 9:36:37 PM

To get a username and password, your administrator must have entered your account with an email address in the system.
 
To request a username and/or password:
  1. Go to www.reftown.com
  2. In the login box on the right, click Retrieve Username and/or Password.
  3. Enter your email address
  4. Click "Send My Login Info"
The officials roster and schools roster of each association on RefTown will be searched for the entered email address.
  • If a match is found you wil be sent an email with your username and a special link that can be used to get and/or set a new password.
    • This link will only be valid for 48 hours after it is generated
    • This link may be invalidated if you repeat this process...only the last genrated link will be valid
  • If your email address is not found, you may need to submit a registration form (under the "Public" menu or on the main RefTown home page). Once it is submitted, your organization's administrator will be notified and may enable your account. Once your account is enabled, you'll receive your account username by email.
    • If the organization is not configured for online registrations, contact the association through other means (phone, email, etc.) to get your account entered into the system (or to get your email address corrected).
  • NOTE for SCHOOLS (or TEAMS for some organizations):
    • The email address entered in the system for your school may belong to any individual in the sports program—Athletic Director, Coach, Secretary, etc. Please try these other addresses. If none of them match, contact the association's administrator to ensure that your school/team is in the system and that your email address is correct.
To set/reset your password:

  1. In the email that you receive, click the "Create/Reset Password" link.
  2. On the page that opens, you will be given a new password. It will be in a yellow box at the top of the page.
  3. Make note of the password you're provided.
  4. If you wish to choose your own password, you can do so on the same page by following the instructions in the "Choose Your Own Password" box.

IMPORTANT NOTE for Yahoo Users
Article ID:185 Posted:12/7/2010 2:17:41 AM Updated:9/5/2016 9:51:15 PM

If you have a Yahoo email address, you will likely have difficulty in receiving emails from RefTown, particularly your username/password email.

Yahoo, and only Yahoo, actively forces emails from our site into the junk/spam folder. We’ve yet to find a case of a missing username/password email on Yahoo that is not found there.

Here are two different sets of instructions to configure Yahoo to allow our emails through (they both do the same thing, just two different approaches, ):

See the article referenced below on having your username/password sent again if needed.

We apologize for this problem but the emails are making it to Yahoo but not to the inbox. We've appealed to Yahoo on this issue and they refuse to address this problem. Compaints to Yahoo, from you, may help with this issue for future users.

Feel free to contact us if you need assistance.

Moving between linked accounts.
Article ID:136 Posted:5/26/2008 10:47:59 AM Updated:2/15/2016 10:00:51 PM

Accounts are connected through email addresses. You can have access to all of your accounts with a single login (1 username, 1 password). Each username is connected to a single email address and to all accounts that list that address on the roster.

Once you log in, you can switch between all accounts having that email address.

To switch accounts

  1. Click the individualized Accounts Menu (a red box at the top with your name that appears after log in)
  2. Locate the account you want to access
  3. Click "Go" (or simply the line) for that account

Notes:

  • RefTown remembers the last account you accessed and returns you to that one the next time you log in
  • When you switch accounts, all permissions will be configured for the new account. You can change back and forth freely....keeping in mind that, if you've opened multiple browser windows/tabs by Shift-Click or Control-Click, all actions will relate to the most recent account you've selected

RefTown says my account is locked when I try to login.
Article ID:75 Posted:5/8/2007 2:27:02 PM Updated:11/3/2010 12:15:17 AM

This happens when there are too many attempts to log into your account with an incorrect password. When there are more than 5 login attempts in a row with an incorrect password, the account will be locked. When your account is locked, you will not be able to access the account for 30 minutes. You should request that your password be sent to you and try again once you have received your correct password and have waited 30 minutes after your last unsuccessful try.

What can I use for my username and password?
Article ID:71 Posted:5/8/2007 1:45:29 PM Updated:11/3/2010 12:16:12 AM

Your username can be just about anything you like. By default, it is set to your email address, but you can change it. It can include letters, numbers, spaces, and punctuation. The "case" of the letters in your username DOES NOT matter. If your username is or resembles an email address, it must be your own email address.

Your password can also be just about anything you like. By default, it is set to random letters and numbers, but you can change it. It can include letters, numbers, spaces, and punctuation. The "case" of the letters in your password DOES matter. A password must be at least 6 characters.

What roster information can an official or school update themselves?
Article ID:69 Posted:4/27/2007 12:53:25 AM Updated:11/3/2010 12:16:48 AM

·      Officials or schools/teams can update their contact information: mailing address, physical address, phone numbers, email addresses, fax numbers, and pager numbers.

·      A school/team can also enter a website address.

·      Neither officials nor schools are permitted to modify their names—they must contact an administrator to have their name changed.

Does my username have to be my email address?
Article ID:67 Posted:4/27/2007 12:43:58 AM Updated:6/21/2010 11:28:45 PM

No, by default your email address is chosen as your username. However, you can modify your username to be anything you want as long it is not already in use.

Note, however, that your username will be tied directly to one email address and will give you access to any accounts that list that email address.

How do I change my password?
Article ID:5 Posted:4/20/2007 12:19:21 AM Updated:4/24/2017 2:02:49 PM
  1. Log in
  2. Click on your name in the red box on the RefTown menu bar
  3. Click on "Edit Profile"
  4. Click on the link "Change My Password"
  5. Enter the old password
  6. Enter the new password in both new password boxes
  7. Click the "Change My Password" button

How do I change my username?
Article ID:4 Posted:4/20/2007 12:16:10 AM Updated:4/16/2013 9:36:37 PM
  1. Log in
  2. Click on your name in the red box on the RefTown menu bar.
  3. Click on "Edit Profile"
  4. Click “Change Username”
  5. Enter your preferred username
  6. Click the "Change My Username" button

If your selected username is available, it will be changed immediately. If it is not available, you'll be informed that it is already taken.

Note that your username is tied directly to a single email address. Through that username, you'll have access to all accounts that list that email address.

How do I log in?
Article ID:3 Posted:4/20/2007 12:07:32 AM Updated:4/16/2013 9:36:37 PM

There are two ways to log in:

  1. (Recommended) Go to login page first:
    1. Go to www.reftown.com
    2. Enter your username (in the login box on the right site).
    3. Enter your password
    4. Click the Login Button

      This will take you to the organization that you most recently accessed. After loggin in, you can move to other accounts through your personal Account menu.

  2. Select an organization first
    1. Go to www.reftown.com
    2. Click on your organization name
    3. Click Login (In top right corner)
    4. Enter your username
    5. Enter your password
    6. Click the Login Button

This will take you to the selected organization.

Login Options: Remember Me & Keep Me Logged In
Article ID:217 Posted:10/15/2016 11:49:10 PM Updated:1/11/2017 8:45:31 PM

"Keep me Logged In":

When returning to the site after being away, the "Keep me Logged In" feature only provides basic official-level or school/team level access. It does not enable administrative or assignor access or any other elevated permissions level. A user with access to anything more than basic permissions will still be logged in (partially), but only with the same permissions as any other official. The primary reason for that is security.

As a result, the "Keep me Logged In" is more of a benefit for officials than assignors. It can, however, be of some benefits to assignors. You can look up names on the roster and such without full access.

For access to some functions, even basic level users will need to provide their password to proceed. For example, any profile edits will require a password-based login.

"Remember Me":

This will cause your browser to remember your username but not your password. Other features from your browser may remember your password for you.

Section 2.1.2 : Common Problems (Category ID: 15)

How to Enable JavaScript
Article ID:16 Posted:4/24/2007 11:32:32 PM Updated:6/21/2010 10:45:50 PM

To function properly, RefTown functions (particularly menus) require that you enable javascript in your web browser.

Internet Explorer 7.0 & 8.0

  1. Open Internet Explorer
  2. Click Tools, and then click Internet Options
  3. Click the Security tab
  4. Click Internet to choose the Internet zone
  5. Click the Custom Level button
  6. Scroll down to the Scripting section and then, in Active Scripting, click Enable
  7. Click OK to close Security Settings
  8. Click OK to close Internet Options
  9. Refresh your browser

iPhone

  1. Go to the Home screen by pressing the Home button or by unlocking your phone.
  2. Press the settings button
  3. Select Safari from the Settings menu
  4. Turn on JavaScript by touching the JavaScript toggle
  5. Press the Home button to return the the iPhone home screen
  6. Select the Safari icon to return to Safari

Internet Explorer 6.x

  1. Access the Tools menu and select Internet Options
  2. Click the Security tab
  3. In the Security dialog, click on the globe for "Internet" zone
  4. Click on the button labeled "Custom Level"
  5. In the dialog that appears, scroll down to the heading called "Scripting"
  6. Click the "Enable" button under "Active Scripting" to turn JavaScript on

Firefox 2.x & 3.x

  1. Open Firefox.
  2. On the Tools menu, click Options.
  3. Click on the Content icon. (Fig. 1)
  4. Check the box next to Enable JavaScript. (Fig. 1)
  5. Click the Advanced button to open the Advanced JavaScript Options box. (Fig. 2)
  6. Check the boxes under Allow scripts to section that you want to allow.
  7. Click OK.
  8. Click OK.

Safari

  1. Open Safari
  2. On the Safari menu, click on Preferences.
  3. Click the Security icon.
  4. Click on Enable JavaScript next to the Web Content section if it is not checked.
  5. Close the Preferences window.
  6. Close and restart Safari.

How to Enable Cookies
Article ID:17 Posted:4/24/2007 11:33:57 PM Updated:11/30/2016 10:59:30 AM

To function properly, RefTown requires that you enable cookies in your web browser. Enabling cookies allows the website to recognize you as you browse through the site. For most functionality, only "Session" cookies are required. These are automatically deleted every time you close your browser. In some browsers, you can enable only session cookies separately from normal cookies. To have the site remember your username and association, you will need "First-Party" cookies. Reftown never requires cookies called "Third-Party" cookies.

Microsoft Edge

  1. Open Edge
  2. Click the "three dot" menu in the top right
  3. Click "Settings"
  4. Click "View Advanced Settings"
  5. Click the "Cookies" menu
  6. Choose either "Don't block cookies" or "Block only third party cookies"

Microsoft Internet Explorer 7, 8, 9, 10, & 11

  1. Go to your Tools menu and choose Internet Options
  2. Click the Privacy tab
  3. Click the Advanced button
  4. Mark both checkboxes that appear, and make sure that you have chosen Accept from the "First-party Cookies" radio button
  5. Click OK in both dialog boxes

Chrome

  1. Either click the triple-bar/dot icon at the upper right of the browser toolbar and click "settings" or type "chrome://settings/" in your address bar. Mac users: If you don't see the wrench icon, go to the menu bar at the top of your screen and click Chrome.
  2. Click the Show Advanced Settings at the bottom of the page..
  3. Click Content settings in the "Privacy" section.
  4. In the Cookies tab in pane that opens, select "Allow local data to be set (recommended)" or, if you choose to block more aggressively, add an exception for RefTown under "Manage Exceptions..."

(More Chrome Cookie details)

iPhone

  1. Go to the Home screen by pressing the Home button or by unlocking your phone
  2. Select the Settings icon
  3. Select Safari from the Settings menu
  4. Select Accept Cookies from the Safari menu
  5. Select From visited from the Accept Cookies menu
  6. Press the Home button to return to the iPhone home screen
  7. Select the Safari icon to return to Safari
  8. Before the cookie settings change will take effect, you must restart Safari. To restart Safari, press and hold the Home button (for around five seconds) until the iPhone display goes blank and the home screen appears
  9. Select the Safari icon to return to Safari

Firefox

  1. Click on your Tools menu and choose Options
  2. In the dialog box that appears, click the Privacy tab
  3. From here you can either enable cookies for all sites, or just for RefTown
  4. To enable cookies for all sites, mark the checkbox and click OK
  5. If you prefer to enable the cookies only for RefTown, click the Exception button, and on the next box, enter https://www.reftown.com and click Allow

Safari

  1. On the toolbar, click Safari and choose Preferences
  2. On the Preferences menu, choose Security
  3. On the Security menu, you'll see three radio buttons referring to cookies
  4. Choose either to allow all cookies, or to allow cookies for sites you navigate to—either of these will enable cookies for the RefTown site

DELETE ME
Article ID:74 Posted:5/8/2007 2:24:30 PM Updated:6/21/2010 11:33:21 PM

DELETE ME

RefTown says my account is locked when I try to login.
Article ID:75 Posted:5/8/2007 2:27:02 PM Updated:11/3/2010 12:15:17 AM

This happens when there are too many attempts to log into your account with an incorrect password. When there are more than 5 login attempts in a row with an incorrect password, the account will be locked. When your account is locked, you will not be able to access the account for 30 minutes. You should request that your password be sent to you and try again once you have received your correct password and have waited 30 minutes after your last unsuccessful try.

When I click on an email address on RefTown, I get an error message or it opens the wrong program? (Configuring RefTown to use your preferred email program)
Article ID:81 Posted:5/8/2007 3:18:07 PM Updated:11/3/2010 1:16:01 AM

Becasue various email programs are accessed differently, RefTown supports a few methods when clicking on email address links.

If you have never clicked on an email address on RefTown, we will ask you what method you prefer. You have the chose of having RefTown transfer the email address to your system's default email program or to one of several web-based email services: AOL Webmail, GMail, MSN/Hotmail/Windows Live, or Yahoo.

When you click on an email address or email icon on RefTown, it attempts to transfer the email address to the email application as you have selected.

If you receive an error message, it is likely that your computer is not configured correctly to allow you to click on an email address.

To see what this is set to for Internet Explorer:

  1. Click on the “Tools” Menu
  2. Click on “Internet Options”
  3. Click on the tab “Programs”
  4. Set the “E-mail:” box to your desired email program if not already set

 You can change your preferred email application that RefTown will attempt to use by editing your profile's global preferences.

This has usually taken care of any issues related to clicking on email addresses on the website. It may be set to run a program you don’t have or don't use. This is a universal setting that should apply to every website, not just RefTown.

 

If you use a web-based email service, you will need to contact your provider to determine how to configure your browser to use clickable email addresses.

Calendar items do not transfer to Outlook properly.
Article ID:78 Posted:5/8/2007 2:56:00 PM Updated:11/8/2017 7:58:38 PM

There are two file formats in common use for transferring calendar data between various programs. RefTown supports both of the common formats: vCalendar 1.0 and vCalendar 2.0.

You may need to change a setting in RefTown to have it export the correct version.

You can select the other main format under:

  • "Your personal accounts menu (red box at the top with your name)"
  • "Edit Profile"
  • "Calendar Preferences"
  • Check (or uncheck) "Use vCalendar 1.0 Format"

Are the times of your games transferring incorrectly?

RefTown supports the automatic padding of start times with a pregame time and/or a travel time. You change the amount of time used in each case as follows:

  • "Your personal accounts menu (red box at the top with your name)"
  • "Edit Profile"
  • "Calendar Preferences"
  • Enter the number of minutes by which you want to pad the assignment

I'm on AOL and emails sent by RefTown to AOL addresses always generate delivery error messages....why?
Article ID:192 Posted:9/21/2011 8:33:21 AM Updated:9/21/2011 8:34:33 AM

WHAT IS HAPPENING...

RefTown normally sends all emails out in a form that is commonly used by mailing lists. The email headers are set to show the email was sent by reftown.com on behalf of the person who sent it.

From: john.doe@aol.com

Sender: mailer@reftown.com

Repliy-To: john.doe@aol.com

When such an email is also sent to either another aol user or copied to the person who sent it, AOL's email system sees that it is "From" an aol address and "To" an aol address. AOL determines that it must be a bogus email since it knows it didn't come from an AOL system....they ignore the "Sender" designation. As a result, AOL generates a bounce message. In most cases, the original email is actually delievered and the bounce message is just a nussaince.

HOW TO PREVENT IT...

RefTown offers an option to each user to change how emails are sent that they trigger....they may elect to have the emails sent simply "From" mailer@retown.com. The emails are still sent in such a way that replies will be directed to the actual sender but it will not indicated that it is from AOL.

To set this option...

  1. Log in to RefTown
  2. Click on your account menu in the upper right of the menu bar
  3. Click "Edit Profile"
  4. Click "Global Preferences"
  5. Click the checkbox for "Set FROM Address On Emails to Generic RefTown Address"
  6. Click "Update This Item"

All future emails will then be sent with the headers indicating it was sent by RefTown

From: mailer@reftown.com

Sender: mailer@reftown.com

Repliy-To: john.doe@aol.com

EFFECT OF THIS OPTION...

Emails in the recipients inbox will not show as "From" the person who sent it but from "RefTown User (for John Doe)".

Section 2.2 : Roster Functions (Category ID: 30)

How do I transfer an official or school/team to my personal address book?
Article ID:84 Posted:6/5/2007 10:21:28 AM Updated:4/16/2013 9:36:37 PM

RefTown provides users the ability to transfer individual contacts to their personal address books such as Palm, Outlook, etc.

To do so:

  1. By the desired roster entry, click  
    • This will prepare the contact for transfer to your personal contacts list
  2. Click "Open" on the window that opens
  3. Click "Save" or "Save and Close"

What effect do the "Unlisted" options on the registration forms and roster have?
Article ID:85 Posted:6/5/2007 10:25:44 AM Updated:11/3/2010 12:34:06 AM

When a particular piece of contact information is marked as unlisted, it is only accessible to specific individuals in an association: administrators, assignors, and treasurers. In some cases, otherwise unlisted email addresses may be made accessible to other officials who are assigned to the same games.

Bear in mind that if you mark all items as unlisted, your fellow officials will not be able to contact you.

Note: RefTown will never make ANY roster information available to the public. Only logged-in officials have access to roster information.

When does filling out the registration automatically update my account information?
Article ID:86 Posted:6/5/2007 10:28:58 AM Updated:6/21/2010 11:42:27 PM

If an official, school/team, or school/team contact is logged in when filling out the registration form, all contact information will be updated to match what is submitted on the registration form.

Also, if a user is logged in when filling out the registration form, the form will start will all the currently entered roster information—saving a bit of typing and reducing the possibility of errors.

What profile and preference information can a user update?
Article ID:137 Posted:6/19/2008 12:15:24 AM Updated:8/18/2016 12:30:17 AM

Each user can maintain most of that user’s own profile information.

To do so (after login):

  1. Click on the Accounts Menu (the red box with your name in it) located near the right end of the menu bar.
  2. Click "Edit Profile"
  3. From that page, there are 4 basic areas you can edit:
    • My info
      • Name, Address, Phone, Email, etc.
        • An email notice is sent to the official(s) configured to receive roster update notices
      • Roster Photo (if enabled by your organization)
      • Social Security Number and/or TaxID
        • This is an input only field...the number is never shown here.
          • You can enter your SSN/TaxID only. You'll be asked to enter it twice. If both entries match, it will be updated
    • Account Access
      • Calendar subscriptions from external calendar applications
      • Username
      • Password
      • Delete Account
    • Assignment Options
      • Availability (takes you to the normal availability page, if enabled by your organization)
      • Availability Priority (decleares which of your organizations have priority in assigning)
      • Scratches (takes you to the normal scratched schools/teams page, if enabled by your organization)
      • Other Assignment preferences..
    • Website Preferences
      • Games View Preferences
      • Calendaring preferences: pregame and travel times, export format, etc.
      • Email Sending Preferences
      • Other preferences: to disable the fancy text editor if it doesn't work in your browser

How do I print or export an officials or schools roster?
Article ID:56 Posted:4/25/2007 11:52:22 PM Updated:6/21/2010 11:22:29 PM

The printing of rosters from RefTown is done by exporting the data to your own application (e.g. Excel) for formatting as you wish.

To export a roster:

  1. Go to the roster you wish to export (officials, schools/teams, or school/team contacts)
  2. Apply any filters you wish in order to export a partial roster
  3. Click "QuickLinks" then “Export/Download . . .”
  4. Save the file on your computer so that you can edit and/or print it

In order to protect the email addresses of those on the roster from potential junk mail, the exported information will not include email addresses unless you are an administrator.

What does "List Only" do for email addresses?
Article ID:221 Posted:10/16/2016 12:32:17 AM Updated:10/16/2016 12:32:17 AM

If an official or school/team contact indicates that an email address is "List Only", it will appear on the roster but the system will not use that email address when sending notices.

Various Roster Functions
Article ID:223 Posted:10/16/2016 12:51:36 AM Updated:10/16/2016 12:51:36 AM

When looking at a roster of schools/teams, school/team contacts, or officials, you may find numerous symbols.

Those symbols include

  • Map access ?
    • When clicked, this will give you an option of up to 4 map services you can choose from to map the address: Bing, Mapquest, Google, or Yahoo.
    • If it is for your own address, it will also have a link indicating where Reftown thinks your address is (latitude and longitude) for the purposes of distance calculations.
    • For Administrators, it will also include an link that will indicate how far it is from that accounts' address to all locations (for offiicials addresses) or to all officials (for location addresses).
  • Texting Access 
    • When clicked on a mobile device, will take you to the devices default messaging system
    • When click on a desktop device, will take you to a page within Reftown that will allow you to send a text message to that user by way of an email-to-text gateway.
  • Contact Information Download ?
    • Add the user's information to your contact system
Section 2.3 : Game/Match Functions (Category ID: 3)

How can I transfer Games, Meetings, or Events to my personal calendaring program such as Outlook, Google Calendar, Palm Desktop, or other calendaring application?
Article ID:77 Posted:5/8/2007 2:53:06 PM Updated:10/15/2013 9:30:05 AM

Below are the instructions for transferring games, meetings, or events from RefTown to your personal calendaring program. Even though all applications are not mentioned, the steps for at least one of the three below should work for nearly calendar application—only the steps taken within the calendar application should vary.

  Note the following:

  • No canceled or reschedule game will be removed from your calendar by this action.
  • If you import the same game twice, it may appear twice.
  • You must delete canceled games  manually.
  • You can modify your calendar options through your personal accounts menu (red menu with your name):
    • Click your name
    • Click Edit Profile...
    • Select Calendar Preferences to change the calendar version or to change the various time options (length, travel time, etc.)

 

OUTLOOK 2007/2010 (single or multiple games):

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Click Open
  4. Outlook will open to where you can merge the new items into your calendar 

Depending on how Outlook is configured, it may add the games as a 2nd calendar. If you're rather have the items imported to the main calendar, follow the following steps...

  1. Start as above to obtain the files but instead of Clicking "Open", click "Save".
  2. Open Outlook if it is not already open.
  3. In Outlook 2010 Click on the File Tab -> Open -> Import
    In Outlook 2007 Click on the File Menu then click on Import and Export
  4. Highlight “Import an iCalendar (.ics) or vCalendar file (.vcs)” then click Next
  5. Choose the location where the iCalendar (.ics/.vcs) file was saved (from step 1) and Click on Ok.
  6. Once the file is chosen the data will import to Open as New or Import
    • When the Open as New is chosen the file will open as a separate Calendar. Click the Import to actually import the data to your calendar.

SINGLE: Click on the calendar icon to start the transfer. The icon is by the date and time on the schedule

  1. MULTIPLE: Click the multiple calendar icon on the listing of games you want to import to your calendar (located at the top of the date/time column)

OUTLOOK 2003 and earlier (single game)

  1. Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule.
  2. Click Open
  3. Outlook will open where you can merge the new items into your calendar.
  4. Click "Save and Close"

OUTLOOK 2003 and earlier (multiple games)

  1. Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  2. Save file to your computer (Desktop recommended)
  3. Open Outlook
  4. Under the File Menu click Import and Export...
  5. Select Import an iCalendar or vCalendar file (.vcs)
  6. Click Next
  7. Select vCalendar Format under File Type
  8. Locate and Select the file as saved in step 2
  9. Click OK
  10. Delete file saved in step 2

GOOGLE Calendar:  (single or multiple games):

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Save file to your computer (Desktop recommended)
  4. Go to your Google Calendar
  5. Click the Add down-arrow button at the bottom of the calendar list on the left side of the page, and select Import Calendar
  6. Click Browse and choose the file that contains your events, then click Open
  7. Select the Google Calendar where you'd like to import events, then click Import
  8. Delete file saved in step 3

Other Applications:

See their documentation for how to import .ics or .vcs files. It is likely:

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule.
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Save file to your computer (Desktop recommended)
  4. Open your application and find its import function
  5. Delete file saved in step 3

How is driving distance calculated?
Article ID:133 Posted:5/20/2008 9:16:16 AM Updated:6/14/2017 11:12:37 PM

Driving distance is an approximation based on the address or zip code of the game site and the address or zip code of the official. RefTown converts each person/location's address to latitude and longitude if that can be determined and, if not, uses a database of the latitude and longitude of the center of each zip code to calculate approximate driving distance. The calculation assumes a straight route plus an extra 20% to account for the fact that the roads will not actually be a straight line. 

The game site address and zip code is taken directly from the Schools/Teams roster for the site listed as the location of the game. If no address or zip code is entered for the location, the driving distance will be assumed to be 0everyone will be eligible to drive to that location no matter the actual distance.

By default, the official's zip code is taken from the official's roster entry. Optionally, each official can specify two alternative zip codes under their "Account" profile. An official can specify two zip codes and a time if they generally transition between the two. Additionally, an official can specify zip codes on their availability calendar to apply to the day/date and window of time being entered on that calendar. This can be used to influence the assignment of games to be near two different places depending on the time of day and on various days. If no zip code is listed for an official, the driving distance will be assumed to be the official will be considered eligible to drive to any location.

An official can update their effective zip codes by:

  1. Click your "Account" menu in the top right.
  2. Click "Edit Profile"
  3. Click "Assignment Preferences"
  4. Optionally, enter a zip code where you leave from for earlier games.
  5. Enter a time when you leave that zip code
  6. Optionally, enter a zip code where you leave from for later games.
  • In any location where the zip code is left blank, the home location will be used for the relevant date/date/time.

How do I unscubscribe from a RefTown Calendar Feed?
Article ID:202 Posted:12/12/2013 12:39:04 AM Updated:12/12/2013 12:39:04 AM


To unsubscribe from Google Calendar:

  1. When you are in Google Calendar look on the left hand side for “Other Calendars” and from menu (the downward facing arrow) select “Settings”
  2. Find your team’s calendar and on the far right-hand side select Unsubscribe
  3. Select Unsubscribe again at the prompt and the team will be removed


To unsubscribe from Outlook 2010:

Go to the Calendar and find the list of calendars on the left hand side
Right-click on the calendar you want to get rid of and click on Delete Calendar Name (or you can leave the calendar and just uncheck temporarily)

 To unsubscribe from your Mac:

  1. Open up iCal
  2. Click on the Calendar button (top left-hand side of the calendar) to show all your calendars
  3. Right-click on the name of the subscribed calendar and select Delete

To unsubscribe from your iPhone:

  1. Go to the Settings app
  2. Go to Mail, Contacts, Calendars
  3. Go to Subscribed Calendars
  4. Select the team calendar you wish to delete
  5. Select Delete Account
  6. Select Delete again to confirm
Section 2.3.1 : Reading the games page (Category ID: 16)

What do the colors mean on the games page?
Article ID:12 Posted:4/20/2007 12:51:25 AM Updated:6/21/2010 10:37:02 PM

Assignment Change
Unpublished
(visible only to assignors)

These assignments have not been published. Until they are published, the officials will not be able to see the assignment.

Accepted/Unchanged

This game is already accepted or has passed.

Declined

You have declined this game, but it has not yet been reassigned.

New

This game is new to your schedule.

Changed

Something about this game has changed. The column with the changes will be the only one with the yellow background.

Canceled

Either this game has been canceled or you have been removed from the assignment.

Postponed

This game has been postponed—be alert for a reschedule.

Assignor-note

Information only visible to the assignor, administrator, and, optionally, any one in the finances group.

What do the symbols mean on a game listing?
Article ID:13 Posted:4/20/2007 1:00:17 AM Updated:4/16/2013 9:36:37 PM

 

Open your default mail program to email this official

 

Open your default mail program to email the entire crew

 

Transfer this game to an external calendaring program such as Microsoft Outlook, Palm, etc.

Transfer all listed games to an external calendaring program such as Microsoft Outlook, Palm, etc.

 

Show all games at this location and on the same date

 

This assignment is awaiting a response—either as a new game, change, cancellation, or postponement

 

This assignment has been accepted

 

This assignment has been declined

 

This assignment has been invoiced and is current (no changes have been made to the game or assignment since it was invoiced)

 

This assignment has either never been invoiced or and it is not current (changes have been made to the game or assignment since it was invoiced)

This assignment/game is exempt from invoicing

Submit a game report

How do I print my games?
Article ID:57 Posted:4/25/2007 11:55:16 PM Updated:6/21/2010 11:23:17 PM

To print your games in a more printable form:

  1. Go to "Schedules" -> "Games"
  2. Use the "Search for Games" filter or "Quicklinks" to get to the games you wish to print
  3. Click the printer icon at the right end of the menu bar
  4. Either press Ctrl-P or click your browser’s print button on the window that opens

Note: If you're using a recent generation browser, you can even scale the page to fit more on a page by clicking the % at the bottom right.

Can officials see who is assigned to games?
Article ID:22 Posted:4/25/2007 8:54:11 AM Updated:10/16/2016 12:33:33 AM

Yes, depending on the options chosen.

By default, officials can only see who is assigned to games/matches that are on the same date and at the same sight as their own assignments. They can access this information by clicking .

Each organization also has three additional options:

  1. Show All Assignments To All Officials
    • This allows all officials to see all published assignments for any and every game/match.
  2. Show All Assignments To All Officials when searched by date
    • This allows all officials to see all published assignments for any and every game/match but ONLY when searched by a specific date.
  3. Show All Assignments To All Officials when searched within number of days
    • This allows all officials to see published assignments but only for a specified number of days before a game.

Administrators can find these options under Association Configuration -> "Games/Matches" then "Display Options."

Can schools see who is assigned to games?
Article ID:23 Posted:4/25/2007 8:55:30 AM Updated:6/21/2010 10:46:44 PM

Yes, depending on the options chosen.

By default, schools cannot see who is assigned to games/matches.

You have one additional option:

  1. Show All Assignments To All Schools/Teams
    • This allows all schools/teams to see all published assignment for any and every game/match.
  2. Show Assignments To Paying Schools/Teams
    • This allows schools/teams listed as the Payor to see the officials assigned to their games/matches
  3. Show Assigned Officials To Any School/Team on Game
    • This allows any participant in the game to see the officials’ names

Administrators can find these options under Association Configuration, "Games/Matches," then "School Options."

Section 2.3.2 : Finding and viewing games/matches (Category ID: 4)

How do I view my future assignments?
Article ID:7 Posted:4/20/2007 12:29:04 AM Updated:6/21/2010 10:28:03 PM

By default, you can get to your own games/matches by clicking on the "Schedules" menu and then selecting "Games" (All references to "Games" may say "Matches" or "Meets" depending on your sport).

If you have set your default view to show "Today's Games," click on the "Schedules" menu and then select "Games." Once there, you can get to your future games by clicking on "My Future Games" within the QuickLinks menu.

Alternatively, from any game view, open the search form by clicking on "Search for Games," then select "From Today" and clear all other fields or checkboxes, then click "Search."

What games show by default on the games page?
Article ID:94 Posted:6/5/2007 4:58:55 PM Updated:6/21/2010 11:46:15 PM

Normally, your own games from today and forward will show when you first access the games page.

However, under your Account Menu (red box with your name at the top):

  1. Click on Edit Profile
  2. Click on Local Preferences
  3. Choose what game you prefer by default
    • You can set it show "Today's" games regardless of who is assigned to the game. This is primarily useful for assignors 

How do I search for games by game number?
Article ID:91 Posted:6/5/2007 4:15:26 PM Updated:6/21/2010 11:44:56 PM
  1. Go to Games -> Schedules
  2. Click on Game Search
  3. In the game number box, you can enter one of several things:
    1. A specific game number
    2. A mathematical comparison, such as:
      • Greater than a specific game number (.e.g. > 73)
      • Less than a specific game number (e.g. < 1235)
      • Greater than or equal to a specific game number (e.g. >= 3774)
      • Less than or equal to a specific game number (e.g. <= 7377)
  4. Click Search

How do the Previous and Next links work on the games pages?
Article ID:79 Posted:5/8/2007 3:04:26 PM Updated:11/3/2010 12:40:43 AM

There will be "Previous" and "Next" links on each games page in the area that lists the current filter criteria.

The links present themselves when the current view is based on a specific date, location, home team, visiting team, etc. These links will analyze the games data to take you to the next item in the list (by date or alphabetically) that actually has a game.

For example, clicking “next” after searching for games on 12/5/2008 will take you to the next date with games. If there are no games on 12/6/2008, it will move on to the next date that has games.

Note, however, that the previous/next links do not consider other filter criteria. For example, if the next date that has some type of game is tomorrow but none of tomorrows games fit your current search criteria, the next button will still take you to tomorrows games....but will list nothing since there are no games on that date that match the other criteria.

How do I print my games?
Article ID:57 Posted:4/25/2007 11:55:16 PM Updated:6/21/2010 11:23:17 PM

To print your games in a more printable form:

  1. Go to "Schedules" -> "Games"
  2. Use the "Search for Games" filter or "Quicklinks" to get to the games you wish to print
  3. Click the printer icon at the right end of the menu bar
  4. Either press Ctrl-P or click your browser’s print button on the window that opens

Note: If you're using a recent generation browser, you can even scale the page to fit more on a page by clicking the % at the bottom right.

How do I find games that are available for self-assignment (or request) and claim (request) the assignment?
Article ID:33 Posted:4/25/2007 7:19:13 PM Updated:11/3/2010 12:42:26 AM

The two most common ways:

Home Page Link:

From the homepage, there will be a notices box indicating the presence of games that have been posted for self-assignment but have not yet been claimed. You can click on the link on the home page to go directly to the list of available games.

Games Page Search:

Go to the Games page under the Schedules menu and click on "QuickLinks" -> "Open Games."

When you see a game you'd like to take, click the "Claim" link by the position you wish to fill. The system will first verify that you do not already have a game on the same date. While it will NOT prevent you from taking multiple games on a single date, it will caution you about the possibility of conflicting assignments and will ask for confirmation.

When you confirm the claim, your name is put on the game, you are marked as accepting the game, and the game is no longer listed on the open games list as available (if all slots have been claimed).

If you then change your mind about the assignment, you must contact your assignor to have your name removed from the assignment.

Note that some organizations operate this function in "request" mode where you make a request for the assignment but the assignor has final say on who recieves the assignment.

Can I see who is assigned to other games?
Article ID:25 Posted:4/25/2007 9:11:27 AM Updated:11/3/2010 12:43:35 AM

It depends on the settings chosen by your organization.

By default, officials can only see who is working at games at the same location and on the same date as their own assignments. Other games will only show "Assigned" or "Unassigned" in place of the officials’ names. Some organizations even choose to hide from officials the assignment status of games not assigned to the official.

Some associations choose to reveal all assignments to all officials, but some enable the ability to see the assigned officials' names when searching for games by a specific date or within a certain number of days preceding a game.

How do a find specific games?
Article ID:24 Posted:4/25/2007 9:06:41 AM Updated:6/21/2010 10:47:13 PM

There are several ways to locate games/matches.

The primary way to access games is through the Schedules - > Games/Matches page search form ("Search for Games/Matches").

Select the criteria of interest: date(s), schools, levels, leagues, etc. and then click "Search Now."

Make sure to clear any field you do not wish to search on (e.g., your own name is selected by default under the officials field).

Note that once you've searched for a set of criteria, the header of the games page will not only list the criteria searched with, but also will, for most fields, have a "Previous" and "Next" link. You can step a day at a time or a school at a time with these links. 

There are also other ways to locate certain categories of games/matches. Using the QuickLinks at the top of the Games/Matches page, you can access the most commonly used set of searches: today's game, tomorrow's games, etc.

In addition, Assignors and Administrators can access schedules from the rosters. For each school/team on the roster, there may be several links available to take you to games/matches at that location, have that team as the home team, have that team as the away team, or all of the above.

How do I find other games at the same sites as a listed game?
Article ID:10 Posted:4/20/2007 12:35:17 AM Updated:4/16/2013 9:36:37 PM

Adjacent to the date and time for the game of interest, click on the icon with the two black arrows—one pointing right, one pointing left:

An officials assigned to the location and date access will also see the officials assigned to all games at the same site on the same date, regardless of the assignment visibility settings.

How do I see all of my assignments?
Article ID:9 Posted:4/20/2007 12:33:04 AM Updated:10/16/2016 2:27:56 AM

There are a few was...here are two:

  1. Click on the "Schedules" menu and then select "Games"
  2. Click on "Quick Links"
  3. Click on "My Games"
  4. Click on the desired time frame.

Or...

  1. Click on the "Schedules" menu and then select "Games"
  2. Click on "Game Search"
  3. Change the date from "From Today" to "All Dates"
  4. Click Search

How do I find my past assignments?
Article ID:8 Posted:4/20/2007 12:32:17 AM Updated:6/21/2010 10:28:44 PM

There are a few ways—here are two:

  1. Click on the "Schedules" menu and then select "Games"
  2. Click on "QuickLinks"
  3. Click on "My Past Games"

Or...

  1. Click on the "Schedules" menu and then select "Games"
  2. Click on "Game Search"
  3. Change the date from "From Today" to "Between"
  4. Leave the first date blank
  5. Enter today's date for the second date
  6. Click Search

How can I subscribe to a calendar feed (iCal/ics) of my assignments and/or meetings and events?
Article ID:186 Posted:6/29/2011 2:58:34 PM Updated:11/20/2017 2:30:21 PM

To subscribe to a RefTown calendar feed in the iCal/ics format in another application you wil need to obtain a special RefTown address that is unique to you.

There are four ways to get to the addreses for the subscriptions (all take you to the same place)....

  1. Through your Profile
    1. Click on your account menu in the RefTown menubar
    2. Click on "Edit Profile"
    3. Click on "Calendar Feed"
  2. From the Meetings/Events Page
    1. Click on the button labeled "Calendar Feed"
  3. From your individual Game Schedule
    1. Click on the button labeled "Calendar Feed"
  4. Go to  https://www.reftown.com/profile.asp?Focus=ShowPAK

Once there, you will then need to decide if you wish to access a single "global" feed for all organizations on one calendar or a separate single-organization feed...if you only belong to a single organization, the two choices are equivalent.

If you have not previously generated a key, click the "Generate New Key". This will create three options that will grant read-only access to information from your account:  your game schedule, your meeting/event schedule, or a combination of the two.

You can use any of these addresses in other calendar programs to show your schedule without needing to manually import your schedule in those programs. Updates to your schedule will automatically be synchronized (a few times a day in most cases).

You can also share one or more addresses with mentors, spouses, etc. so they can stay up-to-date on your schedule in their own calendar application without requiring you to communicate the details of your schedule to them.

At any time, you can return the subscription page to invalidate and replace the keys you've generated. Doing so will block all further accesses to your schedule that use the old key.

Subscribing to the Calendar

Note: Changes to your RefTown schedule may take up to 24 hours to refresh in some calendar applications...particularly any web-based calendar application where the update rates are controlled by the calendar application provider.

Outlook and iCal and other desktop-based calendar applications can update more frequently as controlled by a combination of desktop application's settings and information from RefTown.

RefTown provides the calendar application suggested update rates that will depend on the contents of your calendar. If your calendar has no future events, RefTown will suggest daily updates. If your calendar has upcoming items, the suggested update rate will be more frequent....every few hours.

iPhone

See http://www.iphonefaq.org/archives/97782 and http://www.iphonefaq.org/archives/97922

Outlook

  1. Click on the webcal link as generated under your RefTown profile.
  2. An Outlook box should appear asking you to "Add this Internet Calendar to Outlook and Subscribe to Updates".
  3. Click Yes, and the Calendar will automatically be added to Outlook.

Google Calendar

  1. Sign into your Google Calendar account through a web browser
  2. On the left side, under "Other Calendars",click  "Add by URL"

  1. Click on "Add by URL."

  1. Copy and paste the calendar feed URL from your RefTown page into the URL field.
  2. Click Add Calendar.

Windows Live

  1. Sign into your Windows Live account
  2. Go to Calendar
  3. Go to Subscribe
  4. Select "Subscribe to a public calendar
  5. On Calendar URL field enter the URL provided from RefTown
  6. On Calendar name field write the name you want your calendar to have
  7. Click to "Subscribe to calendar" and "done"

Mac iCal

  1. Open iCal
  2. Right click under the region titled Subscriptions
  3. Then click Subscribe...
  4. Next, enter the RefTown calendar feed URL into the field titled Calendar URL.
  5. Click subscribe

Android

Android does not directly support calendar subscriptions. Follow the instructions above for Google Calendar.

Then, under your phone's calendar options, select/enable this calendar to be shown.

On the phone, go to

  1. Applications -> Calendar
  2. Menu -> More -> Settings
  3. Calendars
  4. Check the calendars you wish to view

Windows Mobile

Windows Mobile does not directly support calendar subscriptions. Follow the instructions above for Windows Live.

Then, under your phone's calendar options, select/enable this calendar to be shown.....
  1. Go to the phone
  2. Settings/email&accounts/Windows Live
  3. Long tap on Windows Live, till appears "sync"
  4. Press sync

Using the Game Search Form
Article ID:222 Posted:10/16/2016 12:42:20 AM Updated:10/16/2016 12:42:20 AM

On various game-related pages, you will find a fairly powerful search form. You can search/filter the various pages/reports based on nearly all game criteria: Date, Status, ID #, nature of the game, the participants of the game (by name or by categorizations), by administrative ownership, or by the text in the various comment fields.

When execution those searches, it is possible to select multiple items in each drop down list. However, to do so, you must first click the "Multi-Search" button at the top in order to enable that functionality. This is not on by default because it can put a large burden on some user's internet browsers, making the loading of the related pages very slow, even if they were not intending to use the search. If it works well on all of the systems you normally use, you can enabled it permanently under your profile options.

Also, when using the game search, you'll have the option of formatting the output (on some pages) in one of several formats.

Those formats include:

  • Simply Game lists
  • Calendar Grid formats with or without various game details or counts of games in various states. 
  • Grids of either officials, locations, or teams vs. Dates.

In most of the Grid-based formats, you have choose whether to include various game details.

Can on official see assignments before they are published?
Article ID:225 Posted:10/16/2016 2:31:04 AM Updated:10/16/2016 2:31:04 AM

By default, game assignments are not visible in any form until they are published. However, an optional feature can allow officials to see that they have "something" on a given date without any details aside form the date and the general time of day.

To enable this feature...

  1. Go to Admin -> Configuration.
  2. Click on Visibility Options in the Games Section
  3. Check "
  4. Click Update.
Section 2.3.3 : Accepting, Declining, or Approving games and assignments (Category ID: 5)

How do I accept my assignments (officials)?
Article ID:11 Posted:4/20/2007 12:44:00 AM Updated:10/16/2016 12:30:33 AM

Click on "Unaccepted Games" on the home page listing of your upcoming games.

Alternately, you can go to "Schedules" -> "Games." If you're using the default settings, you'll get a list of your own games. If not, click on either Quick Links -> "My Games" -> "Unaccepted" (or Future).

Then do the following:

1.      By any game that says "Accept?," click the "Yes" button to take the assignment or click the "No" button to decline it. If you click "No", a "Reason" box will appear. Some organization will require that you enter something for the reason.

2.      By any game that says "Cancel OK?," click the "OK" button to indicate you are aware that you are no longer assigned to that game or that the game has been canceled.

3.      By any game that says "Postpone OK?," click the "OK" button to indicate that you are aware the game has been postponed and that, until future notice indicating otherwise, you will not be expected to fill the assignment.

4.      In the comments box (if enabled) you may provide comments regarding your responses. Some organization will require a response when an assignment is declined.

5.      Once you have responded to the games, click the "Submit Responses" button at the bottom.

You'll receive an email confirmation of your responses a short time after clicking "Submit". If the feature is enabled, your assignor will receive a copy of the response by email.

How do I approve my school/team schedule?
Article ID:20 Posted:4/24/2007 11:53:54 PM Updated:6/21/2010 10:53:14 PM

Go to "Schedules" -> "Games" then take the following steps:

1.      By any game that says "Approve?," click the "Yes" button to confirm that the entry is correct or click "No" button if it is incorrect.

2.      By any game that says "Cancel OK?," click the "OK" button to indicate you are aware that officials will no longer be sent to that event.

3.      By any game that says "Postpone OK?," click the "OK" button to indicate you agree that the game has been postponed and that, until future notice indicating otherwise, this game will not be scheduled to be played.

4.      In the comments box (if enabled), you may provide comments regarding your responses.

5.      Once you have responded to the games, click the "Submit Responses" button at the bottom.

You'll receive an email confirmation of your responses a short time after clicking “Submit.” If enabled, your assignor will receive a copy of the response by email.

Can an official change their response to an assignment after it is submitted?
Article ID:89 Posted:6/5/2007 4:03:33 PM Updated:6/21/2010 11:36:37 PM

If an official wants to change a response from decline to accept, that official should contact the appropriate assignor. The assignors have the ability to change the response.

If an official wants to change a response from accept to decline, the official will have one of two options, depending on the settings that official’s organization has chosen.

If the organization has enabled the turnback option and the deadline for a turnback has not passed (another option that is usually set to 2 or 3 days before the game), the official should see a "Turnback" link directly under the game number on that official’s schedule.

If no turnback link appears, the feature is not enabled and the official is not permitted to change previous responses through RefTown once they are submitted.

When the turnback feature is either not enabled or the turnback deadline has passed, the official should contact the assignor so the assignor can change the response.

Who receives an email confirmation of accepted/declined assignments?
Article ID:93 Posted:6/5/2007 4:39:18 PM Updated:11/3/2010 12:45:30 AM

When a set of games is assigned, an email confirmation is generated. That email is sent to the following:

  • The official submitting the response
  • Assignors

For the purposes of these responses, the assignors who will receive the email are defined in 3 ways as defined under the association's configuration:

  • A list of any number of people to receive such notices as defined in the association configuration
    • These receive the entire submission any time it is sent
  • To the specific assignor who made the assignment (with assignments filtered by assignor)
    • If there are two (or more) assignors involved, they'll only receive emails about the games/matches they assigned
  • To all assignors of any assignment in the submission
    • All assignors who have an assignment in the submission will receive a full copy of the submission

NOTE: An association can, to reduce unnecessary email, choose to disable emails in two cases:

  1. All assignments are accepted—no declines
  2. There are no comments entered in the comment box

What happens if an assignment remains "unaccepted"?
Article ID:226 Posted:10/16/2016 2:39:35 AM Updated:10/16/2016 2:39:35 AM

If an assignment remains in unaccepted state, normally nothing happens. It is merely a communication indication. It has no effect on any other site function.

The exception to that is the "Assignment Expiration Deadline". If that function is being used by an organization, it is possible that the assignment will be canceled by either the administrator or, if enabled, automatically by the system when the deadline is passed.

A game/assignment in unaccepted state will still be invoiced the same as any other game.

Section 2.3.4 : Availability Calendar and Scratching Schools (Category ID: 18)

How does the availability feature work?
Article ID:51 Posted:4/25/2007 11:11:46 PM Updated:10/29/2013 10:30:02 PM

The availability feature allows officials or administrators to enter information about when an official is available to take an assignment.

  • Times relate to game start times, not end times....Enter times based on when you can or can not START an assignment.
  • The colors on the calendar mean the following:
    • Green indicates available
    • Red indicates not available
    • Yellow indicates partialy available
    • Grey indicates that no data has been entered for that date or weekday.

Availability is determined in the following order:

    1. Information for a specific date for a specific organization
    2. Information for a specific date for all organizations
    3. Information for a specific day of the week  for a specific organization
    4. Organization defaults:
      • Organizations have a choice on what to assume if no availability information is entered for any given day or date
        • By default, the assumption is that every official is available unless otherwise specified
        • A few organizations choose to assume that an official is NOT available unless otherwise specified
        • You can determine which is used by your association by viewing your availability calendar under "Schedules" -> "Availability"

Most organizations also make use of RefTown's cross-organization assignment-to-availability blocking....if you have an assignment for organization A, the site can automatically block you for organization B. Each official can specify a priority order between organizations such that a more preferred organizations will always block less preferred organizations but the less prefereed organization will not block the more preferred organization. The priority preferences can also be configured to allow the first organization to enter and publish an assignment to claim the date. Each official will also have the control over how much information regarding their assignments is shared with other organizations.

The date/time at the bottom of each box is the last time that entry was updated.

How do I enter information in my availability calendar?
Article ID:53 Posted:4/25/2007 11:34:11 PM Updated:2/16/2016 1:32:29 AM

Availability information is entered through "Schedules" -> "Availability"

You have two ways that availability information can be entered.

  1. By day of the week
  2. By specific dates

If both are entered, the specific date information is used.

You have two levels where you can ether availability information

  1. Specific to one organization only
  2. For all organizations linked to your primary email address (global)

If you only belong to one organization, the global options will not appear.

The system will use the first information it finds by looking at each source in the following order: 

  1. Information for a specific date for the specific organization
  2. Information for a specific date for all organizations (global).
    • This is only available to those that have more than one RefTown account under the same username.
  3. Information for a day of the week for the  specific organization (default).
    • This can be used to establish a standing availability that applies week after week unless more specific information is entered in either of the date specific calendars.

The priority is determined on a date-by-date basis.

If in in doubt about how the multiple calendars work, use the organization specific calendar.

To enter availability information for specific dates  for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit <Your Organization> Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information for specific dates  for all organizations:

  1. Click on "Schedules" -> "Availability"
  2. Navigate to the desired month.
  3. Click the "Edit Global Availability" button.
  4. Mark yourself as available or not available for entire dates or specific times on specific dates.
  5. Click "Save Changes"

To enter availability information by day of the week for the current organization:

  1. Click on "Schedules" -> "Availability"
  2. Click the "Edit <Your Organization> Default Availability" button.
  3. Mark yourself as available or not available for entire days or specific times on specific days.
  4. Click "Save Changes"

TIPS ON ENTERING AVAILABILITY INFORMATIONTo block an entire day/date

    • Click "N/A"
  • To make yourself available for the entire day/date
    • Click "Avail" and leave the times blank
  • To allow a limited range of times for the date
    • Click "Avail" enter times in one or both of the "From" and "To" boxes

There are also additional slots for up to 3 time windows of availability. To access the additional slots, click the + button after the last visible time slot. If any of the time windows indicates you are available for a given time, you will be considered available for that time.

Examples:

If You Enter What it means
N/A No assignments for that date
Avail., From 6, To 9 Open for assignments with starting times from 6 to 9
Avail, From 4 (To is blank) Available for assignments that start at or after 4
Avail., To 4 (From is blank) Available for assignments that start at or before 4
Avail. (no times) Available for assignments at any time
Avail., From 9am, To 11am, and From 6pm, To 8pm You will be available for assignments in the morning from 9 to 11 and again for assignments in the evening form 6 to 8. You will not be available in the early morning, the afternoon, or the late evening.
 

If you organization use the driving distance feature, each time slot will have a zip code box that you can use to specify where you will be starting from at that time.If you do not enter a zip code in these boxes, your general early/late zip codes will be used or, if those are not entered, your home zip code will be used.

For example, you could put a zipcode for the east side of your city for a time slot from 3pm to 6pm and then a zip code on the west size of town from 6pm to 9pm to indicate you start in the east side of your town but move to the west side later in the evening. You can have up to 3 different locations each day.


There are a 4 buttons at the top of the calendar that may assist you in filling out your availability. You can use them to make all days/dates as available, not available, or clear all information, or replicate the first 7 days of the month to the rest of the month. Use this if most of your availability is the same and then fill in the boxes that are different.

Each date/date box has a button to delete that box's information....it is a small red X at the top of each date's box on the calendar.

Updates to your availability calendar take effect immediately. However, it is possible that assignments that are made but not yet published might be in conflict with availability data entered after the assignment was initially entered. The assignor also has the option, to override the availability and assign you in conflict with your availability.

It is also possible, in the event of a rescheduled game, for you to be assigned to a game in conflict with your availability. The assignor may, at the time it is rescheduled, choose to leave you on that game or may choose to reassign it to someone else.

When viewing your availability calendar, you can see which source is being used for any specific date in a gray bar at the top of each date.

How do I use the boxes on the availability calendar?
Article ID:54 Posted:4/25/2007 11:34:54 PM Updated:8/24/2016 1:12:12 AM

RefTown availability works solely based on the start time of an assignment.

  • If you can start a game at ANY time on that day of the week,  click "Avail." and leave the times blank
  • If you are NOT available for ANY assignment on that day of the week, click "NA" and leave the times blank
  • If you can start a game anytime after a specific time click "Avail" and add the time in the "From" box
  • If you can start a game anytime before a specific time click "Avail" and add the time in the "To" box
  • If you are available only during a certain time window click "Avail." and enter the earliest time you can start in the "From" box and the latest time you can start an assignment in the "To" box
  • If you are available anytime EXCEPT during a certain time window enter two or more availability windows to represent the times you are available.

Can officals "scratch" certain schools, levels, leagues, etc.?
Article ID:70 Posted:4/27/2007 1:01:03 AM Updated:10/5/2016 12:41:10 PM

Yes. An official can enter a restriction into the system that they should not work for particular school, team, level, league, etc. or any combination of these items. Official can scratch locations or even locations by zipcode.

To do so:

  1. Go to "Schedules" -> "Scratches"
  2. Enter the desired restriction...
    1. Click 
    2. In the window that opens, select the type of game to be scratched.
      • Example: enter XYZ High School and Boys Varsity to exclude yourself from working that level of game at that school.
      • Any of the available fields can be left blank as long as at least one field has a value.

Assignors can also fill out scratches on behalf of officials. Assignors can choose whether or not to allow officials to see those scratches.

Some organizations may not allow officials to manage this data....only permitting assignors to enter scratch data.

Availability - How do I tell the assigner of my work availability?
Article ID:150 Posted:2/27/2009 8:08:06 AM Updated:11/3/2010 1:10:01 AM

To notify the assigner of your availability, go to Schedule->Availability.

There are two levels of identifying availability:

  1. General availability, where you indicate the time you are unavailable Sunday through Saturday
  2. Specific availability by month. Select the month and indicate a specific date you will be available/unavailable.

Specific availability takes priority over General Availability.

Cross-Organization Assignment-Based Availability
Article ID:199 Posted:10/11/2013 1:07:50 AM Updated:11/7/2017 2:53:31 PM

 RefTown has a feature where officials can have the system automatically share basic assignment information between organizations so that they do not need to update each organization's availability calendar each time they get an assignment.

The official (and only the official) can, under their profile settings, define a set of priorities between organizations. Administrators and assignors can not see each officials settings in this area and can not change them.

  • When accounts have equal priority, the first to receive an assignment will block the other equal account(s).
  • Accounts with a higher priority (lowest number) will not be blocked by assignments from lower priority accounts.
  • Accounts with a lower priority (highest number) will be blocked when an assignment is received from a higher priority account.
  • If you have assignments from an higher/equal priority account, you'll be considered unavailable to start another assignment:
    • For 150 minutes (2.5 hours) before the start time of the other assignment
    • For 150 minutes (2.5 hours) after the start time of the other assignment
    • Times are extended by 120 minutes for each game in a multiple-game assignment
  • An account that is isolated will not participate in automatic cross-organization blocking in any way...no information will be shared between the isolated account and other accounts.
    • You will need to manually update the availability calendar for the isolated account.
    • You will need to maintain other organizations availability calendars with respect to assignments from the isolated account.
  • Any automatic blocking will be combined with manually entered availability...
    • If you block a day or part of a day, you'll be blocked for the combination of the manual block and the automatic block.
    • If you manually block an entire day, the system will show you as not available and will not show other assignments.
  • NOTE: A person that is an assignor in both organizations will not be restricted by the isolation or priority settings...they will have full visibility into both organizations.

CONFIGURING YOUR AVAILABILITY PRIORITY

  1. Click on your "Account Menu" (top right with your name)
  2. Click on "Edit Profile"
  3. Click on "Availability Priority"
  4. Set a Priority for each organization and what kind of information to share from that organization 
  5. Click "Save Changes"

NOTES

  • Equal priorities allow the first to assign to block the other.
  • Higher priority organizations are not blocked by lower priorities and do not see any assignment information from them.
  • Lower priority organizations are always blocked by higher priority organizations and can see whatever information you choose to reveal.
  • Organizations marked as "isolated" will not participate in this feature.

Section 2.4 : Voting, Ballots, Quizzes, and Signups (Category ID: 46)

What is the difference between a Ballot and a Signup and an Exam/Quiz?
Article ID:140 Posted:10/14/2008 8:27:34 AM Updated:11/16/2010 12:55:59 AM

They are the same in nearly every way.

The ballot is a "secret" ballot system. No one has access to the details of the ballot submissions. Depending on options selected, administrators of the ballot may be able to see a list of who has submitted a ballot (but, again, not thier choices). The option selected will be shown on the ballot.

The signup is much like the ballot except that the administrators can see the details of the submissions....who selected what.

The quiz/exam allows you toenter a "correct" answer and will generate a % correct score.

 

How do the instant run-off elections work?
Article ID:144 Posted:10/14/2008 9:24:32 AM Updated:6/22/2010 11:53:09 AM

The instant runoff voting tabulates votes based on the principle that any vote cast for a last-place candidate shall be transferred to the next-choice candidate on that ballot until one candidate has a majority of votes. This ballot-count method duplicates what would occur if all voters participated in a graduated series of runoff elections.

Vote counting shall start with a tabulation of first-choice votes. If a candidate receives a majority of the first-choice votes, then that candidate shall be declared elected. If no candidate receives such a majority, then the candidate with the fewest first choices shall be declared defeated. Ballots cast for this defeated candidate shall be transferred at full value to the next-choice candidate marked on each ballot. Last-place candidates are eliminated and their supporters' ballots transferred to next-choice candidates who are still in the race in a similar manner until a candidate receives a majority of votes that have not been exhausted.

If a ballot has no more available choices ranked on it, that ballot shall be declared "exhausted."

If there are two candidates with fewest number of first place votes, the number of second-place votes are included. If that still doesn't break the tie, third-place votes are included, and so on. It's still possible, but highly unlikely, that there will still be a tie.

Example:

4 candidates, 50 voters

A: 22 first-place votes

B: 16 first-place votes

C: 6 first-place votes

D: 6 first-place votes

No candidate has a majority of the first-place votes. This voting method drops the one with the fewest votes. In this case, there are two. Which one to declare defeated? Since they have the same number of first place votes, the second-place votes for those two are considered for the tie-breaker.

C: 10 second-place votes

D: 13 second-place votes

C is eliminated and D remains. The 6 ballots that have C as their first choice are referenced for their second choice (they be come first choice votes now that C is no longer in the race, the 3rd place votes become 2nd, etc.)

Of those six votes, two have A second, and 4 have B second.

That gives the following:

A: 24 first place votes

B: 20 first place votes

D: 6 first place votes

Still no majority.

D is alone in last place, so D is eliminated. The 6 ballots that have D as their first choice are referenced for their second choice. Those votes are added to A and B. One of them will now have a majority or there will be a tie.

If there is still a tie, the one with the greater number of first place votes in the prior round is declared the winner—having more natural first place votes.

How does the ballot/voting/quiz system work?
Article ID:143 Posted:10/14/2008 9:09:19 AM Updated:2/28/2017 11:41:04 PM

The Reftown Ballot/Signup system provides a secure, independent method of collecting votes for various purposes.

The system remembers who has voted and when. It will not permit a revote by the same individual.

The details of a submitted ballot are not available to anyone else in your organization.

  • All that is revealed is the number of votes cast for each question, the number of votes cast for each option, and, in the case of ranked-list ballots, ranking information.

Once votes are cast, removing options is not permitted or supported—that would corrupt the votes already cast.

A voter can confirm that the voter’s own ballot was received by returning to the ballot—the time and date of the submission will be displayed with a notice that the voter can not vote again.

Like game assignments, ballots/signups remain invisible to the members until published.

Ballots/signups open and close automatically based on the dates entered. Once a ballot/signup opens, changes are not permitted.The results are automatically tabulated online and the winners determined. The actual ballots are stored in the database but are not visible.

How do I export or import questions to an exam, ballot, or signup?
Article ID:187 Posted:8/16/2011 2:54:21 PM Updated:8/16/2011 2:55:39 PM

 The import and export functions can be used in a few ways. Most commonly, they can be used to enter multiple questions using Excel rather than through the website. These features can also be used to share entered exams between different organizations....export from one, import to the other.

EXPORT:

  1. Preview or View the desired Exam, Ballot, or SIgnup.
  2. Click the Export Button
  3. Save the file to your computer.

IMPORT:

In order to import questions for an exam, ballot, or signup, you must first configure the basic exam, ballot, or signup.

  1. Preview the desired Exam, Ballot, or SIgnup"
  2. Click the Import Button (only present if the exam, ballot, or signup is unpublished)
  3. Locate the desired file on your computer.
  4. Click "Upload File Now"

CREATING A NEW SPREADSHEET READY FOR IMPORT:

  1. First, create the exam, ballot or signup without any questions using the website
  2. Export the questions....even if there are none.
    • This will provide you with the spreadsheet in the right format.....and the correct columns
  3. Enter the questions as needed
  4. Proceed to Import

You do not need to import everything at once. You can import a few questions at a time. Note, however, that every question in the import will be added regardless of whether it was previously imported or not.

Section 2.5 : General Information and Tips (Category ID: 26)

Are there printable versions of pages?
Article ID:55 Posted:4/25/2007 11:44:59 PM Updated:4/16/2013 9:36:37 PM

For most pages, there will be a printer icon  at the right end of the menu bar. Clicking it will reopen the current page in a new window with several elements removed—such as the menus, headers, etc. Some pages are further customized than others to optimize the page for printing. 

How can I transfer Games, Meetings, or Events to my personal calendaring program such as Outlook, Google Calendar, Palm Desktop, or other calendaring application?
Article ID:77 Posted:5/8/2007 2:53:06 PM Updated:10/15/2013 9:30:05 AM

Below are the instructions for transferring games, meetings, or events from RefTown to your personal calendaring program. Even though all applications are not mentioned, the steps for at least one of the three below should work for nearly calendar application—only the steps taken within the calendar application should vary.

  Note the following:

  • No canceled or reschedule game will be removed from your calendar by this action.
  • If you import the same game twice, it may appear twice.
  • You must delete canceled games  manually.
  • You can modify your calendar options through your personal accounts menu (red menu with your name):
    • Click your name
    • Click Edit Profile...
    • Select Calendar Preferences to change the calendar version or to change the various time options (length, travel time, etc.)

 

OUTLOOK 2007/2010 (single or multiple games):

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Click Open
  4. Outlook will open to where you can merge the new items into your calendar 

Depending on how Outlook is configured, it may add the games as a 2nd calendar. If you're rather have the items imported to the main calendar, follow the following steps...

  1. Start as above to obtain the files but instead of Clicking "Open", click "Save".
  2. Open Outlook if it is not already open.
  3. In Outlook 2010 Click on the File Tab -> Open -> Import
    In Outlook 2007 Click on the File Menu then click on Import and Export
  4. Highlight “Import an iCalendar (.ics) or vCalendar file (.vcs)” then click Next
  5. Choose the location where the iCalendar (.ics/.vcs) file was saved (from step 1) and Click on Ok.
  6. Once the file is chosen the data will import to Open as New or Import
    • When the Open as New is chosen the file will open as a separate Calendar. Click the Import to actually import the data to your calendar.

SINGLE: Click on the calendar icon to start the transfer. The icon is by the date and time on the schedule

  1. MULTIPLE: Click the multiple calendar icon on the listing of games you want to import to your calendar (located at the top of the date/time column)

OUTLOOK 2003 and earlier (single game)

  1. Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule.
  2. Click Open
  3. Outlook will open where you can merge the new items into your calendar.
  4. Click "Save and Close"

OUTLOOK 2003 and earlier (multiple games)

  1. Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  2. Save file to your computer (Desktop recommended)
  3. Open Outlook
  4. Under the File Menu click Import and Export...
  5. Select Import an iCalendar or vCalendar file (.vcs)
  6. Click Next
  7. Select vCalendar Format under File Type
  8. Locate and Select the file as saved in step 2
  9. Click OK
  10. Delete file saved in step 2

GOOGLE Calendar:  (single or multiple games):

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Save file to your computer (Desktop recommended)
  4. Go to your Google Calendar
  5. Click the Add down-arrow button at the bottom of the calendar list on the left side of the page, and select Import Calendar
  6. Click Browse and choose the file that contains your events, then click Open
  7. Select the Google Calendar where you'd like to import events, then click Import
  8. Delete file saved in step 3

Other Applications:

See their documentation for how to import .ics or .vcs files. It is likely:

  1. SINGLE: Click on the calendar icon  to start the transfer. The icon is by the date and time on the schedule.
  2. MULTIPLE: Click the multiple calendar icon  on the listing of games you want to import to your calendar (located at the top of the date/time column)
  3. Save file to your computer (Desktop recommended)
  4. Open your application and find its import function
  5. Delete file saved in step 3

What Browsers are supported?
Article ID:161 Posted:9/17/2009 12:41:50 AM Updated:11/3/2010 1:13:15 AM

Supported Browsers

Browser

Version

Windows

Linux

Mac

 

Internet Explorer

7.0+
(6.0 works but we recommend upgrading to 8.0 or newer)

Yes

-

-

 

FireFox

2.0+

Yes

Yes

Yes

 

Safari

-

Yes

-

Yes

 

Chrome

-

Yes

Yes

Yes

 

iPhone

 

 

 

 

Others

Several others, including mobile browsers, have been reported to work but are not tested

How to configure your computer to use an installed application when you click on an email address or email icon.
Article ID:180 Posted:1/6/2010 11:20:05 PM Updated:11/3/2010 1:14:18 AM

When you click on an email address on RefTown, you should be taken to your personal email program if it is properly configured and email links are supported by your email program.

On Windows XP, Vista, and 7, you can set the default email program in the Internet Options dialog box.

Open Internet Explorer and click the Tools menu, choose Internet Options. Click Programs tab and select your email client from the drop-down list. Once selected, click OK button and close the dialog. If you do not see your email program listed, you may need to contact support for that program for information on how to make it your default email client.

Note that you will require an Administrator-level account to change the default email client as this is a system-wide setting.

For instruction on configuring GMail to be your default client, see http://email.about.com/od/gmailtips/qt/et_default_prog.htm

How can I subscribe to a calendar feed (iCal/ics) of my assignments and/or meetings and events?
Article ID:186 Posted:6/29/2011 2:58:34 PM Updated:11/20/2017 2:30:21 PM

To subscribe to a RefTown calendar feed in the iCal/ics format in another application you wil need to obtain a special RefTown address that is unique to you.

There are four ways to get to the addreses for the subscriptions (all take you to the same place)....

  1. Through your Profile
    1. Click on your account menu in the RefTown menubar
    2. Click on "Edit Profile"
    3. Click on "Calendar Feed"
  2. From the Meetings/Events Page
    1. Click on the button labeled "Calendar Feed"
  3. From your individual Game Schedule
    1. Click on the button labeled "Calendar Feed"
  4. Go to  https://www.reftown.com/profile.asp?Focus=ShowPAK

Once there, you will then need to decide if you wish to access a single "global" feed for all organizations on one calendar or a separate single-organization feed...if you only belong to a single organization, the two choices are equivalent.

If you have not previously generated a key, click the "Generate New Key". This will create three options that will grant read-only access to information from your account:  your game schedule, your meeting/event schedule, or a combination of the two.

You can use any of these addresses in other calendar programs to show your schedule without needing to manually import your schedule in those programs. Updates to your schedule will automatically be synchronized (a few times a day in most cases).

You can also share one or more addresses with mentors, spouses, etc. so they can stay up-to-date on your schedule in their own calendar application without requiring you to communicate the details of your schedule to them.

At any time, you can return the subscription page to invalidate and replace the keys you've generated. Doing so will block all further accesses to your schedule that use the old key.

Subscribing to the Calendar

Note: Changes to your RefTown schedule may take up to 24 hours to refresh in some calendar applications...particularly any web-based calendar application where the update rates are controlled by the calendar application provider.

Outlook and iCal and other desktop-based calendar applications can update more frequently as controlled by a combination of desktop application's settings and information from RefTown.

RefTown provides the calendar application suggested update rates that will depend on the contents of your calendar. If your calendar has no future events, RefTown will suggest daily updates. If your calendar has upcoming items, the suggested update rate will be more frequent....every few hours.

iPhone

See http://www.iphonefaq.org/archives/97782 and http://www.iphonefaq.org/archives/97922

Outlook

  1. Click on the webcal link as generated under your RefTown profile.
  2. An Outlook box should appear asking you to "Add this Internet Calendar to Outlook and Subscribe to Updates".
  3. Click Yes, and the Calendar will automatically be added to Outlook.

Google Calendar

  1. Sign into your Google Calendar account through a web browser
  2. On the left side, under "Other Calendars",click  "Add by URL"

  1. Click on "Add by URL."

  1. Copy and paste the calendar feed URL from your RefTown page into the URL field.
  2. Click Add Calendar.

Windows Live

  1. Sign into your Windows Live account
  2. Go to Calendar
  3. Go to Subscribe
  4. Select "Subscribe to a public calendar
  5. On Calendar URL field enter the URL provided from RefTown
  6. On Calendar name field write the name you want your calendar to have
  7. Click to "Subscribe to calendar" and "done"

Mac iCal

  1. Open iCal
  2. Right click under the region titled Subscriptions
  3. Then click Subscribe...
  4. Next, enter the RefTown calendar feed URL into the field titled Calendar URL.
  5. Click subscribe

Android

Android does not directly support calendar subscriptions. Follow the instructions above for Google Calendar.

Then, under your phone's calendar options, select/enable this calendar to be shown.

On the phone, go to

  1. Applications -> Calendar
  2. Menu -> More -> Settings
  3. Calendars
  4. Check the calendars you wish to view

Windows Mobile

Windows Mobile does not directly support calendar subscriptions. Follow the instructions above for Windows Live.

Then, under your phone's calendar options, select/enable this calendar to be shown.....
  1. Go to the phone
  2. Settings/email&accounts/Windows Live
  3. Long tap on Windows Live, till appears "sync"
  4. Press sync

Section 2.6 : Invoices and Finances (Category ID: 53)

How do I add or remove bank account information for Direct Deposit?
Article ID:191 Posted:9/13/2011 1:55:58 AM Updated:8/18/2016 12:28:40 AM

  1. Log in
  2. Click on your name in the red box on the RefTown menu bar.
  3. Click on "Edit Profile"
  4. Click "Direct Deposit Info"
  5. Click "Add/Edit Account Information"
  6. Enter your account information...personal checking or savings accounts are supported
  7. Read and agree to the terms and conditions.
  8. Submit by clicking "I Agree"

For security, your entered account information is NOT redisplayed to you. You will be asked to enter each number twice in order to ensure it is entered accurately. You entire account number will not even be displayed to your administrators unless the deposit fails....a few digits are shown. These measures are taken to increase the security of this information.
 

Retrieving and Confirming my 1099
Article ID:206 Posted:1/8/2014 10:47:05 PM Updated:1/8/2014 10:47:05 PM

 If your organization has chosen to use RefTowns 1099 services, you should receive an email announcing its availabiity sometime in the month of January.

To retrieve your 1099 from RefTown, follow the following steps:

  1. Go to Pay -> My Invoices and 1099s
  2. in the lower part of the page, click on "View" or "Download" for the appropriate Tax Year
  3. Open the file using your Social Security Number or Tax ID Number as the password
  4. Click the link "Confirm Receipt".
    • The IRS required your organization to use this information to confirm receiopt in order to electronically distribute 1099s.
Section 3 : Administrator's Guide (Category ID: 7)

Configuring Reftown for the TASO Ring + Portal Mileage System
Article ID:214 Posted:10/13/2016 3:30:45 AM Updated:1/11/2017 8:50:33 PM

There are several steps to getting this right, but it is a onetime configuration:

  • Main Finance Enable
    1. Go to Admin -> Configuration -- Finances
    2. Click on Main Enable
    3. Check "Enable Official's Financial Features"
    4. Click Update

  • General Fee Amount Setup
    1. Go to Admin -> Configuration -- Finances
    2. Click on Fee Calculation Options
    3. Check the boxes for the elements that will affect how much is to paid for a game...usually just 2-4 items, perhaps as few as 1 in some cases.
    4. Click Update

  • General Travel Enable
    1. Go to Admin -> Configuration -- Finances
    2. Click on Travel Options
    3. For "Travel Mode" choose "Single-Base" Mileage Table
    4. Click Update

  • General Fee Display...to have the fees shown on the game schedule for each reference
    1. Go to Admin -> Configuration -- Finances
    2. In the Miscellaneous section at the bottom, click on Game Schedule Fee Display
    3. Set the options as follows:
    4. Click Update

  • Specific Mileage Configurations...to tell the system how to calculate mileage
    1. Go to Admin -> Configuration -- Finances
    2. Click on Adjustment & Travel Recipes
    3. Click the https://www.reftown.com/_icons/add.gif button.
    4. Complete this option page as shown in this screenshot
      • the name can be whatever you want it to be.
      • Take note to set the mileage rate mode correctly

  • Per Site Configuration....to tell the system which sites fall within which mileage ranges.
    1. Go to Pay -> Distance Chart
    2. Click the "Edit" button in the top right
    3. Put in each box, the distance to each location
      • Precise distances may be best for long term flexibility should the ranges ever change but you can put any number up to 30 for those within the 30-mile ring, any number above 30 and up to 40 for those in the 40-mile ring, and any number above 40 for those outside the 40-mile ring.
    4. Click Update

  • Game Fees
    1. You can pre-enter you game fees.
      • Go to Pay -> Officials Fees
      • Click the https://www.reftown.com/_icons/add.gif button.
      • Select the all the attributes for type of game you are adding
      • Enter the game fee amount, per person.
      • Select the Mileage Recipe you created above.
        • If this is not selected with the fee, no mileage will be paid relating to that entry.       
      • Click Update
    2. Or, you can review your schedule to view what fees are present or not present. For those indicating "Missing Fee".
  1. Click the https://www.reftown.com/_icons/add.gif on the game with the missing fee.
  2. A small window will open with the game attributes pre-filled.
  3. Add the game fee for that game type.
  4. Select the mileage recipe created above.
  5. Click Update.

Section 3.1 : General Tips and Suggestions (Category ID: 43)

Quick entry of times on RefTown
Article ID:129 Posted:5/1/2008 11:46:34 PM Updated:6/22/2010 11:38:11 AM

Throughout Reftown, you can enter times in several different formats as follows:

The colon is optional

500pm and 5:00pm are the same.

Periods are optional

7:00 PM is the same as 7:00 P.M.

Minutes are optional

1 pm is the same as 1:00 pm

Military time acceptable

1300 is the same as 1:00pm

Assumed AM/PM

(when AM or PM is not specified)

AM is assumed if the time you enter begins with 9: 10: or 11:

PM is assumed for all other times

 

 

 

A few more examples

The following are all interpreted the same:

  • 5:00
  • 500
  • 5
  • 1700
  • 5pm
  • 5 pm
  • 5 p.m.

Popups on RefTown
Article ID:181 Posted:1/6/2010 11:33:56 PM Updated:9/5/2016 9:41:56 PM

Adminstrator functions depend heavily on "pop-ups." It is quite possible that you may have a program installed on your system that blocks annoying pop-ups/ads from many sites. You will either need to disable that program or, more likely, add RefTown to a list of sites allowed to have pop-ups.

For specific instructions to disable, configure or remove some of the most common pop-up blockers and toolbars, select the appropriate section below:

Note: Toolbars may be hidden but still functioning.  To view a hidden toolbar, go to the top of your Internet browser and select View > Toolbars > click to check the desired toolbar. Only the checked toolbars in the list will be visible in your browser. 

Internet Explorer Integrated Pop-Up Blocker

Beginning with Service Pack 2 for Windows XP, pop-up blocking has been integrated into Internet Explorer and is enabled by default. To configure IE's pop-up blocking:

  1. Open Internet Explorer
  2. Click Tools > select Pop-Up Blocker 
  3. To disable pop-up blocking in IE, select "Turn Off Pop-up Blocker"
  4. To allow pop-ups on approved sites, select "Pop-up Blocker Settings"
    Pop-Up Blocker Settings scfeen
    • In "Address of Web Site to allow" box, type reftown.com
    • Click the Add button. The website *.reftown.com should appear under Allowed sites.
    •  Click the Close button.

If pop-up blocking is turned on in Internet Explorer, it will generate an "Information Bar" the first time you go to a website that uses pop-ups or graphical code resembling pop-up code. Click where indicated inside the Information bar and select one of the following:

  1.  "Temporarily Allow Pop-Ups" to view blocked information just during the current session
  2. "Always Allow Pop-ups from this Site" to always see pop-ups at this web site 
  3. "Settings" to allow pop-ups on multiple sites you specify. 

Mozilla Firefox

Firefox blocks pop-ups by default. To configure Firefox's pop-up blocking:

  1. Open Firefox
  2. Select Tools > Options > Content
  3. To disable pop-up blocking, un-check "Block pop-up windows" > click OK.
  4. To allow pop-ups on approved sites, verify that "Block pop-up windows" is checked and click the “Exceptions” button beside it. This opens the Allowed Sites-Pop-ups window
    Firefox Pop-Up Blocker Settings
    • In "Address of Web Site" box type www.reftown.com
    • Click the Allow button. The website www.reftown.com should appear under Site with an "Allow" Status.  
    • Click the Close button.

Google Toolbar

Google Toolbar

To stop the Pop-Up Blocking feature in Google Toolbar, either:

  1. Click on the Pop-Up Blocker icon Google PopUps Blocked icon  in the toolbar to allow pop-ups on this site PopUps Allowed icon, or 
  2. Right-click on the toolbar and un-check Google in the Drop Down menu to temporarily disable blocking pop-ups.

Yahoo Toolbar

Yahoo Toolbar

To disable the Pop-Up Blocking feature in the Yahoo Toolbar:

  1. Click the Down arrow beside the Pop-Up Blocker icon Yahoo Pop-Up Blocker icon 
  2. To disable the blocker, un-check "Enable Pop-Up Blocker" in the Drop Down menu
    MSN Toolbar Menu.
  3. To configure the blocker, check  "Enable Pop-Up Blocker" and select "Always Allow Pop-Ups from..." on the same Drop Down menu
  4. In the Yahoo! Pop-Up Blocker dialog screen, select reftown.com in the "Sources of Recently Blocked Pop-Ups"
  5. Click the Allow button and then the Close button.

In Windows XP or earlier:

  1. Open or Run the uninstall.html file and follow the prompts
  2. In Windows Vista or Windows 7,
  3. Save uninstall.html file
  4. Double-click on the saved file and select the appropriate options
  5. Close all web browser screens to clear the add-on out of memory. If the add-on persists, restart Windows. 
  1.  
  2. Select the "Services Settings" tab
  3. Check the box beside Popup Blocker and click the Settings button
     
  4. Under the General tab select Disable 
  5. Click the Apply button and then the OK button

To configure the Pop-Up Blocking feature in the Crawler Toolbar:

  1. Go to the Crawler Toolbar Settings 
  2. Select the "Services Settings" tab
  3. Check the box beside Popup Blocker and click the Settings button
  4. Select the Advanced tab
  5. Click the Add Website button
  6. Enter www.reftown.com as the "Site host name"
  7. Click the Apply button and then the OK button

To Uninstall the Crawler Toolbar either use Add/Remove Programs in Windows Control Panel, or:

  1. Click on the "Crawler" button, select the "Help" and then the "Uninstall" option
  2. Select the component(s) to remove and click the Uninstall button
  3. Click Yes to close IE windows
  4. Click Yes to reboot windows.

Crawler Toolbar

Like Ask.com/FunWebProducts, the "sponsor supported" Crawler toolbar is included with thousands of FREE downloadable products (such as screensavers, wallpaper, animated cursors, desktop weather or traffic utilities, radio & MP3 players, online games, smileys, eCards and IE skins). 

To disable the Pop-Up Blocking feature in the Crawler Toolbar:

  1. Go to the Crawler Toolbar Settings

 MSN Toolbar

MSN Toolbar image

  1. Click the Down arrow beside the Pop-Up Blocker icon MSN Pop-Ups Blocked icon 
  2. Check "Allow Pop-ups" in the Drop Down menu
    MSN Pop-Up Blocker Menu screen 

AOL Toolbar

Aol Toolbar

To stop the Pop-Up Blocking feature in AOL Toolbar, click on the Pop-Up Blocker in the toolbar AOL Pop-Ups Blockedto toggle it to allow pop-ups AOL Pop-ups Allowed icon.


Ask Toolbar with Popswatter

To disable the PopSwatter popup blocker in the Ask Toolbar:

  1. Display the Ask Toolbar if not visible (at the top of your Internet browser select View > Toolbars > click to check "Ask Toolbar") 
  2. Click the PopSwatter icon (looks like a yellow flyswatter) on the Ask Toolbar
  3. Click Disable PopSwatter.

To configure PopSwatter to allow pop-ups on selected sites such as reftown.com:

  1. Go to the web site (www.reftown.com)
  2. Click the PopSwatter icon on the Ask Toolbar
  3. Click "Change Preferences"
  4. Add the site to the "Safe List" (click "Safe List" tab > Allow Popups for www.reftown.com > click Allow > X to close).

Ask.com, FunWebProducts, MySearch Toolbar/browser add-on

The Ask.com, FunWebProducts, or MySearch toolbar/browser add-ons are embedded in many FREE downloadable products (such as Smiley Central, Cursor Mania, My Mail Signature, My Mail Stamp, and Popular Screensavers). These toolbars may then be activated whenever a new browser window is opened automatically—such as when viewing linked MLS documents, IDX search screens, tutorial movies, or calendars.

To remove the Ask Toolbar from Internet Explorer:

  1. Close all browser screens
  2. Go to the Start menu and click on Control Panel
  3. In the Control Panel, double-click on Add/Remove Programs
  4. Select Ask Toolbar from the Programs list
  5. Click the Change/Remove button to uninstall.

To remove the Ask Toolbar from Firefox:

  1. Click on Tools near the top of your Firefox browser window
  2. Select Extensions or Add-Ons
  3. Select the Ask Toolbar
  4. Click Uninstall to remove (or click Disable to temporarily disable), then click OK.

If you continue to experience problems with the Ask.com, FunWebProducts, or MyWebSearch browser add-on (after completing the above removal steps):

Add RefTown to Your Safe Senders List
Article ID:184 Posted:9/22/2010 12:15:00 AM Updated:9/5/2016 9:50:13 PM

Because all IT departments are different, and spam filters sometimes filter legitimate email, it is highly recommended that you add the RefTown domain to your Safe Senders list in your email client. This will help ensure that our emails will get to you safely.

For Outlook 2000 and Higher
AOL 8.0
AOL WebMail
Hotmail
Yahoo!
Gmail
Earthlink
Outlook Express (6+)
Entourage
MacMail

(Another site that may also be useful for configuring your email settings for RefTown emails: http://safesenderslist.com/)

For Outlook 2000 and Higher

In your email from RefTown,

1. Open the email you received from us.

2. Click on the Actions menu on the top of your email window.
3. Choose Junk Email (see illustration below).
4. Select Add Senders Domain.... to Safe Senders List to add RefTown to your safe sender list.

Or Follow These Steps

1. Open the email.
2. Right-click the sender's email address.
3. Click "add to contacts" in the short-cut menu.
4. Click "save and close."

AOL 8.0

1. Open the email.
2. Click "add address" icon.
3. Verify the sender's contact information.
4. Save it.

AOL WebMail

1. Open the email.
2. Click on the sender's name and email address.
3. Click "add to address book" in the window that appears.
4. Enter any additional information.
5. Click "save."

Hotmail

1. Open the email.
2. Click "save address" in the toolbar.
3. Verify the sender's contact details.
4. Click "ok."

*Users may also white-list a sender's entire domain (everything behind the @ sign) using the "Safe List" feature under Options -> Mail -> Junk E-Mail Protection.

Yahoo!

1. Open the email.
2. Click the "add to address book" to the right, next to sender's name.
3. Verify the sender's contact details.
4. Click "Add to Address Book."

Gmail

1. Open the email.
2. Click "more options" in the email header.
3. Click "add sender to contacts list."

Earthlink

1. Open the email.
2. Click "add to address book" in the email header.
3. Use the "address book editor" to verify the sender's contact details, and click "save."

Outlook Express (6+)

1. Open the email.
2. Left-click the sender icon, or right-click the sender's name.
3. Click "add to contacts."
4. Click "save and close."

Entourage

1. Open the email.
2. Right-click the sender's email address.
3. Select "add to address book" in the short-cut menu.
4. Verify the sender's contact details.
5. Click "save."

MacMail

1. Open the email.
2. Ctr-click the sender's email address and select "open in address book."
3. Verify the sender's contact details.

 

Section 3.2 : Setup and Configuration (Category ID: 39)

SETUP: Overview
Article ID:97 Posted:4/21/2008 6:24:32 PM Updated:6/23/2010 12:58:22 AM

SETUP: Overview

There are several steps you will need to take in order to set up RefTown for your organization. Among them, you will need to set up various options, configure basic data, and input officials, team, and location roster. Below is a good way to approach setting up your data. For most settings, you can return to the configuration page and make changes at any time.

  1. Go to "Admin" -> "Configuration" and step through the following areas:
    1. BASIC INFORMATION
      • General information about your association
      • Logos, etc.
    2. EMAIL NOTICES
      • Notices to be sent to officials, teams, administrators about upcoming games
    3. OFFICIALS ROSTER
      • Options to control how your roster is listed and how your official's registration forms are configured
    4. SCHOOLS, LOCATIONS, PAYORS, and TEAMS
      • Options to control how your roster is displayed
      • Options to define the roles of individuals associated with your schools/teams.
    5. GAMES
      • Options to control the display of games/matches, availability calendar, assignment responses, school game approval, and game parameter
    6. CREWS
      • Define your crewtypes and duties
    7. OFFICIAL'S FINANCES 
      • Define your crewtypes and duties
    8. SCHOOL/TEAM FINANCES 
      • Define your crewtypes and duties

  2. Enter/Import Rosters
    1. Enter/Import Officials
      • Grant extra permissions for anyone who should have them
    2. Enter/Import Schools/Teams/Locations/Payors
    3. Enter/Import School/Team Contacts

While there are several more functions on the site, this concludes the initial setup. You’re now ready to start adding games and making assignments.

Section 3.2.1 : Basic Information (Category ID: 52)

SETUP: Basic Information
Article ID:98 Posted:4/21/2008 6:42:14 PM Updated:2/7/2016 2:50:42 AM

Under Basic Information, you will set up the following:

State

The primary state where your organization is located

  • Allows non-members to use web searches to identify where your organization is located

Do not display association name on pages

Set this option to not list your organization title/name on the top of pages. This is mostly commonly used when a banner image is loaded that includes the name.

Submit RefTown Bill To

Who, in your organization, is responsible for paying for RefTown services

Association Tax ID

A Tax ID # to be displayed on invoices for Schools/Teams

Unlisted

Setting this option will prevent your organization from being listed on the RefTown directory. Non-members can still reach your site, but only if they know the site's direct address.

Direct addresses are of the form https://www.reftown.com/?Assoc=ABOA, where the latter part of the name is the association's account ID.

Enable Multiple Sports

Enable the use of multiple sports—if your organization covers more than one.

This on way that can be used to assign officials to certain types of games or in certain regions.

Event Name

The title of your events (game, match, meet, etc.)

Time Zone

Atlantic, Central, Mountain, Pacific, etc.

Automatically Adjust for Daylight Savings

Disable if your area does not observer Daylight Savings Time

Show Meeting Summary to Public

Allows the public to see the meeting summary on the homepage—off by default

Meta Description

Keywords that can be picked up by various internet search engines—can improve the likelihood of your organization being found in web searches

SETUP: Organization Contacts
Article ID:83 Posted:6/5/2007 10:14:27 AM Updated:4/16/2013 9:36:37 PM

The contacts page provides access to some of your most commonly contacted people. RefTown provides a contact page that is accessible, in part, to the public, and more fully available to schools, teams, and officials.

For each person listed on the contacts page, you can specify a Title (e.g., Commissioner, Webmaster, Recruiter, etc.).

For each of these individuals, you can also specify exactly what pieces of contact information to list on the contact page. You can specify a different set of contact information to be revealed for the public than for officials, schools, and teams. For example, you could reveal only a single email address to the public, while revealing mailing addresses, phone numbers, and all email addresses to logged-in users.

To set up your contacts, go to "Public" -> "Contact," then:

  • To add a contact, click
  • To edit/modify a contact, check the box for the desired contact and click
  • To remove a person from the contacts page (but keep that person on the roster), check the box by the person’s name and click

SETUP: Menu Control
Article ID:183 Posted:6/23/2010 1:05:45 AM Updated:6/23/2010 1:05:45 AM

The items under Menu Control can be used to block access to certain pages if your organization doesn't make use of those pages or you wish to only have those pages available to administrators.

SETUP: Organization Logo/Banner
Article ID:99 Posted:4/21/2008 6:51:24 PM Updated:2/7/2016 2:52:46 AM

Under Association Logo, you can upload your own logo to replace the RefTown logo in the upper left corner of all pages.

Under Association Banner, you can upload an image that will be located across the page just below the title area.

  • Both of these images should be "small" images in jpeg format
  • The maximum recommended size for the logo is 150 pixels wide x 150 pixels tall.
  • The maximum recommended size for the banner is 120 pixels tall—the width is not as important.
  • These images will be loaded on every page. Since they are commonly used, the file size should be less than 25 KB. Since these images are best optimized manually in order to maintain quality while reducing the size, RefTown will not resize the photo and will reject any that are too large. Please use your favorite photo editing software to resize the images appropriately.
Section 3.2.2 : Email Reminder Options (Category ID: 49)

SETUP: Notice Recipients
Article ID:165 Posted:12/7/2009 3:44:00 PM Updated:4/16/2013 9:36:37 PM

Under notice recipients, you define who shall receive basic automatic emails triggered by actions on RefTown.

Below are the available categories and what causes them to be sent:

Type
Topic
Description

Availability Update

Availability Calendars

Generally sent when an official makes an update to the official’s availability calendar.

The sending of this report can be further refined under "Availability Options" to only be sent when comments are entered.

Game Acceptance

Game Responses

Generally sent when an official/school/team responds to a game/assignment.

These reports can be further refined under "Response Options" to not be sent if all games are accepted/approved and there are no comments.

Game Status

Game Management Dashboard for Administrators

Sent, if scheduled, with the nightly reminders.

Roster Update

Roster Changes entered by an official

Sent when officials change their own phone number, email, etc.

Automatic Reminder Reply-To

What person(s) should receive replies to nightly automatic reminders.

 

 To add a person to one of these groups:

  1. Click the Edit Recipients symbol by the notice
  2. Select the official's name that is to receive the notice
  3. Click "Save Changes"

To remove a person from one of these groups:

  1. Click the Edit Recipients symbol by the notice
  2. Click "Remove" by the officials name to be removed
  3. Click "Save Changes"

SETUP: Email Reminders for Officials
Article ID:166 Posted:12/7/2009 9:48:04 PM Updated:6/22/2010 12:25:40 PM

Game reminders can be configured to be sent to official through a flexible set of options. The available options offer the the ability to send a reminder 48 hours before a game, 72 hours before a game, the day of a game, twice a week, weekly—just about any combination you might prefer. Notices are sent at approximately 3 a.m. Pacific.

To set reminders for Officials, select the days of the week that reminders will be sent on.

Under “Include Games Starting on,” enter the number of days from the day of the notice to start including games.

Under “For This Many Days,” enter the number of days of games to include in the notice.

EXAMPLES:

For a 48-hour notice, check all days, and enter 1 for “Include Games Starting on and 1 for “For This Many Days.”

 For a 72-hour notice, check all days, and enter 2 for “Include Games Starting on and 1 for “For This Many Days.”

For a weekly notice starting with games on the day of the notice check, check ONE day, and enter 0 for “Include Games Starting on and 7 for “For This Many Days.”

For a weekly notice starting with games the day after the notice, check ONE day, and enter 1 for “Include Games Starting on and 7 for “For This Many Days.”

To have automatic new game reminder sent on the days checked above, select “New Games.”

SETUP: Email Reminders for Schools/Teams
Article ID:167 Posted:12/7/2009 9:48:48 PM Updated:6/22/2010 12:26:06 PM

Game reminders can be configured to be sent to officials through a flexible set of options. The available options offer the the ability to send a reminder 48 hours before a game, 72 hours before a game, the day of a game, twice a week, weekly—just about any combination you might prefer. Notices are sent at approximately 3 a.m. Pacific.

To set reminders for officials, select the days of the week that reminders will be sent on.

Under “Include Games Starting on,” enter the number of days from the day of the notice to start including games.

Under “For This Many Days,” enter the number of days of games to include in the notice.

By default, schools reminders are sent to the listed Payor of the game. These reminders can also be sent to other parties involved in the game. You can specify that the reminders should also be sent to any or all of the following: Home Team, Visiting Team, or Location.

By default, reminders are only sent to teams that have games as specified above. However, you can cause reminder to be sent to all teams on your roster whether they have games or not by selecting “Copy To All Schools/Teams.” This would also cover the possibility that a team is missing a set of games in a given time. These notices are only sent when there are active games for some team in the specified time frame.

EXAMPLES:

For a 48-hour notice, check all days, and enter 1 for “Include Games Starting on and 1 for “For This Many Days.”

 For a 72-hour notice, check all days, and enter 2 for “Include Games Starting on and 1 for “For This Many Days.”

For a weekly notice starting with games on the day of the notice check, check ONE day, and enter 0 for “Include Games Starting on and 7 for “For This Many Days.”

For a weekly notice starting with games the day after the notice, check ONE day, and enter 1 for “Include Games Starting on and 7 for “For This Many Days.”

To have automatic new game reminder sent on the days checked above, select “New Games.”

SETUP: Admin/Assignor Game Status Reminders
Article ID:168 Posted:12/7/2009 10:02:10 PM Updated:6/22/2010 12:26:30 PM

This set of reminders is for administrators/assignors.

The reminder includes a snapshot of the Game Management summary page.

To enable reminders, select the days of the week that reminders will be sent on.

Under “Include Games Starting on,” enter the number of days from the day of the notice to start including games.

Under “For This Many Days,” enter the number of days of games to include in the notice.

EXAMPLES:

For a 48-hour notice, check all days, and enter 1 for “Include Games Starting on and 1 for “For This Many Days.”

 For a 72-hour notice, check all days, and enter 2 for “Include Games Starting on and 1 for “For This Many Days.”

For a weekly notice starting with games on the day of the notice check, check ONE day, and enter 0 for “Include Games Starting on” and 7 for “For This Many Days.”

For a weekly notice starting with games the day after the notice, check ONE day, and enter 1 for “Include Games Starting on and 7 for “For This Many Days.”

A few of the checks on the Game Management page will be made without regard to date (e.g., checks for unusual dates/times or checks for missing details).

Section 3.2.3 : Officials Roster Options (Category ID: 50)

SETUP: Officials Roster - General Options
Article ID:100 Posted:4/21/2008 7:18:34 PM Updated:9/22/2014 12:12:33 AM

For the officials roster, you have the following options:

Allow Officials to Upload Their Own Roster Photos

Normally, only administrators or other designated people can add or remove photos on the officials roster. With this option checked, officials are permitted to manage their own roster photo.

Allow Officials to Edit Their Own Sports/Area

If your organization has enabled the use of multiple sports or areas/regions, you can set this option to allow each official to modify his or her own sports/areas.

Enable Officials Duty Qualification

Enable a function where, from the officials roster, an assignor/administrator can label officials as eligible only for certain duties within a crew.

Show Inactive Officials in Roster

Show officials marked "inactive" in the roster. By default, they're not listed but are accessible through search the roster search form.

Enable Test Score Field

Enable the test score field—by default it is hidden for those who have no need to view this field.

Hide Member Levels

Member Levels are only Visible to Administrator, Financial, or Assignor groups. This can be used if you want to use member levels to rate officials rather than a general membership type.

Schools Can See Official Roster Info

Allow all school personnel to view the officials roster with all contact information that is not otherwise marked as unlisted.

Custom Roster Fields

There are 20 roster fields provided for custom use—5 checkboxes, 5 date fields, 5 number fields, and 5 general text fields. Each one can be individually enabled by entering a name for the field on the configuration page.

For each field, you can elect to have it visible to the official, editable by the official, visible on the roster (to all officials), and a requirement for assignments.

SETUP: Officials Roster - Official Levels
Article ID:101 Posted:4/21/2008 7:24:58 PM Updated:10/16/2016 12:14:02 AM

This is a list of the various member types your organization uses to classify its members. As part of this list, you can give officials in each category a "Rating." Examples of possible rating levels include Probationary, Regular, Certified, Associate, Registered, etc.

This is a coarse level rating that can be used in making assignmentsif you have the rating feature for assigning enabled.

The order established in this list will be used in any dropdown lists throughout RefTown.

In the case of a multi-sport organization, a different level can be specified for each sport.

To enable this option, go to Admin -> Configuration - Finances. In the officials section, click on "Fee Calculation Options". Check "

Then, to use this feature...

  1. Go do Directories -> Officials
  2. Click on Quick Links -> Edit All Officials -> Sports
  3. Optionally, choose a specific sport to work on.
  4. Choose a level for each sport an official works
  5. Click Update
  6. Repeat for each page of 25 officials. (or click List All between steps 2 and 3 to get them all on one very large page).

SETUP: Officials Roster Privacy Options
Article ID:169 Posted:12/7/2009 10:39:05 PM Updated:6/22/2010 12:26:49 PM

Each element of the officials roster can be configured to one of the following options:

  1. Force Private—that roster element will never be visible to other officials
  2. Allow Individual Choice—each official can choose whether to show or hide each roster element
  3. Disallow Private—that roster element will always be visible to other officials

SETUP: Officials Registration Options
Article ID:170 Posted:12/7/2009 10:40:51 PM Updated:6/23/2010 1:13:06 AM

Under this section, you can enable a few extra fields on the Registration form that are not included by default and can also define which fields are required versus optional.

Optional Fields for Officials Registration Forms 
 
 
 
 
Required Fields for Officials Registration Forms 
 
 
 
 
 
 
 
 
 
 

Section 3.2.4 : School Roster Options (Category ID: 51)

SETUP: Schools, Locations, Payors, and Teams - General Options
Article ID:102 Posted:4/22/2008 12:15:47 AM Updated:6/23/2010 1:14:05 AM

For the schools, locations, payors, and teams roster, there is only one option on RefTown at this time:

Use School League

Turn this on to enable the field that can be used for what is often called Leagues/Conferences/Divisions

Hide School Level Do not display the school/team level on the roster

Include Hidden Schools in Selection Lists

Normally, schools marked as hidden are not included in the selection lists. Setting this option will allow you to hide schools (e.g., out-of-area teams) but still have them available under the various dropdown lists

SETUP: Schools, Location, Payors, and Teams - Leagues & Levels
Article ID:105 Posted:4/22/2008 12:37:39 AM Updated:6/21/2010 11:51:06 PM

School/Team Leagues is a list of the various school/team leagues your organization serves. This is generally used to classify schools/teams into conferences/leagues but not individual teams associated with a school.

  • Examples of possible levels include Pac-10, Metro League, Southwest Conference, etc.—but NOT 5th grade, Freshman, Varsity, etc.

School/Team Levels is a list of the various school/team levels your organization serves. This is generally used to classify schools/teams into very large categories but not conferences/leagues or individual teams associated with a school.

  • Examples of possible levels include Division 1, Division 2, 4A, 3A, Rec League, etc.—but NOT 5th grade, Freshman, Varsity, etc and not Metro League, City League, etc.

You can give each level on each list a "Rating." This rating is a part of the equation you can use to calculate a game rating to use in making assignments—if you have the rating feature for assigning enabled.

The order established in each list will be used in any dropdown lists throughout RefTown.

SETUP: Schools, Location, Payors, and Teams - Gym/Field Details
Article ID:106 Posted:4/22/2008 12:41:10 AM Updated:6/21/2010 11:51:23 PM

This is a list of general supplementary data used to identify the specific location of an event at a larger facility. Use generic terms where possible to maximize reuse.

Examples include: Field 1, Field 2, Back Gym, Main Field, etc.

This is NOT intended to be used as a list of primary locations. The primary locations (with addresses) will be entered under the location/school/team roster.

SETUP: Schools, Location, Payors, and Teams - School/Team Roles
Article ID:103 Posted:4/22/2008 12:30:07 AM Updated:6/23/2010 1:15:33 AM

This is a list of the various member types of individuals associated with schools and teams.

Examples of possible levels include Coach, Athletic Director, Secretary, League AD, etc.

These titles are used to associate the school/team personnel with the schools/teams—a single person can be affiliated with one or more schools/teams and a single school/team can be associated with one or more individuals in various roles.

The order established in this list will be used in any dropdown lists throughout RefTown.

The association between personnel and the schools/teams is done elsewhere...this only configures the types of roles.

SETUP: School Contact Privacy Options
Article ID:171 Posted:12/7/2009 10:45:21 PM Updated:6/22/2010 12:27:27 PM

Each element of the school contact roster can be configured to one of the following options:

  1. Force Private—that roster element will never be visible to officials
  2. Allow Individual Choice—each official can choose whether to show or hide each roster element
  3. Disallow Private—that roster element will always be visible to officials

All elements are always visible to administrators.

SETUP: School Contact Registration Options
Article ID:172 Posted:12/7/2009 10:46:30 PM Updated:6/22/2010 12:27:50 PM

Under this section, you can enable a few extra fields on the Registration form that are not included by default and can also define which fields are required versus optional.

Section 3.2.5 : Game and Assignment Settings (Category ID: 34)

SETUP: Games - Display Options
Article ID:107 Posted:4/22/2008 12:47:11 AM Updated:6/23/2010 1:21:24 AM

General Display Options

Use Count Field

Select to enable a field to specify the number of games represented by each entry. This is most often used for events where the specific number of matches being played/assigned is not known at the time of scheduling but will be updated after the event

Use Reference ID

Select this to enable a field you can use to identify your games by your own numbering/labeling system

Use Payor Field

Select to enable the Game Payor field for games—if not selected, the value for this field is set to the Home team (if specified) or the Location (if home is not specified). This field is used when schools click on Games in the menu. It is not, however, available in the Game Filter unless the user is an assignor, treasurer, or administrator

Use League Field

Enable the use of the League field. This often used to differentiate between men’s leagues, high school leagues, college leagues, etc. This is NOT the same as school/team league, although they can be used in similar ways

Use Type Field

Enable the use of the Type field (often but not necessarily used for gender: boys, girls, men, women, co-ed, etc.)

Number of Extra Visitors

Games normally list 1 visitor....enter a number here to enable additional visitor fields. These are in addition to the default home & visitor fields.

MAXIMUM EXTRA: 4 (for a total of 6 teams)

Any number greater than 4 will be capped at 4.

These extra visitors are not included when analyzing scratched teams or other statistical information

Number of Extra Levels

Games normally list 1 level....enter a number here to enable additional level fields.

MAXIMUM EXTRA: 2 (for a total of 3 levels)

Any number greater than 2 will be capped at 2.

These extra levels are not included when analyzing scratched teams or other statistical information nor are they used in financial calculations.

Assignment Visibility to Officials

Show All Assignments To All Officials

Select to allow all officials to view all assigned officials on all games—but only after assignments are published

Show All Assignments To All Officials when searched by date

Select to allow all officials to view assigned officials when searched by a specific date—but only after assignments are published

Show All Assignments To All Officials when searched within number of days

Enter a number to allow all officials to view assigned officials when a game is within the specified number of days

Allow Finance Group to See Assignor Notes

Allows any official in the finance permissions group to see the "assignor-only" notes on games

Do Not Show Assignment Status To Officials Select this to not permit officials to see whether games (that they are not assigned to) have been assigned or not. Officials will only see that the game exists.
Restrict Officials to Only Their Assignments and Open Assignments Select this option to prevent officials from accessing any information about any game that they are not assigned to.

Show Payor to Officials

Normally, the paying school/team is not shown to officials. Setting this option will list that piece of information on the official's view of the page

Enable No Payroll

Allows you to specify that the selected game shall not be included when creating invoices for either schools/teams or for officials

SETUP: Games - Error Check Options
Article ID:111 Posted:4/22/2008 1:18:13 AM Updated:6/21/2010 11:53:32 PM

Game Conflict Check 

Minimum Spacing, Different Site (minutes)

Enter the number of minutes between game start times where a game is considered to in conflict with another game at a different site

Minimum Spacing, Same Site (minutes)

Enter the number of minutes between game start times where a game is considered to in conflict with another game at the same site

Time of Day Checks 

Early Morning Time Warning

Enter the time before which weekday games are flagged as possibly having an incorrect time entered

Last Night Time Warning

Enter the time after which weekday games are flagged as possibly having an incorrect time entered

Early Morning Time Warning Weekend

Enter the time before which weekend games are flagged as possibly having an incorrect time entered

Last Night Time Warning Weekend (inc. Friday)

Enter the time after which weekend games are flagged as possibly having an incorrect time entered

Date Checks 

Future Days Warning (days)

Enter the number of days before which a game is flagged as possibly having an incorrect date entered

Past Days Warning (days)

Enter the number of days beyond which a game is flagged as possibly having an incorrect date entered

Generic Visitor Team

Specify a generic team you will use to fill in for out-of-area visitors or otherwise unknown teams—entering this team will prevent it from being used in repeat assignment checks

SETUP: Games - Availability Options
Article ID:108 Posted:4/22/2008 12:58:51 AM Updated:11/7/2017 2:52:41 PM

Availability 

Assume official is unavailable unless explicitly specified (default is to assume availability)

Only allow date specific availability and no general (perpetual) availability.

Send availability update notice only if there are comments

Select this to allow officials to add scratches for certain teams, levels, etc.

Suppress Availability Update Emails in the Following Months 

Select to suppress availability update emails in specific off-season months.

This can be useful when you have officials who officiate for multiple organizations on RefTown and make use of RefTown's global availability features.

SETUP: Games - Assignment Options
Article ID:110 Posted:4/22/2008 1:13:05 AM Updated:6/23/2010 1:54:43 AM
Enable Officials Duty Qualification Enables a function to indicate which officials are qualified to fill specific duties on a crew....can be overridden while assigning if needed.
Enable Sport/Area Override Normally, officials registered to work one sport will not work other sports but this function allows an override of an officials sport/area while assigning if needed.
Enable Crew Chief Indication Enable a checkbox on the assignment page to allow the designation of the crew chief without regard to the duties assigned.

Self-Assignment/Assignment Request

Enable Self-Assignment/Assignment Request

Enable self-assignment feature—games selected by assignor are opened for members to claim

Send Email Notice For All Self-Assignments

Select to always send an email notice to all parties when a self-assigned game is taken

Apply Official Ratings To Open Assignments

If ratings are enabled, only allow officials to take open games that they are qualified for

Enable Open Game Request Mode

Rather than allowing an official to actually claim the game under Self-Assignment, only send the request to the assignor by email for the assignor to pick from among those who have requested

Send Email On Open Game Request When a request for an open game is made, send an email noticed to the assignors.

Change Notices 

Send Change Notice (days)

Enter the number of days for which game change notices should be sent. If you enter 1, notices are sent for changes on games occurring today or tomorrow; 2, today, tomorrow or the next day. Entering 0 turns off this feature

Disable Past Game Change Notices

Disables all notices for changes for games that are in the past

Email Crew Changes to Entire Crew

This option will cause an email to be sent to all current members of a crew when assignments are published for a game—whether it is a new assignment or a replacement

Email Crew Changes to School

This option will cause an email to be sent to the payor school/team when assignments are published for a game—whether it is a new assignment or a replacement

Assign Using Ratings 

Use Ratings for Assignments

Enable Ratings system—determines qualification for games. If desired, ratings can be overridden when assigning games

Minimum Official Rating

The amount below the game rating that a single official still remains eligible

Maximum Official Rating

The amount above the game rating that a single official still remains eligible

Average Official Rating Must Exceed Rating

Require that the average rating of all officials be above the game rating—to allow lower rated officials to be assigned but not all on same game (used only for auto-assignment—not yet available)

Calculate Ratings

Enables the calculation of ratings from the various game attributes. Without this option, ratings must be entered for each and every game individually. With this option on, individual games can still be manually rated

Driving Distance 

Maximum Distance for Official to Travel

This is the maximum distance an official will be assigned to travel

Entering a number other than 0 here enables this feature.

An officials’ distance from the game location will be used to determine eligibility for an assignment. Driving distance can be easily overridden when assigning games if desired

SETUP: Games - Response Options
Article ID:109 Posted:4/22/2008 1:05:35 AM Updated:10/16/2016 12:28:03 AM

Official Responses 

Require Official Response on ...

Turn these on or off to control when a previously accepted official must make a new response.

Decline/Turnback Options

Disable Online Decline

 The ability for an official to decline an assignment is disabled—to decline, the official must contact the assignor by phone, email, etc.

Require Comments On Decline

 If the official declines an assignment, this option will require that the official enter comments to be sent to the assignor—not applicable if no recipients are specified to receive a response by email

Mark Unavailable on Decline

If the official declines an assignment and the official's availability shows that official is available, mark the official as unavailable for that day

Turnback Limit

Removes the turnback option this many days before an assignment. If you do not wish to enable turnbacks, put a large number in this box....e.g. 1000.

Set this feature so that an official who declines an assignment does not have to make an acknowledgement when they are removed from that assignment.

Response Deadline Calculation Default 

Enable Response Deadline

Enable this function to track how long an official has to respond to a game assignment

Minimum Days to Accept

Allow an official at least this many days to accept an assignment before considering the offer expired

Maximum Days to Accept

Allow an official no more than this many days to accept an assignment before considering the offer expired

Minimum Days Before Assignment to Accept

Require an official to respond to an assignment at least this many days prior to the game before considering the offer expired

Report Near Deadline Days Enabled a report on the game management page showing any unaccepted assignments nearing the deadline.
When a deadline has passed without an official accepting the assignment, automatically remove that official from the assignment. This is done overnight (early morning around 2 AM Pacific time) on the day after the expiration date.

Send Responses To...  

Note: If neither of these is selected, responses go only to those listed under Always Send Responses to...

Send Response To All Assignors In Submitted Batch

 Send entire response to all assignors with a game in this submission

Send Response Only To Actual Assignor

Send response to actual assignors with only the games they've assigned. If this is not selected, responses go only to those selected as explicit recipients on the notice recipients page

Don't Send For …


 Send Accept/Decline notices only when additional comments are entered

 Disable the general comment box.

SETUP: Games - School Options
Article ID:173 Posted:12/7/2009 10:49:47 PM Updated:6/22/2010 12:28:17 PM

Assignment Visibility to Schools/Teams 

Note: If none of the following options is selected, schools/teams can only see that their games have been assigned or not—without the officials’ names.

Show Assigned Officials To All Schools/Teams

Select to allow all school/teams/payors to view all assigned officials

Show Assigned Officials To Any School/Team on Game

Select to allow all any school on a game (payor, home, visitor, location) to view all assigned officials

Show Assigned Officials To Paying Schools/Teams

Select to allow the school/team listed as a payor (home team if payor field is no enabled) to view assigned officials

Show Official’s SSN to Paying School

This will include an official’s Social Security number on the school's single game view—useful in areas where the schools require the official's SSN in order to pay the officials

Show Official’s Contact Info to Schools

This will reveal the assigned official's contact info to the paying school on the single-game view

School Games Default to Any Game Listing School

Normally, schools will only be shown games where they are the paying school. This option changes the default view for schools to include all games where they are listed on the game in any way

School/Team Responses 

Require School/Team/Payor Response on Change to Notes

Turn this on to require a new school/team/payor approval even if only the game's notes/comments are changed

Require School/Team/Payor Response on Change to Crew Type

Turn this on to require a new school/team/payor approval even if only the game's crew type is changed

School/Team Entry and Approval Options

Enable Schools to Request Online

Allow schools/teams/payors to request new games online—they enter all details and the assignor can approve or decline the request

Enable Schools/Teams/Payors to Approve

Allow school/teams/payors to mark games as acknowledged/approved—much like officials’ accept/decline

SETUP: Games - Other Options
Article ID:112 Posted:4/22/2008 1:19:46 AM Updated:6/21/2010 11:53:53 PM

Typical Duration (minutes)

The number of minutes to use for the game duration when exporting games to Outlook or other calendar software

Enable Multiple Assignor Searches

 Enabled game searches based on the person who added or last changed the game and the person who assigned or added the game to the open list

SETUP: Games - Parameters: Types, Levels, & Leagues
Article ID:115 Posted:4/22/2008 1:24:56 AM Updated:6/21/2010 11:54:14 PM

1.    Sports (if enabled) are a list of the various sports your organization serves.

2.    Leagues are a list of the various game leagues your organization serves. This is generally used to classify games into general categories. Examples of possible levels include High School, College, Rec League, etc.

3.    Types are a list of the various game types your organization serves. This is generally used to classify games into genders. Examples of possible types include G, B, M, W, Co-Ed, etc.

4.    Levels are a list of the various game levels of games your organization serves. This is generally used to classify games into competitive levels. Examples of possible levels include Varsity, JV, U12, U16, 14U, 7th, etc. This is also often used to indicate double headers: "JV+V," "7/8," etc.

As part of each list, you can give each type a "Rating." This rating is a part of the equation used to calculate a game rating to be used in making assignments—if you have the rating feature for assigning enabled.

The order established in each list will be used in any dropdown lists throughout RefTown

These are only a few examples of how these lists can be used. Other options are possible, but the suggested uses work best for most organizations.

The order you choose for these lists will be the order the items appear through out the remainder of the site.

SETUP: Crews - CrewTypes, Duties, and Crew Duties
Article ID:116 Posted:4/22/2008 1:31:04 AM Updated:9/10/2015 8:43:40 PM

The CrewTypes list on RefTown is where you list all the possible crewtypes your organization uses: 1-person, 2-person, 5-person, etc. You can also give your crews names that indicate a style of crew rather than just the number of people involved.

The Duties list is where you list all the possible crew duties utilized in your organization. Due to a current limitation with crew types, it is recommended that you reuse duties as much as is feasible between the different crew types. The limitation arises when you wish to change a crew type after a game has been assigned. You can only change the crewtype if all the assigned positions exist in the desired crewtype.

As part of this list, you can give each crewtype/duty a "Rating." This rating is a part of the equation used to calculate a game rating to be used in making assignments—if you have the rating feature for assigning enabled.

The orders established in these lists will be used in any dropdown lists throughout RefTown

The "Crew Duties" page is where to define the relationship between the "Crew Types" and the "Duties," By each crew, check each duty that is part of that crew.

To add a new crew type:

  1. Go to Admin -> Configuration
  2. Under CREWS, click on CrewTypes.
  3. Click the  and add a title for the new crew type and sort the order as you wish
  4. Go to Admin -> Configuration
  5. Repeat 2 & 3 for CREW, Duties if there will be new duties as part of the new crew type.
  6. Go to Admin -> Configuration
  7. Click on CREW, “Crew Duties”
  8. Click the checkboxes in the new crewtype for the duties that should be part of the new crewtype.

SETUP: Zones
Article ID:218 Posted:10/15/2016 11:56:48 PM Updated:10/15/2016 11:56:48 PM

Reftown's Zone feature allows you to designate locations to be in your own customizable list of "Zones" and to designate officials as eligible to work in any number of those zones. As with all other assignment restrictions, an assignor can override the zone restrictions if desired.

There are 3 parts to setting up the use of zones:

  1. Set up basic zone configuration:
    1. Under Admin -> Configuration, SCHOOLS, Click Enable Location Zones.
    2. Under Admin -> Configuration, SCHOOLS, Click Zones
    3. Add the names of the zones you wish to create.
  2. Designate a zone for each location
    1. Under Directories -> Schools/Teams, click on Quick Links -> Manage Zones
    2. Designate a Zone for each location
  3. Designate one or more zones for each officials
    1. Under Directories -> Officials, click on Quick Links -> Edit All Officials -> Zones
    2. Designate one or more zones for each official

Section 3.2.6 : Finances (Category ID: 37)

SETUP: Finances: Basic Configuration
Article ID:145 Posted:10/15/2008 12:30:16 AM Updated:4/16/2013 9:36:37 PM

SETUP: Finances—Basic Configuration

The configuration for officials and schools finances are completely separate. However, they work the same in nearly every aspect.

Throughout the configuration of the finance options, you can place your cursor over the question mark symbol () by any option for more information about that option.

STEP 1: Enable the desired feature.

  1. Go to the Association Configuration screen
  2. Click on the Main Enable under Officials Finances (or School/Team/Payor Finances).
  3. Click Enable Official's Financial Features or (Enable School/Team' Financial Features) and click Update.

For officials finances, you can also enable the game fees to be listed on the game schedule.

STEP 2: Define how the basic game fees are determined.

In this step, you'll be defining the pieces of information that will be used to differentiate the amount to be paid for each type of game. This may include information about the game itself, the crewtype assigned to the game, the duty of the official assigned to the game, and the participants in the game.  Getting this step correct will, for some organizations, require the most thought. It may require changes in how your enter and define games if there is not enough detail in the game data to determine the amount to be paid. Additionally, all fields you select must actually be entered for every game/school. (NOTE: The invoice creation process verifies that all games include all necessary fields and provides a method to add any missing information.)

  1. Go to the Association Configuration screen
  2. Click Basic Game Fee Calculation Options
  3. Choose the fields used to determine the pay for officials: often, but not limited to, Game Level and School Level and perhaps CrewType.
      • Example: If you chose school level as a factor in determining pay, all schools that participate in games as the home team must have a school level designated
      • Example: If you chose game type as a factor in determining pay, all games must have a game type
  4. Click Update

Note: For schools, you need not normally make the assignments to generate the school invoices. In a few situations, you might be finished at this point.

STEP 3: Define and enable basic fee adjustments

There are two things that are configured in this step. The first setting is to enable a multiplier that can be used for any game entry. This can be used to represent multiple games that are entered as one item—doubleheaders, etc. The effect of the number entered for each game is to multiple the game fees by the multiplier. 

The second option defines whether the game count will affect payroll. If set, it will multiply the fee that is otherwise calculated by the game count.

Also at this point, you will enable and name any adjustments to be applied to your invoices. An adjustment category is enabled merely by giving it a name. Note that it is not necessary for any specific adjustment be applied to all games—the amount of the adjustment is configured separately and can have different values for different kinds of games.

  1. Go to the Association Configuration screen
  2. Click Basic Adjustment Options
  3. Optionally, enabled the game multiplier
  4. Optionally, give one or more adjustments a name
  5. Click Update

STEP 4: Define and enable basic mileage adjustments

In this step, you'll define the basic mileage payment methods. The actual amounts paid can vary based on the criteria defined in step 2 and will be set up later.

  1. Go to the Association Configuration screen
  2. Click Basic Mileage Options
  3. Click Use Mileage
  4. If the amount to be paid to the officials can differ according to their duty, select Enable Different Mileage Per Duty
  5. If you need to ability to customize the amount to be paid per official from one game to the next, select Enable Individualized Mileage Rates
  6. If you want to enter the actual number of miles driver for each official, select Enable Actual Miles Driven Per Official
  7. Click Update

SETUP: Finance: Adjustments and Mileage
Article ID:147 Posted:10/15/2008 1:21:35 AM Updated:8/17/2010 8:31:46 PM

Reftown supports the definition of multiple sets of adjustments and mileage options. You can predefine as many variations as needed—different mileage rates, different methods of calculating mileage, different adjustment amounts, etc. Each adjustment set can be use with one or more items on the fee table. In many cases, only one adjustment set needs to be defined. In a few cases—for example, no mileage, no adjustments—no adjustment set needs to be defined.

  1. Go to the Association Configuration screen
  2. Click on Adjustments & Mileage Recipes
  3. Add a new (or Edit an existing) Adjustment/Mileage Option
    1. Give it a name
    2. Enter an amount for all enabled adjustments (can be zero).
      • Check the percentage box if the number is a percentage, leave it uncheck for a flat rate
      • Enter a "-" if it a deduction
    3. Enter the mileage calculation details
      1. Enter the amount to be paid per mile under Mileage Rate in dollars (e.g. 0.505).
      2. If you need a tiered mileage rate, you can enter a distance above which the rate will change (Secondary Mileage Rate Transition) and what that rate should be (Secondary Mileage Rate).
      3. Check Pay Mileage As Round Trip (Doubles Miles) if mileage is to be paid for the round trip and the miles per school as entered on the school roster are one-way distances.
      4. Establish limits on how much mileage will be paid
        1. If there is a minimum mileage that will be paid, enter it under Minimum Mileage Amount
        2. If there is a maximum mileage that will be paid, enter it under Maximum Mileage Amount
        3. Select when and how the limits are to be applied (Limits can be applied one or more times)
          • Before the game multiplier is applied (it is enabled and if it is applied to mileage in any way)
          • Apply to final mileage calculation
          • Apply limits only if the crew average is outside of the limits
        4. If mileage is only to be paid once when an official works multiple games at a single site on a single date, check Pay Only One Mileage Per Location
        5. If you have enabled duty-specify mileage percentages but wish to ignore them for this recipe, select Pay Full Mileage Rate Per Duty.
      5. If the assignment multipler should be applied to the mileage, check Apply Multiplier to Mileage.

 

Repeat step 3 as many times as needed.

SETUP: Finance: Advanced
Article ID:146 Posted:10/15/2008 12:58:43 AM Updated:6/22/2010 11:54:45 AM

The configuration for officials and schools finances are completely separate. However, they work the same in nearly every aspect.

Safety Overrides

  • Zero Fee
    • By default, the invoice generation process ensures that amounts entered in the game fee table are not zero. To override this check, select Allow Officials/Schools Fees to be Entered as Zero.  When this is checked, you must manually ensure that any game fee entered as zero is what you intend
  • Zero Mileage
    • By default, the invoice generation process ensures that, when mileage is enabled, amounts entered for mileage to locations are not zero. To override this check, select Allow zero mileage on Officials/Schools Invoices.  When this is checked, you must manually ensure that any game fee entered as zero is what you intend
  • Location for team details
    • When details of the participating teams are to be used to calculate the game fee, the invoice generation process normally requires the home team to be entered. To allow the "Location" to be used in absence of a home team, select Allow Location For School/Team Details. The home team will still be used when present.

Other Invoice Options

  • Invoices can be browsed numerically or alphabetically. Select Sort Invoices By Invoice Number to browse invoices in numeric order. This affects invoice summary tables and the next/previous buttons used to move from one invoice to the next.
  • When viewing the School Invoice Master (a view of the official's invoice items organized by school), you can show or hide the "Comments." By default, the comments are included. To not show the comments, select Hide Comments on School Invoice Master.
  • By default, the officials assigned to a game are not show on the invoice. To always show all officials assigned to a game, select Show Crew Names On Invoice.
  • Invoices can be email to the respective parties. By default, the invoice is included in the body of the email. To instead include the invoice as an attachment on the email, select Email Invoice as Attachment.
  • For school/team invoices, you can specify who the school/team should remit their payment to by choosing an official under Remit Payment To.

Quickbooks Options

Reftown supports the exporting of financial information to Quickbooks. In this section, you will define how the data is to be exported.

  1. Select the detail level of the data to be exported under QuickBooks/Excel Export Type. There are six options, ranging from exporting only the net amount to be paid to each official/from each school all the way to exporting all amounts for each and every game, along with all adjustments.
  2. If you want the actual game details (type, level, etc.) to be exported in the comment/memo field for Quickbooks, select Include Game Details
  3. Enter the name of the QuickBooks account to where the RefTown data will be imported.
    • Note that this must be an account of type "Accounts Payable" for officials invoices and "Accounts Receivable" for schools/teams invoices. It will not work with any other account types.
  4. Enter the name of the sub-account/category in which to enter the details of the data imported into QuickBooks.

SETUP: Pay Scale
Article ID:148 Posted:10/21/2008 5:01:05 PM Updated:4/16/2013 9:36:37 PM

Payscales can be set up in two ways: manual and semi-automatic. Both modes require that any needed adjustments and mileage options be previously configured.

1. Manual

This method can be used to add new items to the payscale, but is not nearly as efficient the semi-automatic method

  1. Go to the Association Configuration page
  2. Click View/Edit Game Fees under the appropriate section (Officials or Schools/Teams)
  3. Click the  button
  4. In the window that opens, enter a value for every field
    • Adjustment-Mileage Set may be left blank if you do not need any adjustments or mileage
    • NOTE: For schools, the amount to be entered will be the total base fee for the entire crew
  5. Click Update
  6. Repeat steps 3-5 for each of the needed combinations

2. Semi-Automatic

In this mode, the amounts to be added to the payscale are generated in the process of creating an invoice.

During the invoice generation process, you'll be asked for the amount to be paid and the adjustments to be made for any game type that is not found in the payscale. Amounts entered will be stored for use with any other game of the same type.

When you use this method, you don't have to think of the possible combinations that can occur—the invoice process will detect all actually used combinations.

Configuring Reftown to Use the Paysheet System
Article ID:215 Posted:10/13/2016 3:34:38 AM Updated:10/13/2016 3:35:30 AM

Note that some of these steps may already be done in your setup

  • Main Finance Enable
    1. Go to Admin -> Configuration Finances
    2. Click on Main Enable
    3. Check Enable Official's Financial Features
    4. Click Update

  • Main Paysheet Enable
    1. Go to Admin -> Configuration Finances
    2. Click on Paysheet Mode Options
    3. Check Enable Paysheet Mode
    4. In the Access Options Section, choose who, in addition to administrators, should be able to access the Paysheet on Reftown.
    5. In the Driver Options Section
      • Click Enable Driver Designation to allow drivers to be specified
      • Choose who should be allowed to designate drivers
      • Choose the maximum number of drivers that can be selected
    6. In the Officials Contact Display Options
      • Choose whether the payor will have access to the officials address, phone, and email contact information.
    7. In the SSN/TIN Display Options
      • Choose whether the payor will have access to the officials SSNs
      • Choose whether they will get the last 4 digits only (or the full number)
      • Choose whether to allow a payor to view an officials w9.
        • This is function is not yet available but you can select this option for when it is made available in the near future.
    8. Click Update
Section 3.2.7 : Interactive Forms (Category ID: 36)

SETUP: Interactive Forms
Article ID:124 Posted:4/22/2008 9:42:57 PM Updated:4/25/2017 8:10:57 PM

Types of Interactive Forms

RefTown supports several types of interactive forms:

  • Registration
  • Game Reports
  • Evaluation/Observation
  • Ejection/Incident Reports
  • plus a couple more miscellaneous forms

All form submissions are, by default, archived on RefTown. If desired, the archiving of the submissions can be disabled for each form if there is at least one designated email recipient.

Registration forms

  • There are 3 types of registration forms:
    • for officials
    • for schools/teams
    • for school/team personnel.
  • Preformatted
  • Supports the collection of some supplemental information, but only needs to be given a title to be enabled

Game Reports

  • Game reports are tied to specific games—game data is automatically included with the form
  • Game reports can be filled out by members of the crew or by designated evaluators/assignors/administrators 
  • The links for the game reports normally only appear on the game schedule after the game has taken place. There is an option to make the forms available prior to the game.

Evaluation/Observation Forms

  • There are 3 types of evaluation forms
    • by any other official
    • by assigned observers
    • by coaches/schools

Ejection Forms, Sportsmanship Form, & Payroll Error Form

  • Like the other forms, if you do not see a form you like, let us know.

NOTE: The email addresses for the recipients of forms are drawn from the current roster at the time of a form submission. There is never a need to change the form configuration unless you want a different person to receive the form.

Previewing Available Forms

We have a number of forms already created and available for your use. You can browse these forms to see if one meets your needs or comes close to what you need.

  1. Go to Other Info -> Interactive Forms
  2. At the bottom, select a form number under "Preview available forms"
  3. Step backwards/forwards throughout the available forms

If you see one you like, note its number to use in setting up your form. If you can't find one that fits your needs, let us know and we can make a new one. Let us know which one of the available forms is similar to what you need if there is such a form

Enabling an Interactive Form

  • Set up the basic form options
    1. Go to Other Info -> Interactive Forms
    2. Click the  symbol
    3. Pick a form category
    4. Pick a form number
      • not required for registration forms—they have the basic contact info as part of the form by default, but additional questions can be included by selecting a form number
    5. Give your form a title
    6. Choose who will be allowed to submit the form
    7. If it is a game report, open the game report section for more options.
    8. Optionally, enter a description/instructions that will appear at the top of the form
    9. Select who will have access to the form
    10. Select whether the subject officials (for game reports or evaluation forms) will receive a copy of the submission
    11. Optionally disable the archiving of the submitted forms (email delivery only if archive is disabled)
    12. Click Update
  • Additional Game Report Options:
    1. Some forms automatically expand to create the same question regarding each member of the crew. Select "Loop Through All Officials" to enable that feature. You can also have the expansion skip the person submitting the form if they are in the crew.
    2. You can select the target group of officials if the form has a dropdown list of officials to be selected from.
    3. Select who gets a copy of the form and how the copy is sent.
    4. You can make the form required by the crew chief and/or the entire crew. This will place a reminder on the home screen for an official who is missing a report.
    5. You can optionally show the official's gender, age, and state ID on the form.

  • Select who, if any, will receive an email copy of the submitted form
    1. Go to Other Info -> Interactive Forms
    2. Select the desired form's checkbox
    3. Click the  symbol
    4. Select the desired recipients (no limit on how many are selected)
    5. Click "Save Changes"
Section 3.3 : Association Maintenance (Category ID: 8)

About archives, Creating Archives, Accessing Archived Information, and Deleting Archives
Article ID:162 Posted:10/13/2009 7:00:31 PM Updated:10/16/2016 2:14:55 AM

Archives contain a frozen snapshot of an organization's data allowing a user to view the organization's information as if it were the date the archive was made.

To access a previously created archive:

  1. Go to "Other..." -> "Site Archives"
  2. Click the "View" button for the archive you wish to access.
    • The archives are identified by when they were created.

 When you are in the "archive" mode, a few things happen:

  • A yellow bar indicating the archive you are accessing will appear across the top of the page.
  • Changes are not saved any changes you make will be ignored
  • No emails will be sent from the system
  • You will retain all permission as you had in the live system whether you had those permissions at the time the archive was made or not.

To exit archive mode and return to viewing your current data:

  1. Click "Back to live" in the title area of the page

OR

  1. Go to "Other Info" -> "Archives"
  2. Click "Return to live database"

To create an archive of your current data (administrators only):

  1. Go to "Other Info" -> "Archives"
  2. Click the symbol....and the archive is done.

To add a custom name to an existing archive (administrators only):

  1. Go to "Other Info" -> "Archives"
  2. Click the symbol.
  3. Enter a name (or change/delete an existing name).
  4. Click Update

To delete a previously created archive (administrators only):

  1. Go to "Other Info" -> "Archives"
  2. Click the symbol by the archive you want to delete

IMPORTANT NOTES REGARDING ARCHIVING

If you use RefTown's invoicing features AND plan to use RefTown's 1099 services, you must ensure that your settings of what should and should not be included in the 1099 amounts are correct prior to creating the archive.

How does the RefTown registration process work?
Article ID:176 Posted:12/28/2009 1:14:06 PM Updated:6/22/2010 12:30:05 PM

 The RefTown registration function can be utilized to both register new members to your organization as well as to manage your returning members.

For registrations submitted by someone who is not logged in, the form will be placed into a pending status where an administrator can either reject or approve the registration. When approving the registration, there are two options:

  1. Move the registration  to the roster as a new entry
  2. Update an existing roster entry for an existing officials, school, or school/team contact

If the form is submitted by someone who is already logged in, it will update that person’s roster entry with the information as entered on the registration form and will mark that person’s status as “registered.”

In the off-season, you can clear the "registration" status of your current officials. It does nothing except for clearing that status bit. You can then request that each person log into their account and fill out the registration form—in order to determine who is returning and who is not.

There is an option on the email page to address the email to only those who have not registered—allowing you to communicate with just those who have not yet registered for the new season.

Using the Meeting/Event Calendar
Article ID:178 Posted:1/6/2010 10:04:37 PM Updated:4/16/2013 9:36:37 PM

The meeting event calendar can be used to post organization meetings, training, and various events other than games. Information about the item can include date, time, location, and general details.

By default, the meeting/event list will show only recent and future items. All items can also be access through a "Show All Dates" that will appear at the top of the listing.

Attendance can also be recorded with each meeting/event. The following symbols are used for attendance:

 - No data has been entered for this meeting

 - Data entered for this meeting but you were not recorded as present

- Data entered for this meeting and you were recorded as present

The next 3 events on the calendar will also be listed on the site homepage.

To add a new meeting/event, click the  symbol and enter the desired info then click "Update."

To edit an existing meeting/event, click the checkbox for the desire item, then click the   symbol and changed the desired info then click "Update."

To delete an existing meeting/event, click the checkbox for the desire item, then click the   symbol.

To edit the attendance for an event, you have three options:

  1. Online Update:
    1. Click the checkbox for the desired event
    2. Click the  symbol
      • (instead of 1 and 2, you can also click the number that appears in the "Total Attending" column, which is only visible to administrators or those with permissions to edit the meeting calendar)
    3. Check the officials who attended
    4. Click Update
  2. One meeting export/import:
    1. Click the checkbox for the desired event
    2. Click the symbol
    3. Save the spreadsheet
    4. Modify the info by placing a 1 in the box for the attending officials
    5. Save the changes
    6. Click the Import symbol
    7. Select the file
    8. Click Import Now
  1. All meeting export/import:
    1. Click QuickLinks -> Export Attendance (all events)
    2. Save the spreadsheet
    3. Modify the info by placing a 1 in the box for the attending officials for the various events
    4. Save the changes
    5. Click QuickLinks -> Import Attendance
    6. Select the file
    7. Click Import Now
Section 3.3.1 : Officials (Category ID: 10)

Add officials to the database
Article ID:125 Posted:4/22/2008 10:30:25 PM Updated:4/16/2013 9:36:37 PM

There are two ways to add officials to your RefTown database:

  1. Direct entry on the website
  2. Import from an external source

For large numbers of officials, the import method can be the most efficient.

To add an official directly on the website, one at a time:

  1. Go to "Directories" -> "Officials"
  2. Click 
  3. A form will open for you to fill out (if it does not open, check your popup blocker)
  4. Enter the official's data
  5. Click "Update This Item" to submit/save the data
    1. Forms can also be submitted by pressing "Enter" when in simple text entry fields

To add multiple officials by importing from an .xls file

  1. Go to "Directories" -> "Officials"
  2. Click "Quick Links"
  3. Click "Import to Directory" (direct link: Import Officials to Roster)
  4. Follow the instructions that appear on the page

How does an administator edit an official's information?
Article ID:34 Posted:4/25/2007 7:29:17 PM Updated:4/16/2013 9:36:37 PM

To edit one or more official(s):

  1. Go to the officials roster (Directories -> Officials)
  2. Click the selection box in the rightmost column for the desired official(s)
  3. Click the "Edit Official" button
  4. Make the desired changes
  5. Either click "Update this Item" or (from some types of fields) press "Enter"
  6. The page will reload with the next selected official, or, if it is the last selected official, will disappear and return you to the roster

Selecting more than one official in step 2 is the most efficient way to edit multiple officials.

How do I add photos to the officials roster?
Article ID:18 Posted:4/24/2007 11:39:40 PM Updated:6/21/2010 10:31:29 PM

Organizations have the option to enable officials to upload their own photos or to have administrators upload the photos.

To upload photos:

  1. Go to the officials roster
  2. Click on the placeholder or existing picture of the desired individual
  3. On the upload page that opens, click "Browse" and select the picture file for that individual
    •  This will not appear if you do not have permissions to add photos
  4. Click submit
  • Recommended size: between 320x240 and 800x600 pixels. Uploading high-resolution photos will work but the process will be much slower

Can more than one account share the same email address?
Article ID:48 Posted:4/25/2007 10:46:08 PM Updated:6/21/2010 11:10:03 PM

Yes. Multiple accounts (Officials, School/Teams/Locations/Payors, or School/Team Contacts) can share the same email address.

If the same address is used multiple times, each person will have access to the others’ information and will also have the same username and password.

How do I enable my association for online registration?
Article ID:88 Posted:6/5/2007 10:38:57 AM Updated:4/16/2013 9:36:37 PM

To enable online registration for your organization: 

  1. Go to "Other Info" -> "Interactive Forms"
  2. Click the  symbol.
  3. For Category, select either "Registration for Officials," "Registration for Schools/Teams," or "Registration for School/Team Personnel"
  4. Optionally, select a Form #. The registration form, by default, includes all the basic contact info. The extra forms extend the form to include other topics
  5. Enter a "Title"
  6. You do not need to select who will have access to this form—since it is a registration form, it will be accessible to the public
  7. Click "Update this Item"
  8. Next, select the newly entered form from the of available forms
  9. Click the  symbol
  10. Select those who should receive an email copy of the submitted forms

How do I manage officials registration forms?
Article ID:87 Posted:6/5/2007 10:34:36 AM Updated:4/16/2013 9:36:37 PM

Registration forms filled out by logged-in officials automatically update their roster entries.

For users who are not logged in at the time of filling out the registration form, the information is stored in a "Potential Members" list. There are two ways to get to pending registrations:

  1. From the home page, click on the number by the "Pending Registrations" notice
  2. Go to the officials roster and click on Manage Registrations in the "QuickLinks" menu

 On that page, you can

  • Move a person to the roster as a new official (not already on the roster). To do that:
    1. Click the checkbox by one or more of the registrations you want to approve
    2. Click "Move to Roster as New Official"
  • Match a submission with an existing official—transferring all registration information to the roster as if they were logged in when filling it out
    1. Click the checkbox on the registration form for an existing official.
    2. Select that official's name on the dropdown box of existing officials
    3. Click the "Move to Roster As" button, found just above the name selection
  • Delete the registration

How can I keep track of who has registered for the current season?
Article ID:68 Posted:4/27/2007 12:49:20 AM Updated:6/21/2010 11:29:02 PM

After clearing your previous season's registration status through the association configuration page, you can have your officials fill out the online registration form (if enabled). This will mark them as registered on the roster.

  • You can identify who has registered by the background color in the "Select" column:
    • Green means they have registered
    • Yellow means they have not registered
  • You can also apply a search filter on the roster to show only those who have registered or only those who have not

From the email page, you can choose to send an email to only those who have not registered to remind them to log in and register for the new season.

What happens when I delete an official?
Article ID:138 Posted:6/19/2008 12:43:55 AM Updated:6/22/2010 11:32:43 AM

When you attempt to delete an official, several things are done:

  1. First, the official is checked to see if the official is set to receive various site notices (roster updates, game acceptances, etc.)
    • If so, you'll be asked to update those items before proceeding
  2. The official is removed from any extra functions on the site:
    • extra permissions, if any
    • association contact
    • etc.
  3. Various data regarding the official is deleted
    • board/committee membership
    • availability
    • school/team scratch info
    • document authorship is cleared (document not deleted)
  4. The games database is check for assigned games
    • If the official has games in the system in any form (archived, canceled, or active), they will not be deleted but will be placed in a disabled status that is all but deleted (no login, not list in roster, etc) but is accessible to administrators.
    • If the official has no games in the system, that official’s account is completely deleted

How to copy a roster entry from one type of roster to another or from one association to another.
Article ID:177 Posted:1/6/2010 1:09:23 AM Updated:4/16/2013 9:36:37 PM

To copy an official to the school/team contact roster or to copy a school/team contact to the officials roster, do the following:

  1. Click the checkbox by the person’s name you want to copy
  2. Click the  button
  3. Select where to copy the entry to
  4. Click "Copy"

This also works between association/organizations if you are an administrator in both.

How do I manage ratings for officials?
Article ID:188 Posted:8/16/2011 3:10:54 PM Updated:11/6/2017 1:59:00 PM

There are two ways to edit the ratings for officials....individualy or for you entire group.

To edit a single official's rating

  1. Go to the officials roster
  2. Edit the official's entry
  3. Enter a number in the rating box.
  4. Click Update

To edit your entire group of officials

  1. Go to the officials roster.
  2. Click QuickLinks -> "Edit All Officials" -> "Levels & Ratings"
  3. Enter one or more numbers as desired
  4. Click "Save Changes"

Ratings can also be managed by exporting the roster to Excel, updating the ratings column, then importing the modified spreadsheet back into Reftown.

What happens when I add an official and how do they get their account log information?
Article ID:193 Posted:12/7/2011 11:58:30 PM Updated:12/7/2011 11:58:30 PM

 If you add officials (or school/team contacts) directly on the website roster and include a primary email address, the official (school/team contact) will automatically recieve two emails. One will be a RefTown welcome letter giving them an overview of the RefTown system. The second will include their username and a link through which they can establish a password..

If you import the officials through an Excel spreadsheet, the above notices are not automatically sent. The accounts are active, but the official will not be made aware of their account and will not be notified of their account credentials.

To notify them, you have a few options.

  1. You can send login credentials to all officials (school/team contacts), new or otherwise.
    • Look for a link at the bottom right of the roster page for sending login information to all active officials (school/team contacts)
  2. You can send login credentials indivudually from the roster.
    • Below each name on the roster will be a padlock icon. Click that icon at any time to send any official their login info. This will unlock their account if locked as well.
  3. You can search for send to new officials by using the find user function.
    • Go to Admin -> Find User.
    • Type in any part of a name/email you wish to search for.....leave all fields blank to search for all.
      • Form the list that is returned, you'll be able see who has logged in and the last time they did so, if at all.
      • The same padlock from option #2 is also here. Click it to send a person their login info.
      • If it shows "none" for their password or their username is blank, they've not yet initialized their account....and have never been notified.
      • If they already have an account with another organization using the same email address, they may already have a username and password but will still show as having never logged into your system. You can send them their login info to alert them to the fact that their account is now linked to your system.
      • Note that when an official has multiple email address, they only need to establish a username and password for one. You need not send login info for the additional email address if the person has login info for at least one.



What status can an official's account be in?
Article ID:197 Posted:10/12/2012 12:41:42 AM Updated:10/12/2012 12:41:42 AM

 An officials account can be placed in one of 3 options....

  1. Active:
    • Can log in
    • Can be assigned
    • Receives emails to members
    • Appears on roster to all
  2. InActive:
    • Can log in
    • Cannot be assigned
    • Does not receive emails to members unless explicitly included
    • Does not appear on roster to all by default but can be found by all members if they search for those with inactive status
  3. Disabled
    • Cannot log in
    • Cannot be assigned
    • Cannot be addressed through internal email system
    • Appears on roster only to administrators.
    • Virtually the same as deleting from the roster but you keep their info in the system.

How do I merge duplicated roster entries?
Article ID:200 Posted:10/30/2013 3:32:57 PM Updated:10/30/2013 3:32:57 PM

 In the event you end up creating more than one roster entry for the same person or team, you can use the merge feature to blend the two entries into a single entry. This operation will move all games associated with both entries to be associated with the one combined entry. Other secondary data, such as permissions and scratches and availability will be merged. In the event of conflicting information in the two availability calendars, only one calendar will effectively be saved.

To merge to duplicates, you must first location the two so that they appear on the same screen. Some duplicates can be found using the "Show Duplicates" report under the QuickLinks menu for each roster type (Officials, Schools/Teams, or School/Team Contacts). You can also use the search form on each of these pages to search for a part of the name that is common to both entries. It may also be easier if you edit one of the two entries to have a name similar to the other (e.g. School ABC and School ABC 1). It is possible to merge more than two down to a single entry. There is technical no limit on how many duplicates you can select to be combined at one time but it may be easier if you only merge 2-3 to 1.

Once you have the duplicate entries listed, click both entry's selection checkboxes. Then click the merge button: .

This will open a new page that will list each of the entreis, one per column. If the type of data is not the same between the entries, you will have a choice of which data to keep in the final entry. Once you have selected the data you wish to keep, click "Merge" at the bottom of the form.

How do I add/upload multiple photos to the officials roster?
Article ID:227 Posted:5/27/2017 11:25:07 AM Updated:5/27/2017 11:26:45 AM

If you have several photos of officials to add to the roster, the best option is a bulk upload where you add all of the photos to the site then match the photos to the correct officials.

First, youll need to upload the photos

  1. Click on Directories -> Officials
  2. Click on Quick Links -> Roster Management -> Roster Photos
  3. Click on "Bulk Upload"
  4. Click the Upload Button...
  5. Drag your photo files into the upload box
    1. This will place all photos into a temporary location on Reftown
  6. Wait for all photos to upload.

Next, you need to match the uploaded photos to the right officials.

  1. Click on Directories -> Officials
  2. Click on Quick Links -> Roster Management -> Roster Photos
  3. Click "Match Uploaded Photos"
  4. Select the name by the appropriate photos (one or more at a time)
  5. Click Save Matched Photos to save those that have been selected.

Note, you can match just one photo at a time or many at a time. We recommend matching 5-10 and then saving. As you save a few, the list photos to work with will be reduced, making it easier to manage.

Custom Roster Fields
Article ID:230 Posted:9/20/2017 12:03:17 AM Updated:9/20/2017 12:03:17 AM

Reftown offers several customizable roster fields. Those fields can be programmed to control who can see the information and who can edit the information, and whether the field has any bearing on assignments.

Currently, we offer 5 each of the following types of fields (Dates, Yes/No Checkboxes, Numerical, and General Text). These custom fields are available for both officials and for schools/teams.

To enable one or more of these fields,

  1. Go to Admin -> Configuration.
  2. Click on Custom Fields, Individual Options (under the appropriate section, Schools/Teams or Officials)
    1. In this section
      1. give the field a name
      2. define whether the official can see or edit the information stored in this field
      3. define how it affects assigning, if needed.
  3. Go to Admin -> Configuratoin
  4. Click on Custom Fields, Directory Display Options 
    1. In this section
      1. Define who else can see the information
      2. Define whether the information, if it is visible, should be shown on the default roster or  visible only if selected in the search form.
Section 3.3.2 : Schools/Teams (Category ID: 11)

Add locations, schools, teams, and/or payors to the database
Article ID:126 Posted:4/22/2008 10:35:51 PM Updated:4/16/2013 9:36:37 PM

There are two ways to add locations, schools, teams, or payors to your RefTown database:

  1. Direct entry on the website
  2. Import from an external source

For large numbers of locations, schools, teams, or payors , the import method can be the most efficient.

To add a location, school, team, payor directly on the website, one at a time:

  1. Go to "Directories" -> "Schools/Teams"
  2. Click 
  3. A form will open for you to fill out (if it does not open, check your popup blocker)
  4. Enter the official's data
  5. Click "Update This Item" to submit/save the data

·        (Forms can also be submitted by pressing "Enter" when in simple text entry fields)

To add multiple locations, schools, teams, and/or payors by importing from an .xls file

  1. Go to "Directories" -> "Schools/Teams"
  2. Click on "Quck Links"
  3. Click on "Import to Directory"  (direct link:Import Schools/Teams/Locations)
  4. Follow the instructions that appear on the page

How does an administator edit a school's or team's information?
Article ID:35 Posted:4/25/2007 7:31:09 PM Updated:4/16/2013 9:36:37 PM

  To edit one or more school or team:

  1. Go to the school/team roster (Directories -> Schools/Teams)
  2. Click the selection box in the rightmost column for the desired school(s)
  3. Click the "Edit School" button
  4. Make the desired changes
  5. Either click "Update this Item" or (from some types of fields) press "Enter"
  6. The page will reload with the next selected school, or, if it is the last selected school, will disappear and return you to the roster

Note: Selecting more than one school in step 2 is the most efficient way to edit multiple schools.

Can more than one account share the same email address?
Article ID:48 Posted:4/25/2007 10:46:08 PM Updated:6/21/2010 11:10:03 PM

Yes. Multiple accounts (Officials, School/Teams/Locations/Payors, or School/Team Contacts) can share the same email address.

If the same address is used multiple times, each person will have access to the others’ information and will also have the same username and password.

On the schools/teams roster, what do the Payor, Location, Home, and Visitor check boxes mean and how do I change them?
Article ID:80 Posted:5/8/2007 3:10:04 PM Updated:11/17/2017 2:51:26 PM

By default, a school/team entry is a payor, a home team, a visiting team, and a location. You can, however, define which lists a given school will appear in.

A school will only show up in the defined fields when entering games. In order to make the game entry more efficient, you should deselect the options that are not relevant. If you leave only "Location" selected, that entry will only be a selected item in the location field. It will not appear as a possible home/visiting team or as a payor. If you deselect all options, it will remain in the roster but will not be selectable in any of the matching fields on the game entry page (You can also "hide" a school").

To change the category of a school, you have two options:

1.      To edit all of them (or just several) at once, go to "Directories" -> "Schools." Then click on "QuickLinks" (red box in the upper left area of the page). Select "Manage Categories." This will give you a long list of schools with checkboxes for the 4 different types of lists. Make your changes and click Update.

2.      Alternately, to edit just a few, go to "Directories"-> "Schools/Teams." Search for the school of interest. Click its checkbox and "edit" that school to set the desired school type.

Upon returning to a game entry page, the lists should now reflect the selections made.

How do I enable my association for online registration?
Article ID:88 Posted:6/5/2007 10:38:57 AM Updated:4/16/2013 9:36:37 PM

To enable online registration for your organization: 

  1. Go to "Other Info" -> "Interactive Forms"
  2. Click the  symbol.
  3. For Category, select either "Registration for Officials," "Registration for Schools/Teams," or "Registration for School/Team Personnel"
  4. Optionally, select a Form #. The registration form, by default, includes all the basic contact info. The extra forms extend the form to include other topics
  5. Enter a "Title"
  6. You do not need to select who will have access to this form—since it is a registration form, it will be accessible to the public
  7. Click "Update this Item"
  8. Next, select the newly entered form from the of available forms
  9. Click the  symbol
  10. Select those who should receive an email copy of the submitted forms

How do I manage school/team/location registration forms?
Article ID:127 Posted:4/22/2008 11:29:47 PM Updated:4/16/2013 9:36:37 PM

Registration forms filled out by logged in schools automatically update their roster entries.

For schools that are not logged in at the time of filling out the registration form, the information is stored in a pending registration list. To get to pending registrations, go to the schools roster and click on Manage Registrations (just above directory table).

 On that page, you can:

  • Move the school/team/location to the roster as a New school/team/location (not already on the roster)
  • Match the submission with an existing school/team/location—transferring all the information to the roster as if they were logged in when filling it out
  • Delete the registration

How do I merge duplicated roster entries?
Article ID:200 Posted:10/30/2013 3:32:57 PM Updated:10/30/2013 3:32:57 PM

 In the event you end up creating more than one roster entry for the same person or team, you can use the merge feature to blend the two entries into a single entry. This operation will move all games associated with both entries to be associated with the one combined entry. Other secondary data, such as permissions and scratches and availability will be merged. In the event of conflicting information in the two availability calendars, only one calendar will effectively be saved.

To merge to duplicates, you must first location the two so that they appear on the same screen. Some duplicates can be found using the "Show Duplicates" report under the QuickLinks menu for each roster type (Officials, Schools/Teams, or School/Team Contacts). You can also use the search form on each of these pages to search for a part of the name that is common to both entries. It may also be easier if you edit one of the two entries to have a name similar to the other (e.g. School ABC and School ABC 1). It is possible to merge more than two down to a single entry. There is technical no limit on how many duplicates you can select to be combined at one time but it may be easier if you only merge 2-3 to 1.

Once you have the duplicate entries listed, click both entry's selection checkboxes. Then click the merge button: .

This will open a new page that will list each of the entreis, one per column. If the type of data is not the same between the entries, you will have a choice of which data to keep in the final entry. Once you have selected the data you wish to keep, click "Merge" at the bottom of the form.

Section 3.3.3 : School/Team Contacts (Category ID: 32)

Setup school/team personnel to log into to one or more teams
Article ID:135 Posted:5/26/2008 10:44:18 AM Updated:4/16/2013 9:36:37 PM

A school/team contact can be configured to have access to one or more team—with one username and one password.

A school/team can be configured to grant access to one or more school/teams contacts—each with their own username and password.

For a person affiliated with a school/team to have access, 3 things must be done:

  1. The school/team must be listed on the school/team roster
  2. The person must be listed on the school/team contacts roster
  3. The school/team and the school/team contact must be linked together

To link a school/team contact to a school/team:

  1. Go to the school/team roster
  2. Locate the schools/teams of interest
  3. Click the checkbox(es) to select the school/team contact(s) of interest
  4. Click the assign/link button  (the same button you used to assign officials to games)
  5. Select the title of the person (titles are managed through the configuration pages)
  6. Select the name of the contact
  7. Click "Save New Role"
  8. Repeat for all persons you with to link to the selected school
  9. Click "Close Window" when done

Alternative Method:

To link a school/team to a school/team contact :

  1. Go to the school/team contact roster
  2. Locate the school/team contact(s) of interest
  3. Click the checkbox(es) to select the school/team contact(s) of interest
  4. Click the assign/link button  (the same button you used to assign officials to games)
  5. Select the title of the person (titles are managed through the configuration pages)
  6. Select the school/team
  7. Click "Save New Role"
  8. Repeat for all schools/teams you with to link to the selected contact
  9. Click "Close Window" when done

How do I merge duplicated roster entries?
Article ID:200 Posted:10/30/2013 3:32:57 PM Updated:10/30/2013 3:32:57 PM

 In the event you end up creating more than one roster entry for the same person or team, you can use the merge feature to blend the two entries into a single entry. This operation will move all games associated with both entries to be associated with the one combined entry. Other secondary data, such as permissions and scratches and availability will be merged. In the event of conflicting information in the two availability calendars, only one calendar will effectively be saved.

To merge to duplicates, you must first location the two so that they appear on the same screen. Some duplicates can be found using the "Show Duplicates" report under the QuickLinks menu for each roster type (Officials, Schools/Teams, or School/Team Contacts). You can also use the search form on each of these pages to search for a part of the name that is common to both entries. It may also be easier if you edit one of the two entries to have a name similar to the other (e.g. School ABC and School ABC 1). It is possible to merge more than two down to a single entry. There is technical no limit on how many duplicates you can select to be combined at one time but it may be easier if you only merge 2-3 to 1.

Once you have the duplicate entries listed, click both entry's selection checkboxes. Then click the merge button: .

This will open a new page that will list each of the entreis, one per column. If the type of data is not the same between the entries, you will have a choice of which data to keep in the final entry. Once you have selected the data you wish to keep, click "Merge" at the bottom of the form.

Section 3.3.4 : Game/Match Properties (Category ID: 12)

What does "Clear Previous Season/Setup for new Season..." do?
Article ID:64 Posted:4/27/2007 12:24:35 AM Updated:6/21/2010 11:27:33 PM

This link, found on the "Admin" -> "Configuration" page, takes you to a page that provides several functions to prepare for a new season. Among those options are:

  • Archiving of prior season's information
    • Administrators, assignors, officials, or schools can “archive” data to move it out of the standard system while retaining it for future reference
  • Resetting of all availability calendars and scratched schools entries
  • Clearing all game requests
  • Clearing registration status
  • Clearing all games and assignments, including invoices
    • NOTE: This will also delete all archived games
  • Clearing all invoices
  • Clearing the events/meetings calendar
  • Clearing the potential members list
Section 3.3.5 : Printing and Exporting Information (Category ID: 27)

How does an assignor print schedules for officials?
Article ID:58 Posted:4/26/2007 12:01:02 AM Updated:6/21/2010 11:23:34 PM

You have two choices when printing schedules for officials or schools/teams:

  1. Print only for those without email
  2. Print for all

You can also print by date.

To print the schedules:

  1. Go do "Schedules" -> "Game Management"
  2. Click "Print/Email Schedules"
  3. Select the date range to print
  4. Select who you are printing (emailing) for—by date, official, or school/team (and which games to include if for schools/teams)
  5. Select whether to print the officials’ names on the output
  6. Select whether to print assignor-only notes on the printouts
  7. Click "Search Now"

A page will open listing all schedules based on the chosen criteria. When printed, this page will place each official’s schedule on a separate page.

How does an assignor print schedules for teams/schools?
Article ID:59 Posted:4/26/2007 12:03:58 AM Updated:6/21/2010 11:19:43 PM

You have two choices of which schools' schedules to print:

  1. Print only for those without email
  2. Print for all

You have three choices for ordering the schedules. For each school/team, include games where they are the:

  • Payor
  • Location
  • Home team
  • Visiting Team

To print the schedules:

  1. Go to "Schedules" -> "Game Management"
  2. Click "Print/Email Schedules"
  3. Select the date range to print
  4. Select how to group the schedules
  5. Select the group of schools to print for
  6. Click "Search Now"

A page will open listing all schedules based on the chosen criteria. When printed, this page will place each school’s schedule on a separate page.

How do I print or export an officials or schools roster?
Article ID:56 Posted:4/25/2007 11:52:22 PM Updated:6/21/2010 11:22:29 PM

The printing of rosters from RefTown is done by exporting the data to your own application (e.g. Excel) for formatting as you wish.

To export a roster:

  1. Go to the roster you wish to export (officials, schools/teams, or school/team contacts)
  2. Apply any filters you wish in order to export a partial roster
  3. Click "QuickLinks" then “Export/Download . . .”
  4. Save the file on your computer so that you can edit and/or print it

In order to protect the email addresses of those on the roster from potential junk mail, the exported information will not include email addresses unless you are an administrator.

Section 3.3.6 : Access Permissions (Category ID: 28)

What are the differnet permissions groups that an official can be part of?
Article ID:61 Posted:4/26/2007 11:52:26 PM Updated:2/13/2017 11:08:28 PM
Administrator
  • Association Admins have access to ALL site functions. An administrator is automatically part of all other groups. There is no need for an administrator to be given any other permissions.

Assignor

Other than the Association Admin, the Assignor group has the most extensive permissions. This group can:

  • Manage all roster information for schools or officials
  • View and manage all game entries
  • View and manage all game assignments
  • View and modify all availability calendars
  • Manage the scratched schools list
  • Manage configuration settings related to games and assigning
  • Manage game requests from schools/teams
Assignor, Limited A limited assignor can
  • Enter games
  • Assign games they enter
  • Assign games where they are marked as the owner (by full assignor or administrator)
  • View all games
  • Manage Availability/Scratches

Ballot/Signup/Quiz Management

  • Configure and manage signups, quizzes, and ballots
  • Have access to the results of ballots that are closed but have not been published (if the ballot is not configured to automatically publish the results)
  • Can designate others to manage specific ballots/signups/quizes (view the results) once entered
Board/Committee Managment
  • Can edit the board and committee directory pagess

Document Manager

  • Add or remove documents from the Documents page.
Document Viewer
  • View documents that do not have permissions for all to see

Edit Officials Directory

  • Manage the normal officials directory with full edit privileges
  • Manage the pending registration list
Edit School/Team Directory
  • Manage the normal school/team directory with full edit privileges
  • Manage the pending registration list

Email

  • Send email through the Email page on the site to preconfigured groups of officials and/or schools/teams

Evaluation Management

  • Have access to all schedules and assignments
  • Have access to a page that will generate a list of games that are cross-referenced between designated evaluators and all other officials
  • Designate other Evaluators

Evaluator

  • Are permitted to fill out evaluation forms identified as "Observer" evaluation forms

Events

  • Manage items on the Meetings/Events page

Finances

  • Has view access to all games and assignments
  • Manage the creation of invoices for schools or officials
  • View all roster information (including phone numbers and addresses marked private)
Form Managment
  • Can configure interactive forms
  • Can view submitted forms

Forums

  • Manage contents of online forums (not interactive forums at this time, just announcement forums)

Manage Custom Text

  • Manage the areas for custom text at the top and bottom of each page

Photos

  • Manages roster photos

Read All Roster

  • View all roster information (including phone numbers and addresses marked private)

Registration Management

  • Have access to the list of registration forms submitted by individuals who are not logged into RefTown (a.k.a., Potential Members)
  • Are permitted to delete such submissions and are permitted to add the individuals to the main roster or update an existing official with the information submitted on the registration form

View Assignments

  •  View (but not modify) all game assignments

What information do schools/teams have access to?
Article ID:62 Posted:4/27/2007 12:14:02 AM Updated:6/21/2010 11:26:55 PM

Schools/Teams have access to a very limited set of information:

  • Schools can view all games entered in the system
  • Schools, by default, can view the games that have been assigned or not but not the names of the assigned officials
    • Options are available, under the configuration pages, to allow schools to see the officials’ names
  • Schools/Teams can see a roster of officials that includes ONLY names and photos—by default no contact information is made available to schools
    • Options are available, under the configuration pages, to allow schools to see the officials’ contact information
  • Schools can view ballots/signups that are enabled for schools to vote on

How do I enable an official with extra access permissions?
Article ID:95 Posted:6/5/2007 5:19:00 PM Updated:9/28/2016 9:25:31 AM

There are two ways to manage the extra access permissions for officials:

  1. From the officials roster, click on the group symbol ()
  2. Under the Administration menu, select "Permissions"

Once on this page, you can add/remove officials from the various groups.

If you entered through the group symbol for a specific official, you'll have direct access to add that official to any of the groups or to remove that official from any of the groups the official is already part of.

If you entered through the "Permissions" menu item, you'll have a list of groups.

How can I, a user with extra permissions, view the site as it is seen by others?
Article ID:163 Posted:11/23/2009 11:40:03 PM Updated:9/28/2016 3:57:17 PM

All administrators, assignors, or anyone else with permissions that allow them access beyond that of a general account can choose to temporarily disable their access to those permissions in order to view the site as others see it.

When you disable such permission, you will view the site as someone who doesn't have such permission until you either re-enable those permissions or you log out and log in.

In order disable a set of permissions:

  1. Click on your personal account menu----the red box with your name in it at the top right
  2. Select "Advanced Options"
  3. Click, under "Your Group Membership," the name of the permissions group you want to temporary disable

To re-enable a set of permissions:

  1. Click on your personal account menu---the red box with your name in it at the top
  2. Select "Advanced Options"
  3. Click, under "Your Disabled Groups", the name of the permissions group you wish to re-enable.
Section 3.3.7 : Email Features (Category ID: 31)

What options are there in selecting recipients for emails?
Article ID:130 Posted:5/2/2008 12:05:17 AM Updated:6/22/2010 11:38:45 AM

There is a large set of options for addressing the email to various groups of people affiliated with your organization.

  • You are provided with 8 main types of lists from which to select your recipients.
    1. Schools and School Contacts
      • To All
      • By School Level
      • By School League
      • To school contacts by role
    2. Officials
      • By member level
      • To "unregistered" officials
        • those who are not marked as having filled out a registration form since you last reset the registration status—it ignores other officials selections
      • To "Inactive" officials
        • To officials marked inactive on your roster—it ignores other officials selections
      • By Sport (if multiple sports are enabled)
    3. Standard Groups
      • These are the permissions groups predefined by RefTown: administrators, assignors, evaluators, etc.
    4. Custom Groups
      • These are the definable by you—you can create custom lists of people you wish to frequently contact as a group
    5. Board / Committees
      • If you list your Board and/or Committees on the respective pages under Directories, you can conveniently email them here
    6. Selected Schools
      • You can select one or more individual schools to send the email to
    7. Selected School Contacts
      • You can select one or more individual school contacts to send the email to
    8. Selected Officials
      • You can select one or more individual officials to send the email to
  • You can, except where noted, select any combination of these items. Each selection under "Officials" ADDS more recipients to the list
    • If you select a group and a level, all officials of that group will get the email and all official of the level will also get the email
  • You can, except where noted, select any combination of these items. Each selection under "Schools" REDUCES the recipients to the list
    • If you select a level and a league, only those of the selected league and level will receive the email
  • If you select any of the "All" buttons, it will ignore the subcategories. For example, if you select "All Schools" and also select a school league, it will send to all schools regardless of which league was selected
  • Selected Individual Recipients will always receive the email regardless of what other selections are made.
  • Groups/Level/League/etc. selections are not impacted by the selection of individual recipients—both selections will receive the email

 A Preview Recipients Option is available to see who will be sent the email before it is sent if it is at all unclear how the selections will be processed.

Can I define custom lists of email recipients?
Article ID:96 Posted:6/5/2007 5:22:52 PM Updated:9/19/2017 11:38:37 PM

Yes. Under the same interface used to grant and manage access permissions, you can also define "custom" groups. These groups are used only for the purposes of creating a list of people you regularly send email to (to avoid having to select each name every time).

You can find this option in two places:

  1. Under the Email Menu under "Official Groups"

What delivery options are there in composing the email?
Article ID:131 Posted:5/2/2008 12:15:09 AM Updated:6/22/2010 11:39:07 AM

Under "More Send Options," the following options exist in selecting how an email is delivered:

  • You can specify an alternative Reply-To address
    • The email will still be delivered, indicating that you sent it, but when the recipient clicks "Reply," it will go to the specified recipient
  • You can enabled recipients to reply to all other recipients
    • Normally, emails are sent out one at a time to each recipient to prevent replies to the entire group. You can, on an email-by-email basis, override this function and allow replies to the entire list of recipients
  • You can include up to 4 attachments, which can, optionally, be saved to your Documents page.
  • The body of the email is composed using a word processor like interface that supports a wide variety of layout and formatting options. In fact, you can paste content from many other applications.

What if, while composing an email, my browser crashes or I make a mistake that deletes everything?
Article ID:174 Posted:12/7/2009 11:43:27 PM Updated:6/22/2010 12:28:37 PM

Normally, if you navigate away from the email composition page, your work will be lost. However, the editor on RefTown automatically saves the content of your composition every couple of minutes to a location on your computer. How much it is able to recover depends on the Browser you use. Some can save just about anything you might compose, but others are more limited.

To restore a lost composition, click the "life preserver" symbol at the top right of the email editor.

Section 3.3.8 : Driving Distances (Category ID: 54)

Driving Distance Methods
Article ID:228 Posted:6/14/2017 10:40:49 PM Updated:9/6/2017 7:58:08 AM

RefTown supports to modes of driving distances.

The first and default method uses an approximated distanced based on latitude and longitude derived from officials and location addresses. The latitude and longitude of each official and location is stored on RefTown and an equation is used to calculate the line-of-site distance between the two points. That distance is then padded about 20% to account for the fact that the roads are rarely that direct. This number is generally good enough when identifying officials closer or farther from a given game location. This method would be insufficient in the presence of rivers, lakes, mountains or other obstacles that lead to longer driving distances despite the fact that the two locations are not that far apart or when the route might be very straight.

RefTown, also supports a mode that actually queries Bing Maps for the actual route between the official's location and the game's location. This provides a very accurate driving distance. This is much more complicated and resource intensive than the simple latitude/longitude calculations but it will be accurate if the addresses in the system are correct and accurate.

To enable the more precise distance mode, your organization must first obtain a "key" from Bing Maps that allows access to their service. See the related articles for information on obtaining a key. This key must be entered on RefTown's configuration page under Admin -> Configuration, GAMES, Bing Maps Key for Precise Driving Distance. This key will be string of 64 seemingly random letters and numbers. Once the key is entered, all calculations of distances will use actual routes instead of the approximated distances.

Note that the first accesses after entering this key to pages that reference driving distances will be very slow as the distances are calculated. Depending on the number of officials and locations your organization has, the first accesses may be extremely slow. However, subsequent accesses will process at typical speeds.

Obtaining a Bing Maps Key
Article ID:229 Posted:6/14/2017 11:01:40 PM Updated:6/21/2017 3:22:45 PM

Logging Into a Bing Maps Portal Account

  1. Go to the Bing Maps Portal
  2. If you do not have a Microsoft Account,
    • click the Create One link.
      • Fill out the form to create an account with Microsoft
  3. If you have a Microsoft Account
    • Enter your Email/Phone/SkypeID
    • click "Next"
    • Enter your Password
    • Click "Sign In"
  4. After signing into the Bing Maps Portal, you may be asked some questions regarding the name of your organization. 

Creating a Bing Maps Portal Key

After logging into the Bing account as described above, execute the following steps to create your Bing Maps key.

  1. Click on My Account -> My Keys
  2. Click the link for creating a new key at the top of the page.
  3. Enter an "Application Name"....typically the name of your organization, e.g., "XYZOA - Reftown"
  4. Enter an "Application URL" : https://www.reftown.com
  5. For Key Type: Choose  Basic
  6. For the Application Type, choose the one that most accurately fits your organization, often Not-for-profit but possibly Private Website or Public Website

Applying the Key for Use on Reftown.

After creating the key on the Bing Maps Portal, you will then need to copy the key and paste it into the Reftown configuration pages.

  1. First, go to the Bing Portal Key pages as mentioned above.
  2. Copy the key by selecting the entire key and pressing Ctrl-C
  3. Navigate, on Reftown, to Admin -> Configuration, GAMES, Officials/Assignment Related Optoins, Assignment Options
  4. Paste the key copied above into the setting called "Bing Maps Key for Precise Driving Distance"
  5. Click Update
Section 3.4 : Game Entry (Category ID: 19)

How can games be added to RefTown?
Article ID:38 Posted:4/25/2007 8:09:46 PM Updated:4/16/2013 9:36:37 PM

There are three ways to add games to the system:

  1. Assignors/Administrators clicking the  button on the games page
  2. Assignors/Administrators importing the games from a .csv or .xls file
  3. Enabling schools to request games on RefTown

How does an assignor add games to the system?
Article ID:39 Posted:4/25/2007 8:15:34 PM Updated:7/26/2013 12:48:29 PM

To add games to the system:

  1. Go to the games page
  2. Click
  3. On the page that opens, enter the game data (date, time, league, teams, etc.)
  4. Save the game by clicking "Update this Item" or (from many fields) pressing "Enter"

After saving the game, the add-game form will return for adding another game. It will be prefilled with the data from the just saved game. You can then modify those items which are not the same as the prior game and save again without needing to re-enter much of the same info. If you do not need to enter another game, you can simply close the form.

How does Batch Add Mode work?
Article ID:40 Posted:4/25/2007 8:21:55 PM Updated:6/21/2010 11:04:21 PM

Batch Add Mode is extremely useful for entering multiple games that have one or more things in common. It uses previously entered information to pre-fill the entry form. All you need to do is change the items that are different than the previously entered game.

For example, you’ll save a lot of entry time when you are entering a schedule for a school that has 10 varsity games all played at 7:30 p.m. with only the dates and visitors differing. On the first game, you'll enter all the details. If you save the game with the batch mode enabled, the entry form will reappear. Rather than being blank, it will have the first game's info filled out. Just change the date and the visitor and save. Repeat for all games in the list.

A similar approach is beneficial if you're entering a sequence of games that occur at the same location in a short amount of time. In this case, you'll change the time and teams—and any other piece that remains the same.

To exit the mode, uncheck the mode prior to saving the last game or click "Cancel Changes and Close Window."

How do I import games into RefTown?
Article ID:41 Posted:4/25/2007 8:24:56 PM Updated:3/16/2016 9:51:29 PM
  1. Prepare a spreadsheet (Get Template...you must be logged into get a copy of this template):
    • All columns are optional....you can delete those that are unneeded.
    • Column order is not important...the column headers define the column
  2. After entering your data, save as either an .xls or a .csv file
    • .xlsx is not currently supported
    • You may need to go through "File -> Save As..." to choose the correct file type.
  3. Go to "Schedules" -> "Game Management." Select "Import New Games from Excel/CSV."
    • ??Alternately, you can import through the Games page under the Quick Links menu.
  4. Data will be validated for correct names. The entire upload will be rejected if any data is in error (non-existent school, officials, etc. or bogus date or time)
    • There are several options at your disposal to automatically add missing items to the system.
  5. Correct any error reported, save as an .xls/.csv, and re-upload the file
  • Spelling is important. By default, the upload will be rejected if a field does not match the predefined lists for the field. There is some flexibility in not spelling out High School or Middle School (HS or MS is adequate). Punctuation is optional when you use HS or MS. In fact, if there is only one school of a given name, the match will still be successful if you can leave off the HS or MS part in either or both of the schools directory or imported data.
  • Case (upper-case or lower-case) is not important.
  • Fields can be left blank if not applicable or not known
  • Officials listed, if any, will fill the crew duties in order and will be accepted in either of the following forms: John Doe or Doe, John.
  • The times field has some flexibility. It will infer AM or PM if it is not specified in the same manner as the online game entry form. Normal daytime/evening hours are assumed. The following will all be interpreted the same: 5, 5 p.m., 5:00 PM, 500, and 1700.
     
  • The import function can also be used to modify existing games. If a line in the import spreadsheet has a game number (Reftown ID), it will attempt to update a game with the matching number. If no number is specified, the line will be treated as a new game.

How do I check the quality of the games that have been entered?
Article ID:43 Posted:4/25/2007 8:38:32 PM Updated:6/21/2010 11:05:45 PM

Go to "Schedules" -> "Game Management."

On that page, there are several reports than can be viewed. The available reports are under "Game Quality Checks." These checks look for critical fields (such as date, time, location, etc.) that are missing data, for dates and times that are suspicious, and for potentially duplicate entries in the system.

What happens when a game is edited?
Article ID:65 Posted:4/27/2007 12:32:04 AM Updated:6/21/2010 11:28:06 PM

When a game is edited, several things happen:

  • If the game is assigned, and the change potentially affects the official,  the acceptance status of the officials is cleared and a new acceptance is required
    • Examples of things affecting the official are date, time, location, level, etc.
    • An example of things not affecting the official is who is paying for the game
  • If the game is (or was) to take place within the number of days configured by the association (usually 14), the official will be sent an email with the changed items highlighted in red. If it is beyond the configured number of days, no notice is sent
  • If the game date has passed, a notice is sent
  • If previously invoiced, a game will be marked for reanalysis on the next invoice generation that would include the game
  • If school approvals are enabled, the school's response is also reset

On the schools/teams roster, what do the Payor, Location, Home, and Visitor check boxes mean and how do I change them?
Article ID:80 Posted:5/8/2007 3:10:04 PM Updated:11/17/2017 2:51:26 PM

By default, a school/team entry is a payor, a home team, a visiting team, and a location. You can, however, define which lists a given school will appear in.

A school will only show up in the defined fields when entering games. In order to make the game entry more efficient, you should deselect the options that are not relevant. If you leave only "Location" selected, that entry will only be a selected item in the location field. It will not appear as a possible home/visiting team or as a payor. If you deselect all options, it will remain in the roster but will not be selectable in any of the matching fields on the game entry page (You can also "hide" a school").

To change the category of a school, you have two options:

1.      To edit all of them (or just several) at once, go to "Directories" -> "Schools." Then click on "QuickLinks" (red box in the upper left area of the page). Select "Manage Categories." This will give you a long list of schools with checkboxes for the 4 different types of lists. Make your changes and click Update.

2.      Alternately, to edit just a few, go to "Directories"-> "Schools/Teams." Search for the school of interest. Click its checkbox and "edit" that school to set the desired school type.

Upon returning to a game entry page, the lists should now reflect the selections made.

How do I enter games such that schools/teams can approve the entered games?
Article ID:92 Posted:6/5/2007 4:24:01 PM Updated:6/21/2010 11:45:13 PM

School/Team approval of games (if enabled) is based on the Payor field. This field is only displayed to administrators and assignors. A game can only be approved or rejected by the team/school listed in the Payor field.

How does and assignor notify or remind schools/teams that they have games needing a response?
Article ID:50 Posted:4/25/2007 10:56:00 PM Updated:6/21/2010 11:20:11 PM
  1. Go to "Schedules" -> "Game Management"
  2. Click on "List Officials with New/Changed Games"

It opens with a template email at the top and a list of every school/team that has games to be approved. You can sort that list by name, by email address, or by date of the first game that needs a response by clicking on the column title.

How do schools request games on RefTown?
Article ID:42 Posted:4/25/2007 8:26:40 PM Updated:6/21/2010 11:05:18 PM

Go to "Schedules" -> "Game Request" (only available to schools and assignors).

The interface for schools is the same as the assignor's interface (see the related article). The only difference is that the games requested by schools do not go directly to the schedule but into a requested games list where the assignor can choose to put them on the schedule or can delete the request.

To enable this feature, go to:

  • Administration
  • Configuration
  • School Options (under Games)

Check "Enable Schools to Request New Games" and save.

How is the rating for a game determined?
Article ID:134 Posted:5/20/2008 9:22:09 AM Updated:11/6/2017 2:00:53 PM

By enabling this feature, assigning your officials a rating, and setting up rating values for the various game attributes (level, type, league, etc), you can develop a list of officials to select from whose skill levels approximately match the games.

The rating for a game can be determined in one of two ways:

  1. An assignor can explicitly specify a rating for each and every game when entering/editing the game
  2. The rating for a game can be calculated from a recipe based on the following criteria:
    • Sport
    • Payor/Home School League
    • Payor/Home School Level
    • Game League
    • Game Level
    • Game Type
    • Crew Type

These various attributes can be configured to adjust the required rating by a different value for each of the various options. For example, you might set a varsity game to have a rating of 20 points, a JV game to 10, freshman to 5, and the rest to 0. You might then assign League A to 20 points, League B to 10, and all other leagues to 0. Then, you could put a rating on the crewtypes such that 1-person crews are a 10 and 2 person crews are a 0. You could set men's games to 15 and boys games to 5. The effect of this is that for a given game, each of the values are added together to get a rating for each game. The values to be used for each attribute can be set under the configuration pages for the various lists.

The maximum rating is 100any calculated value that exceeds 100 will be changed to 100. The minimum is 0.

The final rating required for a specific assignment is based on the specified or calculated game rating plus an offset for the specific duty being assigned (if entered) in combination with an allowed range above/below the game rating.

Then, based on the officials' rating and the size of the allowable range above/below the game rating, you'll get a list of officials who are capable of working the assignment. This list will be used in manual assignment mode to reduce the default list of selectable officials and will be use in auto-assign mode to generate a list of officials that can be selected.

How can I completely delete one or more games and all releated assignments?
Article ID:139 Posted:6/19/2008 12:51:05 AM Updated:3/20/2015 2:53:38 PM

There are a couple of options. The simplest to deal with is to delete all prior season’s games from the system. See the linked article for more info.

To completely delete one or more games without deleting everything:

  1. You’ll need to enter a special mode that is normally hidden to keep you from accidentally using functions that may have unintended consequences.
    1. Under the "Account" Menu, select Advanced Options...
    2. On the page that loads, click on “Enable Advanced Game Functions”
  2. Go to the games page and use the filter to search for all your older games
    1. Select an appropriate date range
    2. Select "Include Canceled"
    3. Optionally increase the number of games to list on one page
  1. Click the check boxes of the ones you want to delete (if desired, use the “Check All” button to get all of them at once)
  2. Click the red-outlined black X (at the right end of the action buttons)

All of the selected games will be fully and permanently deleted. You will NOT have to option to restore games deleted in this manner.

How can I enter times in the various forms throughout RefTown?
Article ID:66 Posted:4/27/2007 12:39:31 AM Updated:6/21/2010 11:28:25 PM

The format in which you can enter times is very flexible. RefTown applies basic logic to complete the time if you enter a shorthand time:

  • You can include the colon or leave it out
  • If you leave off the minutes, it will assume it is on the hour
  • You can put space between the number and AM/PM or leave it out
  • You can have periods on the AM/PM or not
  • If you leave off the AM/PM, it will assume AM if the hour is 9, 10, or 11 while all other times will be assumed to be PM
  • You can use military time

For example, all of the following are converted to the same time:

  • 3
  • 300
  • 1500
  • 3pm
  • 3 pm
  • 3 p.m.
  • 3 PM
  • 3 P.M.
  • 3:00
  • 3:00 pm
  • etc.

Restoring a Canceled or Postponed Game
Article ID:224 Posted:10/16/2016 2:24:31 AM Updated:10/16/2016 2:24:31 AM

In restoring a canceled or postponed game, you must first locate the game. You can do so in one of may ways:

  • From the "Game Management" page, you can find canceled or postponed games within the reports for the various game states.
  • You can also find these games under a game search by checking the "Include Canceled Games" or "Include Postponed Games".

Once you have located the game you wish to restore, you can edit the game entry and deselect the checkbox for Canceled or Postponed.

If postponed, you can simply change the date to the new date and, upon saving, it will be restored to active status.

If canceled, it does not, however, restore any assigned officials.

If you wish to restore a canceled game and the previously assigned officials, you can do so either manually or with an automated function by check the games checkbox and clicking the button: 

Section 3.5 : Making Assignments (Category ID: 20)

What reports are available regarding officials availability?
Article ID:52 Posted:4/25/2007 11:21:21 PM Updated:6/21/2010 11:21:06 PM

Availability information is entered through "Schedules" -> "Availability"

You can enter availability in one of two ways:

  1. By day of the week
  2. By specific date

If both are entered, the specific date information is used.

To enter availability information by day of the week:

  1. On the General Availability area, click "Edit"
  2. For each day, enter your information
  3. Enter comments, if desired
  4. Click "Submit Changes"

To enter availability information for specific dates:

  1. Navigate to the desired month
  2. In the monthly calendar area, click "Edit"
  3. For each date, enter your information
  4. Enter comments, if desired
  5. Click "Submit Changes"

There are a three buttons at the top of the form that may assist you in filling out your availability. You can use them to designate all days/dates as available, not available, or clear the times. Use this if most of your availability is the same and then fill in the boxes that are different.

How do you change the response of an official to an assignment?
Article ID:76 Posted:5/8/2007 2:32:12 PM Updated:4/16/2013 9:36:37 PM

Only assignors can change the response to an assignment once it is submitted.

To do so:

  1. Click the checkbox for the game that has the incorrect response
  2. Click the question mark button
  3. Modify the response for the official/school with the incorrect response
  4. Click "Save Responses"

How is driving distance calculated?
Article ID:133 Posted:5/20/2008 9:16:16 AM Updated:6/14/2017 11:12:37 PM

Driving distance is an approximation based on the address or zip code of the game site and the address or zip code of the official. RefTown converts each person/location's address to latitude and longitude if that can be determined and, if not, uses a database of the latitude and longitude of the center of each zip code to calculate approximate driving distance. The calculation assumes a straight route plus an extra 20% to account for the fact that the roads will not actually be a straight line. 

The game site address and zip code is taken directly from the Schools/Teams roster for the site listed as the location of the game. If no address or zip code is entered for the location, the driving distance will be assumed to be 0everyone will be eligible to drive to that location no matter the actual distance.

By default, the official's zip code is taken from the official's roster entry. Optionally, each official can specify two alternative zip codes under their "Account" profile. An official can specify two zip codes and a time if they generally transition between the two. Additionally, an official can specify zip codes on their availability calendar to apply to the day/date and window of time being entered on that calendar. This can be used to influence the assignment of games to be near two different places depending on the time of day and on various days. If no zip code is listed for an official, the driving distance will be assumed to be the official will be considered eligible to drive to any location.

An official can update their effective zip codes by:

  1. Click your "Account" menu in the top right.
  2. Click "Edit Profile"
  3. Click "Assignment Preferences"
  4. Optionally, enter a zip code where you leave from for earlier games.
  5. Enter a time when you leave that zip code
  6. Optionally, enter a zip code where you leave from for later games.
  • In any location where the zip code is left blank, the home location will be used for the relevant date/date/time.

How do I manage ratings for officials?
Article ID:188 Posted:8/16/2011 3:10:54 PM Updated:11/6/2017 1:59:00 PM

There are two ways to edit the ratings for officials....individualy or for you entire group.

To edit a single official's rating

  1. Go to the officials roster
  2. Edit the official's entry
  3. Enter a number in the rating box.
  4. Click Update

To edit your entire group of officials

  1. Go to the officials roster.
  2. Click QuickLinks -> "Edit All Officials" -> "Levels & Ratings"
  3. Enter one or more numbers as desired
  4. Click "Save Changes"

Ratings can also be managed by exporting the roster to Excel, updating the ratings column, then importing the modified spreadsheet back into Reftown.

Can on official see assignments before they are published?
Article ID:225 Posted:10/16/2016 2:31:04 AM Updated:10/16/2016 2:31:04 AM

By default, game assignments are not visible in any form until they are published. However, an optional feature can allow officials to see that they have "something" on a given date without any details aside form the date and the general time of day.

To enable this feature...

  1. Go to Admin -> Configuration.
  2. Click on Visibility Options in the Games Section
  3. Check "
  4. Click Update.
Section 3.5.1 : Assigned by Assignor (Category ID: 21)

How do I assign officials to Games?
Article ID:82 Posted:6/5/2007 10:08:21 AM Updated:4/16/2013 9:36:37 PM

There are a couple of ways to start:

  1. You can use the Game Management item called “Unassigned Games”
    • That will show you all the games needing assignment start with the earliest—you can use the game filters to narrow the set of games you need to work on
  2. You can also go through the games page and use the filter to select the games you need to assign (by date, by school, by level, etc.)

Once you have the list of games you want to assign:

  1. Check the boxes beside the games you want to assign
  2. Click the button with the 3 people on it
  3. A new window will open with the game and a list of officials to select from
    • The lists, by default, will only show those who are not already working and who are available. There are checkboxes on that window to expand the list to all officials. When the list is expanded to all, it will have the details of availability by each name in the list
  4. Once you’ve chosen the officials, click “update”
  5. Continue with all assignments until you’re ready to publish them
  6. At this point, you can do one of two things:
    •  Publish all assignments (a button will appear on all games pages to do that
    • Publish selected games. To do that, check the boxes and click the purple “Up Arrow”  This will send a notice to officials about assignments 
  1. Once assignments are published, emails will automatically be sent to all officials affected by the newly published changes

TIP: It is much faster to select several boxes and assign a group of games at a time so that you can avoid reloading the games page between each one.

How does an assignor publish assignments?
Article ID:30 Posted:4/25/2007 6:44:15 PM Updated:4/16/2013 9:36:37 PM

There are two ways to publish new or changed assignments:

1.      When there are assignments needing to be published, there will be a button appearing at the top of most games pages that permits the publication of all games.

2.      Alternatively, specific games can be published by selecting the desired games and clicking .

What happens when assignments are published?
Article ID:63 Posted:4/27/2007 12:19:38 AM Updated:6/21/2010 11:27:13 PM

On publishing an assignment, a few things occur:

  1. The details of the assignment become visible to any official on the game (before this time, only assignors/administrators can see the pending assignments)
  2. The current acceptance status of officials on the assignment is reset (the option to disable this exists)
  3. All officials involved (those being added or removed) will be sent an email that indicates they have new, changed, or canceled games

Why do some officials not appear in the list of officials to assign?
Article ID:31 Posted:4/25/2007 7:03:23 PM Updated:6/21/2010 10:55:51 PM

There are several possible reasons an official does not appear in the default list of officials to choose from:

  • The official is already working at another location on that date
  • The official is not available at that time on that date
  • The official is scratched by either the home or visiting team
  • The official is underqualified for the game
  • The official is overqualified for the game
  • The official's driving distance is too far for the location of the game

All of the above reasons can be overridden by using the "Include Officials" options.

When editing multiple assignments, the settings you select on one game will carry forward to the following game.

How do I assign officials that do not appear in the list of assignable officials?
Article ID:32 Posted:4/25/2007 7:11:02 PM Updated:6/21/2010 10:56:38 PM

To make officials who are, by default, not assignable, check one or more of the boxes in the "Include Officials" options.

The available boxes are:

Unavailable

Checking this box will make an official appear in the list of assignable officials, regardless of that official’s availability.

Scratched

Checking this box will make an official appear in the list of assignable officials, regardless of the schools/teams that official has scratched.

Working

Checking this box will make an official appear in the list of assignable officials, even if that official is already working on this date.

Overqualified

Checking this box will make an official appear in the list of assignable officials, even if that official’s individual rating is above the rating range for the assignment.

Underqualified

Checking this box will make an official appear in the list of assignable officials, even if that official’s individual rating is below the rating range for the assignment.

Driving Distance

Changing the mileage limit will include more/fewer officials in the list of assignable officials.

All Officials

All officials will be listed as assignable.

Note: When these overrides are used, those officials who would have been excluded from the list of assignable officials will appear on the list along with the basic details of why they were not originally listed.

Who receives an email confirmation of accepted/declined assignments?
Article ID:93 Posted:6/5/2007 4:39:18 PM Updated:11/3/2010 12:45:30 AM

When a set of games is assigned, an email confirmation is generated. That email is sent to the following:

  • The official submitting the response
  • Assignors

For the purposes of these responses, the assignors who will receive the email are defined in 3 ways as defined under the association's configuration:

  • A list of any number of people to receive such notices as defined in the association configuration
    • These receive the entire submission any time it is sent
  • To the specific assignor who made the assignment (with assignments filtered by assignor)
    • If there are two (or more) assignors involved, they'll only receive emails about the games/matches they assigned
  • To all assignors of any assignment in the submission
    • All assignors who have an assignment in the submission will receive a full copy of the submission

NOTE: An association can, to reduce unnecessary email, choose to disable emails in two cases:

  1. All assignments are accepted—no declines
  2. There are no comments entered in the comment box

Can an official change their response to an assignment after it is submitted?
Article ID:89 Posted:6/5/2007 4:03:33 PM Updated:6/21/2010 11:36:37 PM

If an official wants to change a response from decline to accept, that official should contact the appropriate assignor. The assignors have the ability to change the response.

If an official wants to change a response from accept to decline, the official will have one of two options, depending on the settings that official’s organization has chosen.

If the organization has enabled the turnback option and the deadline for a turnback has not passed (another option that is usually set to 2 or 3 days before the game), the official should see a "Turnback" link directly under the game number on that official’s schedule.

If no turnback link appears, the feature is not enabled and the official is not permitted to change previous responses through RefTown once they are submitted.

When the turnback feature is either not enabled or the turnback deadline has passed, the official should contact the assignor so the assignor can change the response.

Why does an officials prior response get cleared when part of the crew is changed?
Article ID:72 Posted:5/8/2007 1:57:30 PM Updated:6/21/2010 11:32:13 PM

Be default, RefTown is set to require a new response from every crew member when part of the crew is changed. This ensures that all members of the crew have the most current information.

This function can be disabled to require a new response only from officials directly affected by the change (i.e., the official added or removed).

How do I set RefTown to not clear a official's prior response when there is a crew change?
Article ID:73 Posted:5/8/2007 2:03:14 PM Updated:6/21/2010 11:32:35 PM

Go to:

  • Administration
  • Configuration
  • Response Options

and uncheck "Require Official Response on Crew Change."

"Require Official Response on Crew Change ".

Can officals "scratch" certain schools, levels, leagues, etc.?
Article ID:70 Posted:4/27/2007 1:01:03 AM Updated:10/5/2016 12:41:10 PM

Yes. An official can enter a restriction into the system that they should not work for particular school, team, level, league, etc. or any combination of these items. Official can scratch locations or even locations by zipcode.

To do so:

  1. Go to "Schedules" -> "Scratches"
  2. Enter the desired restriction...
    1. Click 
    2. In the window that opens, select the type of game to be scratched.
      • Example: enter XYZ High School and Boys Varsity to exclude yourself from working that level of game at that school.
      • Any of the available fields can be left blank as long as at least one field has a value.

Assignors can also fill out scratches on behalf of officials. Assignors can choose whether or not to allow officials to see those scratches.

Some organizations may not allow officials to manage this data....only permitting assignors to enter scratch data.

How does and assignor notify or remind officials that they have assignments needing a response?
Article ID:49 Posted:4/25/2007 10:53:45 PM Updated:6/21/2010 11:03:53 PM

Notices are automatically sent when assignments are published.

Notices about changes to games are automatically sent when the change involves a game within the time frame configured by the association (defaults to 14 days).

To send additional notices:

  1. Go to "Schedules" -> "Game Management"
  2. Click on "List Officials with New/Changed Games"

It opens with a template email at the top and a list of every official who has a game or games to accept or acknowledge. You can sort that list by name, by email address, or by date of the first game that needs a response by clicking on the column title.

You can alter or add to the email template that is started, except for the very first part, which says:

As of Date/Time, you have Count new, changed, and/or canceled games posted on RefTown.

Once you have the email content to your liking, click “Send Notice.” This will send a customized email to each official who has games needing a response. It will tell officials how many they have and, unless you alter it, prompt them to log in and respond to them.

How does an assignor manage officials who do not have email?
Article ID:60 Posted:4/26/2007 11:25:50 PM Updated:6/21/2010 11:24:57 PM

The assignor can mark off the games on behalf of the official who does not email. To do so, the assignor will need to get to the official’s games. There are two ways to do so:

  1. Go through the officials roster and click the "Games" link by the official's name
  2. Go the games page and use the "Search for Games" and select the desired official

Through either method, you'll be taken to the games page as it would look for the selected official. Mark the official’s games as accepted/declined/etc., in the same manner as accepting your own games.

Viewing how many assignments an official already has while making new assignments
Article ID:231 Posted:11/2/2017 10:35:21 PM Updated:11/2/2017 10:35:21 PM

Reftown's assignment function provides an assignor information while assigning about how many games an official has already been assigned and how many times each official has been previously assigned to other games with the team currently being assigned.

This information is off by default but can be enabled by clicking a checkbox on the assignment screen that will reveal the information...

Each assignor change choose the opposite default (to show the information) under his/her account profile.

When the information is enabled, the assignor will be given the following:

  • the total number of games an official has beeen assigned
  • the total number of times an official has been assigned to the current home team, regardless of the game's location
  • the total number of times an official has been assigned to the current visiting team, regardless of the game's location
  • the date of the most recent assignment to both the home and visiting team


In this example, the total number of assignments is shown first, followed by the team specific info. Virginia Duffy has a total of 8 games and saw the home team of this game 1 time with the most recent date (relative to the current game date) being 12/8. Similarly for David Reed but on 12/1. Further down the list, Richard Howard shows that he as see the current games visitor one time on 12/6.

Limiting the number of times an official will see a specific team
Article ID:232 Posted:11/2/2017 10:40:49 PM Updated:11/2/2017 10:40:49 PM

The assignment function can be programmed to exclude officials from being eligible for assignment to the same team over a certain number of times. There are three options for this function. Maximum per team, Maximum for both teams, and Minimum Days since last seen.

  • If an official has seen either team equal to or greater than the number programmed under "Maximum per Team", the official will be excluded from being assigned to the current game.
  • If an official has seen both teams in the same game (a rematch) equal to or more than "Maximum for Both" the official will be excluded from being assigned to the current game.
  • If an official has seen either team more recently than "Minimum Days" the official will be excluded from being assigned to the current game.

All of these numbers can be programmed to preferred values but can be overridden on the assignment screen. Early in the season, it might be useful to set the Maximum games per team numbers fairly low but increase them as the season progresses..

Linking games for assignment to same crew
Article ID:233 Posted:11/2/2017 11:46:11 PM Updated:11/2/2017 11:46:11 PM

Games in Reftown can be linked together so they will be treated as one assignment. Such a link is valid if the games are on the same date and at the same location (including gym/court/field). When games are linked, the times of all such games are considered when evaluating officials' availability. 

It is acceptable to link large number of games together in one action. The system will automatically split them up based on date/location.

Games that occur after midnight up to 2 AM will be considered as if they were on the previous date if they are linked to games after 6pm on that previous date. This is to allow linking of late night games in areas that play such schedules.

To link a set of games, click the checkboxes for all of the games to be linked. Then click 

To split a set of games that were previously linked, click the checkbox(es) of the game to be split out and click .

When assigning a set of linked games, the assignor will have the option of rotating the officials between positions for each game in the link set. The rotation can be in either direction, up or down as needed.

Section 3.5.2 : Automatic Assigning (Category ID: 44)

How does automatic assigning work?
Article ID:132 Posted:5/20/2008 8:48:16 AM Updated:4/16/2013 9:36:37 PM

To activate the auto-assignment function, select the game(s) you want to assign and click

The auto-assignment feature (prior to actually making any assignment) allows you to fine tune the selection parameters, takes each game you've selected, compiles a list of eligible officials, applies a weighting factor to each eligible official, and then randomly selects an official to fill each open assignment. It will report whether it was able find an official for all selected games and will provide a list of its selections for your review prior to saving the officials to the database. You will have the opportunity to either back up and revise the selection parameters or confirm the selections given.

In compiling a list of eligible officials, several factors are considered—much as if they are manually assigned. For each and every game, the following factors determine if the official is eligible:

  • The availability calendar shows that the official is available
  • The scratch list shows no scratches related to the particular assignment
  • The official is not already working on the same date
  • Driving distance to game site (if enabled)—you also instruct the auto-assignor to ignore driving distance
  • The official's rating relative to the rating specified or calculated for the game being assigned (if enabled). You can also instruct the auto-assignor to ignore ratings.

Once the list of eligible officials has been calculated for a game, that list is then, optionally, weighted to prefer some officials over others based on their rating or their driving distance.

  • By default (weight = 1), all otherwise available officials under the specified distance limit are equally likely to be assigned to the game. By selecting a weighting other than 1, officials closer to the game site are more likely to be chosen. The higher the weight, the more likely the auto-assignor will pick an official closer to the site.
  • By default (weight = 1), all otherwise available officials under the specified maximum rating and over the specified minimum rating are equally likely to be assigned to the game. By selecting a weighting other than one, officials closer to the game's rating are more likely to be chosen. The higher the weighting, the more likely the auto-assignor will pick an official with a rating closer to the game's rating. Two separate controls are provided for over/under rated.

You will then be presented with a detailed list of the selections proposed by the system and will be given a chance to back up and re-do the selections or confirm the selections. The selections will be saved in an "Unpublished" state. You will still have the opportunity to make modifications if there are a few things you'd like to adjust. Positions assigned by the auto-assignor will be marked as such when an assignor views a single game's details (by clicking on the game number where ever it appears).

IMPORTANT NOTES:

  • If you plan to use ratings, review the ratings of your games and your officials before using the auto-assignor for the first time (See attached articles for more on ratings)
  • If you enable driving distance calculations, ensure that your game locations and officials have a zip code entered on the rosters—driving distance is a rough estimation based solely on the zip code (See attached articles for more on driving distances)
Section 3.5.3 : Self-Assignment / Assignment Reqeust (Category ID: 22)

How does the self-assignment feature work?
Article ID:26 Posted:4/25/2007 6:34:45 PM Updated:6/21/2010 10:48:27 PM

The self-assignment/assignment request feature makes an assignment open for any official to claim/request. Here is how it works:

  1. An assignor marks a game as open for self-assignment
  2. The game appears on a list of games with open positions
  3. An official "claims"/"requests" the game

In the claim mode, the official is placed in the slot when making the claim.

In the request mode, the official's request is emailed to the assignor so the assignor can make the final decision.

If the official later cannot do the game, the assignor reassigns the position to another official or removes the official from the slot. Upon removing the official from the slot, the position will reappear on the open games list.

How does an assignor make a game available for self-assignment or self-request or remove a game from the these lists?
Article ID:27 Posted:4/25/2007 6:36:27 PM Updated:4/16/2013 9:36:37 PM

To add a game to the self-assignment or requestable list, select the desired game by clicking the checkbox by the game then click .

To remove a game to the self-assignment or requestable list, select the desired game by clicking the checkbox by the game then click .

Any official already on the game will remain on the game.

DELETE ME
Article ID:28 Posted:4/25/2007 6:37:55 PM Updated:4/16/2013 9:36:37 PM
Select the desired game by clicking the checkbox by the game then click  .
Any official already on the game will remain on the game.

Can an official change their response to an assignment after it is submitted?
Article ID:89 Posted:6/5/2007 4:03:33 PM Updated:6/21/2010 11:36:37 PM

If an official wants to change a response from decline to accept, that official should contact the appropriate assignor. The assignors have the ability to change the response.

If an official wants to change a response from accept to decline, the official will have one of two options, depending on the settings that official’s organization has chosen.

If the organization has enabled the turnback option and the deadline for a turnback has not passed (another option that is usually set to 2 or 3 days before the game), the official should see a "Turnback" link directly under the game number on that official’s schedule.

If no turnback link appears, the feature is not enabled and the official is not permitted to change previous responses through RefTown once they are submitted.

When the turnback feature is either not enabled or the turnback deadline has passed, the official should contact the assignor so the assignor can change the response.

Section 3.6 : Finances (Category ID: 47)

How to Create an Invoice
Article ID:155 Posted:6/10/2009 12:48:27 AM Updated:9/7/2016 8:45:04 AM

Assuming the invoice functions are enabled under the configuration options:

  1. Click either
    1. "Pay" -> "Official's Invoices"
    2. "Pay" -> "School/Team Invoices"
  2. Click the  symbol to either start a new batch or add to an existing unpublished batch
  3. Fill out the search form to select the games you need to invoice.
  4. Click "Search Now"
  5. The next page will list all games the system believes need invoicing that match the search criterea in step 4
  6. Select the batch you wish to work with or select "New Batch"

  • Each game listed, when working on official's invoices, will list all officials associated with the game.
  • Those prefixed with a "-" and in green are currently on the game and will be paid.
  • Those prefixed with a "+" and in red are no longer on the game and will not be paid.
    • This will not include games marked as "Invoice Current". If you wish to force the system to recalculate the invoices for games it believes are already calculated, you have two options. 
      1. Force Recalculation (Keep Overrides)
        • This will cause the system to ignore its indication that a game has already been paid. It will reanalyze the selected games and will recalculate the amount that should be paid. If the amount is unchanged, it will do nothing. If the amount is different than previously paid, it will re-invoice the game with the new amount with a credit for the previously invoiced amount.
        • If you manually override any invoice amount for the game on a prior invoice, this option will keep those overrides.
      2. Force Recalculation (Ignore Overrides)
        • This does the same as the above step but discards any overridden amounts and will use the calculated amounts.
    • You can also further modify the search criterea if needed.
  1. Once you have the list of games that you wish to invoices, click "Create Official's Invoices" or "Create School's/Team's Invoices"
    • The program will verify that all of the selected games have all of the information necessary for generating invoices and will ask for any missing data
  2. Once all data is entered, the invoices will be generated
    • The dollar amounts genrerated will be drawn from the appropriate payscale and will be modified by any modifiers entered on the game/assignment.
    • For any games previously invoiced, one of three things will happen.....
      1. If the game is in an existing unpublished batch, it will be deleted from that batch and a new entry will be created in the current batch.
      2. If the game is in a existing and published batch, and now results in a different amount, the system will create a credit on the new batch to offset the amount(s) in the existing batch and will create a new entry on the current batch reflecting the correct amount.
      3. If the game is in a existing and published batch, and now results in the same amount, the system mark the game/assignment as invoiced and will not add a new item to the current batch.

Creating custom invoice items
Article ID:156 Posted:6/10/2009 1:00:05 AM Updated:10/31/2017 9:26:29 AM

Most invoice items are derived from games and game assignments. However, you may occasionally need to include items on the invoice that are not tied to a specific game.

RefTown supports this in three ways:

  1. Custom Items for Individual Invoices
  2. Custom Items for Multiple Invoices
  3. Custom Items for Multiple Invoices by Excel Import

Entering them is largely the same except for how you get to the entry form.

To add Custom Items for Individual Invoices:

  1. Browse to the specific invoice, and click 
  2. Enter an amount
  3. Enter a description of what the item is for
  4. Optionally, enter a date and category.
  5. Click "Update"

To add Custom Items for Multiple Invoices with the same category & amount:

  1. Click either
    • "Pay" -> "Official's Invoices"
    • "Pay" -> "School/Team Invoices"
  2. Click 
  3. Click "Direct Entry"
  4. Select the batch you want to work with or select "Start a New Batch"
  5. Enter a Date
  6. Enter a Category
    • The list of categories is maintained under Admin -> Configuration, Finances.
  7. Enter an amount(s)
    • This is the only field that is actually required.
  8. Enter Notes if desired (recommended)
  9. Select the officials/schools/teams to invoice.
    • Choose either all officials by sport (if multiple sports are enabled)
    • Choose officials/schools/teams by level.
    • Choose individual officials/schools/team.
  10.  Click "Submit"

To add Custom Items for Multiple Invoices by Excel Import:

  1. Prepare an Excel Spreadsheet to be imported.
    • The spreadsheet must have following columns:
      • RefTown ID, Name, Date, Category, Amount, Comments
    • A template of this spreadsheet can be obtained under Directories -> Officials (or schools/teams), Quick Links -> Import/Export -> Export Roster for Invoice Import
      • This template will include each official/school once with only their RefTown ID and Name.
    • You can include any number of items in this import, including multiple items per official or school.
    • You can include an official (or school/team) more than one time to create multiple line items.
    • Each line in the spreadsheet can use a different category.
    • The official (school/team) is matched by their RefTown ID if it is listed or by Name if no RefTown ID is listed.
  2. Import the spreadsheet:
    1. Click either
      • "Pay" -> "Official's Invoices"
      • "Pay" -> "School/Team Invoices"
    2. Click  
    3. Click Import.
    4. Select the batch you want to work with or select "Start a New Batch"
    5. Click the "Import" link at the top fo the page.
    6. Choose the file to be imported
    7. Click "Upload File Now"

Notes:

For official invoices:

  • positive amounts increase their pay (e.g., reimbursements, etc.)

  • negative amount reduce their pay (e.g., dues, equipment purchases, etc.).

For schools/teams invoices:

  • positive amounts increase the amount due (e.g., assignment fees, etc.)

  • negative amount reduce the amount due (e.g., discounts/refunds of fees, etc.).

Adding/Updating game fees
Article ID:157 Posted:6/10/2009 1:12:18 AM Updated:6/22/2010 11:43:18 AM

There are two basic approaches you can choose from to enter game fees (for either officials or schools/teams):

  1. At the time of invoice generation
  2. Prior to invoice generation

With approach #1, the program analyzes the games being invoiced and will search the database for matching game fees. If no match is found, the system will ask you for the amount and will remember that amount for any future games with the same parameters.

You can also pre-enter your game fees (or update existing game fees) under "Pay" -> "Officials Fees" or "Pay" -> "School/Team Fees." 

  1. To add a new fee:
    • To add a new fee, click the  symbol.
    • To update a single existing fee, click the "edit" link by the fee to be edited
    • To update multiple existing fees, click the "edit all" link at the top of the right column
  2. Enter the game parameters used to define the amounts to be paid/charged
  3. Enter the amount to be paid/charged.
  4. Select and adjustment set (to control any deductions, mileage, etc.)
  5. Click Update

Note that ALL fields except "duty," if enabled, must be filled in.

When you leave the duty field blank, that fee entry will match any duty not otherwise specified in the fee table. This can be useful and will greatly simplify your game fee table when you have most of your crew members paid the same but have an occasion to specify a different amount for one or more members of some of your crews, such as a crew chief.

Normally, game fees are not permitted to be "$0.00." However, this is a configuration override that will allow "$0.00" fees to be entered—use with caution.

Mileage Calculations
Article ID:179 Posted:1/6/2010 10:11:25 PM Updated:6/22/2010 12:32:56 PM

Mileage is calculated through several parts that come together to generate the mileage. The mileage calculation, if enabled, normally starts with the mileage/adjustment set as specified on the fee tables. If the matching mileage/adjustment set has specified that mileage should be calculated, the school/team roster is checked for a distance. The mileage/adjustment set is then referenced for how much to pay per mile, how much to limit the total to (maximum and/or minimum), whether to pay by round trip, and whether to pay more than one mileage per date per location.

Electronic Payments / Direct Deposits
Article ID:189 Posted:9/13/2011 12:29:27 AM Updated:10/15/2016 11:51:49 PM

RefTown, in combination with InterceptEFT, now offers an optional direct deposit service that is integrated with our financial invoicing features. Once an invoice is created, it is only a couple additional steps to make the payments directly to your officials accounts.
Officials can enter their checking account information into RefTown under their account profile. The complete account numbers will not be displayed back to the official or an administrator of the organization...only partial account numbers. The entered routing number will be validated against legal routing numbers. Due to the pattern rules of valid routing numbers, single digit typos can be detected and rejected. Account numbers have no specific pattern that can be checked. Officials will be asked to enter their account number twice to greatly reduce the risk of an error. If the two numbers don't match, it will be rejected.
Once officials have entered their direct deposit info, you can make direct deposits.
The steps to make direct deposits are...
  1. Generate officials invoices
  2. Select invoices you wish to pay for by direct deposit
    1. Browse to a single batch
      1. Pay -> Officials Invoices
      2. Click a Batch #
      3. Select the invoices you wish to pay
      4. Click
    2. Search for unpaid invoices
                                      i.        Pay -> Officials Invoices
                                     ii.        Click
                                    iii.        Select the invoices you wish to pay
                                    iv.        Click
You will now have a list of invoices that have a balance needing to be paid. This will list all invoices whether the official has entered their direct deposit information or not. Each line item (one per invoice) will indicate whether account information exists for that official.
This listing will also provide a total for the cost of the batch (not including any fees for transactions to bad account numbers).
  1. Select the invoices you still wish to pay
    1.  If you select fewer than all listed invoices, you can click “Preview Selected Direct Deposits” to revise the transaction totals
  2. Click “Execute Selected Direct Deposits”.
At this point the deposits will be submitted to our Banking partner and will be processed.
At no time will your organization’s money ever be in an account operated by RefTown….all funds will be transferred directly from your bank account to InterceptEFT, a long established electronic funds processing operation, and then to your official’s bank accounts.
These transactions will be started through a draw-down wire from your bank to InterceptEFT. A draw-down wire guarantees the funds to InterceptEFT and allows the payments to be made more quickly….next business day if the batch is submitted before the cutoff time. This method does require a per-batch fee of but it allows us to offer a much lower per-deposit fee.
All fees incurred as a result of submitting a batch will automatically be charged to the organization through one of two methods...
  1. As an additional direct deposit from the account from which your direct deposit funds are also drawn.
  2. As a separate transaction drawing the funds from a designation account to be charged for the fees.

The overall cost per transaction can be cheaper than printing and mailing checks and is far more efficient. Depending on the size of your organization and the number of payments to be made, the cost per transaction can be as low as $0.50-$0.60 per deposit. For actual costs, see our price sheet listed below.

This function requires that your organization enter a 3-way contract with InterceptEFT and RefTown allowing RefTown to facilitate electronic transactions initiated by you to be processed by InterceptEFT. This can take a bit of time to complete.

Collecting payments from officials through PayPal
Article ID:190 Posted:9/13/2011 1:28:19 AM Updated:4/7/2014 12:08:43 PM

You can collect payments from officials through PayPal by generating invoices with a negative balance and supplying the paypal email address that is connected to the account that will receive the money.

After creating a negative balance invoice for one or more of your officials...perhaps for dues, banquets, equipement purchase, etc. usually using the "Custom Invoice Item" feature, you simply edit the batch properties to supply an email address associated with the PayPal account that will recieve the money.

Officials can pay with an eCheck, their paypal balance, or a credit card.The official doesn't even need a PayPal account if the recipeint's account is a PayPal verified account

RefTown provides this feature for no additional cost. However, PayPal will charge transaction fees for all such transactions. You can designate whether their fees will be added onto the invoice amount paid by the sender (official) or decuded from the amount received by the designated account.

Transferring Data from RefTown to Quickbooks
Article ID:198 Posted:1/10/2013 5:22:43 PM Updated:1/10/2013 5:25:47 PM

First, your roster may need to be cleaned up a bit…any one who has entered a “Business Name” should be verified....some officials mistakenly put their place of emplyment there when it is intended to be used when they officiate as a corporation (which is not common).

 

One Time Setup:

RefTown needs to know the name of the account in QuickBooks that is used to track the amounts due to the officials (vendors).

1.       Admin -> Configuration – Finances, OFFICIALS FINANCES, Advanced Invoice Options

2.       Under QuickBooks Options, enter the name of the Accounts Payable account from QuickBooks….if you haven’t changed it to something else in QuickBooks, it should already be set as it needs to be.

 

 

Steps to import:

  1. Export Roster from RefTown
    1. Directories -> Officials, QuickLinks -> Import/Export -> Export Roster for QuickBooks
    2. Save this file to a convenient place on your computer
  2. Import Roster to QuickBooks (becomes vendors)
    1. File -> Utilities -> Import -> IIF Files…
    2. Locate the file saved above and import it (click Open)
  3. Export Invoice Batch from RefTown
    1. Pay -> Officials Invoices
    2. Click the Batch # you want to export
    3. QuickLinks -> Export -> for Quickbooks (.iif)
    4. Save this file to a convenient place on your computer (each export will be named with the batch number in the name).
  4. Import Transactions to Quicken
    1. File -> Utilities -> Import -> IIF Files…
    2. Locate the file saved above and import it (click Open)

 

Repeat steps 1 & 2 as needed whenever you have a change in the roster (new names, changed names, new SSN’s etc.)

The roster export/import is based on the official’s name. What this means is that you can’t have two officials with the same name. If you have such a case, you’ll want to make sure to use middle initials or something to distinguish between the two. This is a limitation imposed by QuickBooks using the names for importing.

Repeating 1 & 2 should not create duplicates as long as the names remain the same.

If a person changes from “James” to “Jim”, the 2nd roster import will create a new vendor. In QuickBooks, you’ll want to merge the two back into one. To do so, in QuickBooks, edit the obsolete name to have the new name. QuickBooks will then recognize that the two are the same and will ask if you want to merge them.

 

Repeat steps 3 & 4 as many times as necessary, once per batch that you wish to transfer.

If you try to reimport the same batch, it will give  a bunch of error message about duplicate bill numbers. It is using the invoice # from RefTown to uniquely identify each invoice so you shouldn’t be able to create duplicate payments for the same invoice.

Once you do the invoice batch export/import, I strongly recommend that you publish the RefTown invoice batch and leave it alone. Any corrections should be done in a new batch. If you don’t do that, you’ll need to make manual adjustments to what you had imported into QuickBooks.

Once everything is imported into QuickBooks, you can “Pay Bills” (Vendors -> Pay Bills) to start your check writing process. See Quickbook documentatoin for more info.

 

1099 Requirements and Preparation
Article ID:203 Posted:1/8/2014 8:06:47 PM Updated:10/16/2016 2:18:00 AM

RefTown offers the option of generating 1099's. This includes electronic distribution your officials as well as electronic filing with the IRS and most states.

1099 REQUIREMENTS

  1. Prepare your organization's account to be ready for 1099 generation.
  2. Prepare invoices on RefTown to show the accurate amounts that should be included on an official's 1099.
    • These invoices can
      • be generated within the RefTown system from game schedules
      • can include non-game related entries that can be input directly within RefTown
      • can include additional information imported from an Excel spreadsheet.
  3. Mark the invoice batches to indicate the correct Tax Year

1099 PREPARATION

  1. Go to Pay -> Officials 1099 Management
  2. If the configuration notice at the top of the page indicates your configruation is incomplete, provide the 
  3. Under Report of Official's 1099 Readiness, click on the appropriate year.
    • This will list all batches that are being included and where they are found
      • If the data is incomplete, find the missing batch (either in the live system or in an archive) and mark it with the appropriate Tax Year....you may wish to review invoice batches in your recent archives to be sure they have been marked with the appropriate tax year.
    • This will list each official that received payment in a batch marked as the selected tax year.
      • The officials will be divided into 3 groups.
        1. Officials making less than the minimum (typically $600)
        2. Officials making over $600 with all necessary information
        3. Officials making over $600 but missing some required information (SSN, Address, etc).
          • These will be listed at the top.
          • For any official missing information, obtain the necessary info and add it to the system.
  4. Once all officials have complete information, or you have obtained all information that you can, press the button labeled "Request Generation of 1099s"
    • Until we receive your request we will not process any 1099s.
      • You can pre-pay for the 1099 services with your annual subscription.

1099 GENERATION

Once your data is complete and we are notified, we will typcially generate your 1099s within 1 to 2 days. 

Once we have generated your 1099s, they will be posted to your account as follows:

  1. An individual PDF for each official.
  2. An All-in-one PDF file with all officials, 3 officials per page, for your records.
  3. An All-in-one PDF file with all officials, 1 official per page, that can be used for printing and distrubution to officials that can not download and open the form from RefTown.

Per IRS regulations, all PDF files are individually encrypted and password protected.  The password for an individual official's 1099 is the officials SSN (or TIN)...digits only, no dashes. The password for the All-in-one PDFs will be a randomly generated set of characters that will be provided directly to those that need access to those files.

1099 DISTRIBUTION

The system provides an email mechanism that notifies officials that they have a 1099 ready to be accessed.

Each official with a 1099 will need to do two things:

  1. Download their 1099
    • Log into RefTown
    • Go to Pay -> My Invoices & 1099s.
    • Click either "View" or "Download" for their current 1099
  2. Confirm Receipt
    • The IRS requires that the officials individually confirm that they were able to download their 1099 AND that they were able to open the 1099.
    • Reftown provides a mechanism where the official can confirm they were able to do these things.
      • They can also confirm reciept by email, or phone and an administrator can mark the offiial as confirmed.
    • If the official does NOT confirm receipt by some method, they will be considered to have not recieved a 1099 according to the IRS.

1099 FOLLOWUP

Periodically, it is recommended to send out reminders through Reftown to those who have not yet confirmed receipt. The system provides an email function on the 1099 managment page to do exactly that. It will only send the notice to those who have not yet confirmed receipt.

For those who have not confirmed near the end of Janurary, it is required by the IRS that you print and mail paper copies by January 31st. The All-in-one file with 1 official per page is designed for this purpose. When printing, you can either print the entire file or select specific pages to be printed.

Near the middle to end of March, we will electronically file all 1099s with the IRS and most state agencies, including: 

  • Alabama, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, District of Columbia, Georgia, Hawaii, Idaho, Indiana, Iowa, Kansas, Louisiana, Maine, Maryland, Massachusetts, Minnesota, Mississippi, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Carolina, North Dakota, Ohio, South Carolina, Utah, Virginia and Wisconsin. 
  • We also support filling in Oregon through a seperate process.

We will provide a confirmation to you once we have filed your 1099s with the IRS.

Using Custom Invoice Item Categories
Article ID:204 Posted:1/8/2014 8:15:30 PM Updated:1/8/2014 10:06:32 PM

RefTown allows each non-game line item on an inovice to be categoriezed into any number of organization definable categories.Using such categories can allow an organization greater flexibility with managing finances. They can also be used to control what items are counted towards an official's 1099 income.

Categories are not needed for game line items on invoices....they are automatically included in a "game" category.

To create a cagegory...

  1. Go to Admin -> Configuration - Finances
  2. Click on "Invoice Categories".
  3. Click on 
  4. Enter a Category Title
  5. Enter an additional description if desired (not required)
  6. Select whether items in this category should be included in an officials 1099 income.
    • The same category can be used in either official or school/team invoiceing but this option will have no effect on a school/team invoice.

When adding a a custom invoice items, choose one of available categories. Custom invoice items without a specified category will automatically be included in a miscellaneous category.

Preparing Your Organization, Invoices, and Officials for 1099 Processing
Article ID:205 Posted:1/8/2014 9:58:42 PM Updated:1/8/2014 10:06:12 PM

Preparing  and/or Verify your Organization's Account for 1099 processing

  1. Go to Admin -> Configuration - Finances
  2. Click on "1099 Setup"
  3. Fill in all relevant data as it will appear on the 1099 and will be reported to the IRS.
    • Required:
      • Legal Organization Name
      • Tax ID
      • Organization Address, City, State, Zip
      • Organization Contact Name, Title, Phone, and Email
  4. Choose a minimum amount needed to trigger a 1099.
    • NOTE: The IRS requires 1099s for all offiicals paid $600 or more.
    • Some states may have lower limits. Set the amount to the lowest of the two values.
    • You can safely issue 1099s for lower amounts if desired.
  5. Select whether uncategorized non-game custom items should be included in the 1099 total.

Preparing Invoices to be Included in 1099 Processing

  1. Go to Pay -> Officials Invoices
  2. Click the checkbox for any batch that does not have a Tax Year specified that should be included.
  3.  Click 
  4. Enter the appropriate Tax Year.
    • This will be the year in which the payments were actually made...not the year the games occured in.
      • Example: If games played in December 2013 were not paid until January 2nd, 2014, they should be marked with the Tax Year of 2014.
  5. Click "Update This Item"

Preparing officials for inclusion in 1099 Processing

  1. Go to Pay -> Officials Invoices
  2. On any one of the batches for the Tax Year of interest, click on the year of interest

OR

  1. Click on Pay -> Official 1099 Managment
  2. Click on the year of interested under "Report of Official's 1099 Readiness"

This will generate a summary of which batches are being included in the totals.

It will also generate a report of:

  1. How many officials are missing an SSN/TaxID (you want this number to be 0)
  2. How many officials are under the limit for requiring a 1099
  3. How many officials are ready to have a 1099 generated

For officials without a valid SSN/Tax ID, the report will include a link where you can edit the official's account to add an SSN or Tax ID.

Transferring Invoice Information from the archives or other sources to be used for 1099 generation
Article ID:207 Posted:1/8/2014 11:55:12 PM Updated:1/8/2014 11:55:12 PM

 If some of your financial data is either in a RefTown archive or is in some other form, you can bring it into RefTown to be included in the official's 1099.

If it is in the archives, you will first need to transistion to viewing the archives to start (Other -> Site Archives)

Once in the appropriate archive...

  1. Go to Pay -> Officials Invoices
  2. Click the Tax Year that you wish to export

POTENTIAL PROBLEMS:

  • NO batch from the archive should exist in the archive and the live system where both have the tax year specified.
    • This will lead to a duplication of amounts if such data is imported into the live system. If you have the same data in the archive and the live system, you should either delete such batches from the live account since they are already archived OR not mark both as part of the tax year being processed. If you wish to remove the tax year indication from the archived batch, contact us for assistance.
  • If you have used miscellaneous custom items in your archived invoices that should not be included in the 1099 totals and you have not set the archived version of your account to exclude them, contact us for assistance.
    • The default settings will include all uncategorized miscellaneous items in the 1099 total and your permissions will not allow you to edit any archived settings or values.
    • Examples of items that should not be included in a 1099 total are dues, equipment purchanse, etc.

1099 Generation
Article ID:208 Posted:1/5/2015 7:49:41 PM Updated:1/5/2015 8:57:47 PM

RefTown offers the option of generating 1099's. This includes electronic distribution your officials as well as electronic filing with the IRS and most states.

1099 REQUIREMENTS

  1. Pre your organization's account to be ready for 1099 generation.
  2. You must prepare invoices on RefTown to show the accurate amounts that should be included on an official's 1099.
    • These invoices can generated within the RefTown system from game schedules or can include non-game related entries that can be input directly within RefTown or can be imported from an Excel spreadsheet.
  3. You must mark the invoice batches to indicate the correct Tax Year

1099 PREPARATION

  1. Go to Pay -> Officials 1099 Management
  2. Under Report of Official's 1099 Readiness, click on "2014"
    • This will list all batches that are being included and where they are found
      • If the data is incomplete, find the missing batch (either in the live system or in an archive) and mark it with the appropriate Tax Year....you may wish to review invoice batches in your recent archives to be sure they have been marked with the appropriate tax year.
    • This will list each official that received payment in a batch marked as tax year 2014.
      • The officials will be divided into 3 groups.
        1. Officials making less than the minimum (typically $600)
        2. Officials making over $600 with all necessary information
        3. Officials making over $600 but missing some required information (SSN, Address, etc).
          • These will be listed at the top.
          • For any official missing information, obtain the necessary info and add it to the system.
  3. Once all officials have complete information, or you have obtained all information that you can, contact us to request that your 1099's be generated.
    • Until we receive your request and payment we will not process any information.
      • You can pre-pay for the 1099 services with your annual subscription.

1099 GENERATION

Once your data is complete and we are notified, we will typcially generate your 1099s within 1-day. 

Once we have generated your 1099s, they will be posted to your account as follows:

  1. An individual PDF for each official.
  2. An All-in-one PDF file with all officials, 3 officials per page, for your records.
  3. An All-in-one PDF file with all officials, 1 official per page, that can be used for printing and distrubution to officials that can not download and open the form from RefTown.

Per IRS regulations, all PDF files are individually encrypted and password protected.  The password for an individual official's 1099 is the officials SSN (or TIN)...digits only, no dashes. The password for the All-in-one PDFs will be a randomly generated set of characters that will be provided directly to those that need access to those files.

1099 DISTRIBUTION

The system provides an email mechanism that notifies officials that they have a 1099 ready to be accessed.

Each official with a 1099 will need to do two things:

  1. Download their 1099
    • Log into RefTown
    • Go to Pay -> My Invoices & 1099s.
    • Click either "View" or "Download" for their current 1099
  2. Confirm Receipt
    • The IRS requires that the officials individually confirm that they were able to download their 1099 AND that they were able to open the 1099.
    • Reftown provides a mechanism where the official can confirm they were able to do these things. They can also confirm reciept by email, or phone.
    • If the officials does confirm receipt, they effectively did not recieve the 1099.

1099 FOLLOWUP

Periodically, it would be a good idea to have the system send out reminders to those who have not yet confirmed receipt. The system provides an email function on the 1099 managment page to do exactly that. It will only send the notice to those who have not yet confirmed receipt. Note the IRS  allows confirmation through other means such as email or by phone.

For those who have not confirmed near the end of Janurary, it is required by the IRS that you print and mail paper copies (deadline of January 31st). The All-in-one file with 1 official per page is designed to be used in that manner. When printing, you can either print the entire file or select specific pages to be printed.

Near the middle to end of March, we will file all 1099s with the IRS and most state agencies, including: 

  • Alabama, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, District of Columbia, Georgia, Hawaii, Idaho, Indiana, Iowa, Kansas, Louisiana, Maine, Maryland, Massachusetts, Minnesota, Mississippi, Missouri, Montana, Nebraska, New Jersey, New Mexico, North Carolina, North Dakota, Ohio, South Carolina, Utah, Virginia and Wisconsin. 
  • We also support filling in Oregon through a seperate process.

We will provide a confirmation to you once we have filed your 1099s with the IRS.

Using the Paysheet System
Article ID:216 Posted:10/13/2016 3:38:11 AM Updated:10/13/2016 3:38:11 AM

Once enabled, youll see some new icons on the game schedule.

  1. There will be an icon for each game in the upper right corner of the officials box that looks like this: https://www.reftown.com/_icons/payments.gif.
    1. This icon will only appear on games which the user (official or payor) has permissions to access the paysheet.
    2. Clicking that will show the paysheet for that individual game
  2. The same icon will also appear in the top of that column. Clicking that icon will take you to a single pay sheet for all games listed on the current page.
    1. Again, it will only show paysheets for which the user has permissions.

The paysheet page will show the game details followed by the officials assigned along with their details as set on the paysheet configuration page.

On the paysheet page will be several buttons at the top of the page that will lead to various export options and to a printable version of the pagea much cleaner view without the menus, buttons, and most of the links that appear on the regular view of the page.

If the paysheet includes more than one game, there will be a summary section at the bottom of the listings that summarizes the total amounts to be paid to each official from each payor represented on the paysheet page.

When a paysheet page with multiple games is printed, each game will appear on a new page and the summary section for each payor will be on a new page.

Invoice Reconciliation and Verification Functions
Article ID:219 Posted:10/16/2016 12:05:22 AM Updated:10/16/2016 12:05:22 AM

If you use both the official invoice function and the school/team invoice function, you can make use of two features that will aid you in verifying that you have the system configured correctly, have your game fees entered correctly, and that both sides are in general agreement with how much money is being charged/paid.

Fee Comparisons

Under the  Pay Menu, click on Fee Comparison. This will be available and useful if the same terms  (aside from Duty) are used to calculate invoice amounts for both officials and schools/teams.

This page will list all currently entered fee combinations in either fee table and compare them with the opposite table.

  • If you see red/missing, that fee is only in one table. You can use the << or >> buttons to copy the fee matching fee to the other table (it accounts for the crew size by either multiplying or dividing the amount depending on which way youre going).
  • If you see green, the total of game fees from both sides match.
  • If you see yellow on both sides, the amounts dont match. In some cases, this may be correct.
    • From there you can either copy from the correct side to the other or use the <-> button to edit that entry.

Invoice Reconciliation

Under the Pay Menu, click on "Invoices Reconciliation".

This page will compare, on a game-by-game basis, the total amount of money charged to a school/team with the total amount of money paid to officials. It compares only the base game fee as well as the travel fee. This can be a great way to ensure all of your financial transactions match. This report can be filtered based on various game details.

What happens when an officials direct deposit can't be made due to a close or invalid account
Article ID:220 Posted:10/16/2016 12:20:54 AM Updated:10/16/2016 12:20:54 AM

Occasionally, direct deposits can not be completed. This can happen when an official provides an incorrect routing number or account number. This can also occur when an account is closed.

When that occurs,

  1. Reftown receives a notice that the deposit was unsuccessful....usually within 1-3 days after the scheduled deposit posting date.
  2. The funds will be reversed to the organization's bank account within 3-5 business days.
  3. Reftown will send both the official and organization administrators an email indicating that the deposit was unsuccessful.
  4. The invoice associated with that deposit will be marked as not paid.
  5. The officials account information will be deleted from the system to prevent additional unsuccessful deposits.
Section 3.7 : Voting, Ballots, Quizzes, and Signups (Category ID: 45)

How does the ballot/voting/quiz system work?
Article ID:143 Posted:10/14/2008 9:09:19 AM Updated:2/28/2017 11:41:04 PM

The Reftown Ballot/Signup system provides a secure, independent method of collecting votes for various purposes.

The system remembers who has voted and when. It will not permit a revote by the same individual.

The details of a submitted ballot are not available to anyone else in your organization.

  • All that is revealed is the number of votes cast for each question, the number of votes cast for each option, and, in the case of ranked-list ballots, ranking information.

Once votes are cast, removing options is not permitted or supported—that would corrupt the votes already cast.

A voter can confirm that the voter’s own ballot was received by returning to the ballot—the time and date of the submission will be displayed with a notice that the voter can not vote again.

Like game assignments, ballots/signups remain invisible to the members until published.

Ballots/signups open and close automatically based on the dates entered. Once a ballot/signup opens, changes are not permitted.The results are automatically tabulated online and the winners determined. The actual ballots are stored in the database but are not visible.

What is the difference between a Ballot and a Signup and an Exam/Quiz?
Article ID:140 Posted:10/14/2008 8:27:34 AM Updated:11/16/2010 12:55:59 AM

They are the same in nearly every way.

The ballot is a "secret" ballot system. No one has access to the details of the ballot submissions. Depending on options selected, administrators of the ballot may be able to see a list of who has submitted a ballot (but, again, not thier choices). The option selected will be shown on the ballot.

The signup is much like the ballot except that the administrators can see the details of the submissions....who selected what.

The quiz/exam allows you toenter a "correct" answer and will generate a % correct score.

 

How do I configure a new or existing ballot/signup/quiz?
Article ID:141 Posted:10/14/2008 8:45:57 AM Updated:10/16/2016 2:34:40 AM
  1. From the ballot/signup/quiz page, Click on  to add a new item or  to configure and existing item.
  2. Enter a title, a start date and time, and an end date and time
  3. Select the people who will be participating
    1. All Officials
    2. All Schools/Teams
    3. Officials by level...levels to be selected later
    4. Schools/Teams by level....levels to be selected later
    5. Specific Officials ---to be selected later
    6. Specific Schools/Teams ---to be selected later
  4. Indicate how you want to reveal the results to your members:
    1. When Certified: The results become visible to administrators when the polls close and await approval from an admin before they're visible to the members. (You can select ballot administrators specifically for a single ballot).
    2. After Close: The moment the end date and time pass, the results are visible.
    3. Always: The results are live...visible every moment
    4. Private: never revealed online...you reveal them by your own methods
  5. How do you wish to reveal the results to ballot administrators:
    1. After Close: The moment the end date and time pass, the results are visible.
    2. Always: The results are live...visible every moment
  6. Should a confirmation email be sent to the submitter and should it include the details of the ballot or just that a ballot was submitted?
  7. If desired, enter general notes about the ballot/signup/quiz.
  8. Click "Update This Item"
  9. Preview the Ballot
    • If you configured the ballot to be based on level or for specific official or schools/teams, click on the eligibility type to select the eligible levels.
    • If you wish at add ballot administrators (in addition to your general administrators), click on "Admins (edit)"

      Notes:

      • All configuration options are shown to all members
      • Most of the configuration options disappear (can not be changed) once the ballot is published and the start date/time has passed

How do I add/edit questions on a ballot/signup?
Article ID:142 Posted:10/14/2008 8:58:48 AM Updated:8/28/2016 8:26:37 PM

ADDING QUESTIONS

  1. Preview the ballot/signup/quiz
  2. Click Add/Edit a question
  3. Enter the question (e.g. Vote for President, On what day should XYZ have its meetings?, How many points are scored on a touchdown?)
  4. Select the type of answer expected:
    1. Yes/No
    2. Favor/Oppose
    3. True/False (only available on a quiz/exam)
    4. Multiple Choice  (only available on a quiz/exam)
    5. Officials - Select One/Many
      • This option allows you to provide a list of several candidates and allows the voter to select one or more candidates as configured in the next step.
      • All selections are equal.
      • This is often used for tournament voting, where each official picks at least some number and no more than another number of candidates
    6. Officials - Ranked List - Instant Runoff
      • In this one, the voter will rank the options from most preferred to least preferred.
      • This method is used when a majority vote is required to win an election.
      • The rankings are used to eliminate the least-preferred option and reallocate the votes for that option to the remaining option . This avoids the need for runoff elections when there is a plurality.
      • There are several websites that detail this form of voting.
    7. Officials Ranked List - Generic
      • The votes are cast as above.
      • A table of who received how many votes in each ranked position is provided for your own use.
      • The site provides one possible scoring of the rankings by assigning a number of points to each submissions....the higher the ranking, the more points....but you are free to use the provided raw data to tabulate the results in a different way.
    8. General - Select One/Many
      • Like #5, but use freeform text as the choices
    9. Number
      • The answer is expected to be a number
    10. Text - One line
      • Good for simple surveys or write-in votes
    11. Text - Multiple lines
      • Good for surveys
  5. If the vote type is a "One/Many" or a "Ranked List", enter a minimum number of selections and a maximum number of selections for the submission to be valid.
    • In the case of ranked lists, this will greatly simplify the ballot/signup form in addition to restricting the number that can be selected
  6. Check the "Allow Candidate Statement" box if you want to enable candidates to enter their own position statements
  7. Optionally, enter a detailed explanation and chose whether it will be displayed with the question, or if the explanation will be shown only if the voter clicks on the "Explanation" link on the ballot
  8. Click "Update This Item"

 CONFIGURING OPTIONS FOR SELECTION LISTS

  • If you chose a question type that has a list of officials, click by the target question to choose your list.
  • If you choose a question type that has general items, click  by the target question to enter your list
    • Note that you can cause options on general item questions to expire before the entire ballot/survey/signup/quiz closes.
    • This can be used for signups where various options become unavailable at different times...e.g., repay, pay-at-the-door, etc.
  • Options can not be modified after the opening time 

 FINAL STEPS

  • Sort your questions and/or options as desired using the up/down sort arrows
  • If it is an exam/quiz, edit the answer key from the main quiz listing
  • Publish when ready
  • Send Reminders periodically
    • None are sent automatically at this time
    • Only those who have not made a submission will be reminded.

How do the instant run-off elections work?
Article ID:144 Posted:10/14/2008 9:24:32 AM Updated:6/22/2010 11:53:09 AM

The instant runoff voting tabulates votes based on the principle that any vote cast for a last-place candidate shall be transferred to the next-choice candidate on that ballot until one candidate has a majority of votes. This ballot-count method duplicates what would occur if all voters participated in a graduated series of runoff elections.

Vote counting shall start with a tabulation of first-choice votes. If a candidate receives a majority of the first-choice votes, then that candidate shall be declared elected. If no candidate receives such a majority, then the candidate with the fewest first choices shall be declared defeated. Ballots cast for this defeated candidate shall be transferred at full value to the next-choice candidate marked on each ballot. Last-place candidates are eliminated and their supporters' ballots transferred to next-choice candidates who are still in the race in a similar manner until a candidate receives a majority of votes that have not been exhausted.

If a ballot has no more available choices ranked on it, that ballot shall be declared "exhausted."

If there are two candidates with fewest number of first place votes, the number of second-place votes are included. If that still doesn't break the tie, third-place votes are included, and so on. It's still possible, but highly unlikely, that there will still be a tie.

Example:

4 candidates, 50 voters

A: 22 first-place votes

B: 16 first-place votes

C: 6 first-place votes

D: 6 first-place votes

No candidate has a majority of the first-place votes. This voting method drops the one with the fewest votes. In this case, there are two. Which one to declare defeated? Since they have the same number of first place votes, the second-place votes for those two are considered for the tie-breaker.

C: 10 second-place votes

D: 13 second-place votes

C is eliminated and D remains. The 6 ballots that have C as their first choice are referenced for their second choice (they be come first choice votes now that C is no longer in the race, the 3rd place votes become 2nd, etc.)

Of those six votes, two have A second, and 4 have B second.

That gives the following:

A: 24 first place votes

B: 20 first place votes

D: 6 first place votes

Still no majority.

D is alone in last place, so D is eliminated. The 6 ballots that have D as their first choice are referenced for their second choice. Those votes are added to A and B. One of them will now have a majority or there will be a tie.

If there is still a tie, the one with the greater number of first place votes in the prior round is declared the winner—having more natural first place votes.

Section 3.8 : Custom Content (Category ID: 23)

How does an administrator add or edit custom page content?
Article ID:36 Posted:4/25/2007 8:00:19 PM Updated:11/6/2014 9:52:02 PM

There are 3 regions on nearly every page where you can add your own freeform content:

  • The Header area will appear just below the Menu and Page Title and before the page's main content
  • The Footer area will appear just below the page's main content and before the time/date/copyright information
  • The Left area appears just below the Menu and Page Title and before the page's main content

To add fully customizable information to a page, click on the menu labeled "Custom" then "Customize this Page."

A page will open where you can select the area of the page to add to or and item to edit or delete.

 On the editing screen, you will be presented with a full featured editor that allows extensive page formatting: fonts, colors, tables, etc. You will have several options that control who can see the custom content and when it apears.

After editing the content, click "Update Custom Header" to save the changes. Hover your mouse over the  symbol for more info on each option.

Editing Tips:

To add a link to another page or document:

  1. Type the text that you wish to appear for the link.
  2. Highlight that text
  3. Click the button that looks like a chain link 
  4. Paste the address into the "Link URL" box
  5. Choose whether the link will open in the current window or in another window.
  6. Click "Insert"

Can I add my own custom pages to RefTown?
Article ID:37 Posted:4/25/2007 8:06:00 PM Updated:6/21/2010 10:59:52 PM

Yes, you can add complete pages to RefTown.

To do so, click the "Custom" menu then select "Add Custom Page."

A page will open with a full-featured editor that allows extensive page formatting: fonts, colors, tables, etc.

You may make the pages accessible only to officials, or you may also allow schools and/or the public to access the new pages by checking the appropriate boxes.

Give each page a "Menu Title" (the name that will appear in the menus) and a "Page Title" (the name that will appear at the top of the page once opened).

Create the content.

After editing the content, click "Update This Item" to save the changes.

The added pages can be reached through the "Custom" menu by the "Menu Title."

Section 3.9 : Posting and Managing Documents (Category ID: 25)

How do I add documents or document categories/folders to RefTown?
Article ID:44 Posted:4/25/2007 8:43:32 PM Updated:11/6/2014 9:45:05 PM

Add new Documents:

  1. Go to "Other..." -> "Documents"
  2. Click ""
  3. In the page that opens, select the file to upload, using the "Browse..." button
  4. If you wish to rename the file, enter a new name
  5. Select a folder for the document
  6. Choose who will have access the document
  7. Click "Upload Now"

 

Add new Document Categories/Folders:

  1. Go to "Other..." -> "Documents"
  2. Click " "
  3. Enter a name for the new folder 
  4. Select a parent folder for the new folder
  5. Click "Update This Item"

Reference Uploaded Documents for use in Other Places

  1. Right mouse on the document of interest and left click the item that is similar to  "Copy link address" or "Copy Shortcut".
  2. Paste the copied address into the desired place.

How do I change the name, category or permissions of a document?
Article ID:45 Posted:4/25/2007 8:46:19 PM Updated:6/21/2010 11:07:27 PM

To modify the details of a document already on RefTown:

  1. Go to "Other Info" -> "Documents"
  2. Click the checkbox beside the desired document
  3. Click ""
  4. In the new page that opens:
    1. Choose whether to allow the public and/or school to access the document
    2. Enter a new category for the document
    3. Enter a new name, if desired
    4. Click "Update This Item"

How do I edit a document that is posted on RefTown?
Article ID:46 Posted:4/25/2007 8:48:21 PM Updated:12/8/2013 11:34:25 PM

Documents posted on RefTown cannot be directly edited.

To change their content:

  1. Download the current version to your computer
  2. Make the desired changes
  3. Click the checkbox for the old document
  4. Click
  5. In the new page that opens, select the file to upload—using the "Browse..." button
  6. If you wish to rename the file, enter a new name
  7. Select a folder for the document
  8. Choose whether to allow the public and/or schools/teams to access the document
  9. Click "Upload Now"

What types of documents are supported on RefTown?
Article ID:47 Posted:4/25/2007 8:49:27 PM Updated:4/16/2013 9:36:37 PM

.doc
.docx
.docm

Microsoft Word

.gif

GIF Image

.htm
.html
.mht

standard web html

.jpe
.jpg
.jpeg

JPEG Image

.pdf

Adobe PDF

.ppt
.pps
.pptx
.pptm
.ppsx
.ppsm

Microsoft Powerpoint

.rtf

RTF Document

.tif
.tiff

TIFF Image

.txt

Text Document

.csv
.xls
.xlsx
.xlsm

Microsoft Excel

.wmv
.wma
Windows Media
.flv Flash Video

How do I link to a document posted on RefTown from either inside of RefTown or outside?
Article ID:201 Posted:12/8/2013 11:33:22 PM Updated:12/8/2013 11:33:22 PM

To create a link to a document posted on your documents page,

  1. Locate the document on RefTown's Documents page
  2. Right mouse on the document of interest and click "Copy URL" or "Copy Address" (the exact wording may vary depending on what browser you use).

Paste the above copied address/url into the desitnation location.

If the destination location is a custom text area within RefTown:

  1. Open the editor of the item where you wish to place the link.
  2. Where you wish the link to appear, type the text you wish to use for the link
  3. Click the "Insert/Edit Link" button on the editor toolbar (looks like a link from a chain)
  4. Paste the address/url copied above into the "Link URL" box.
  5. Update when done.
Section 3.10 : FAQ (Category ID: 40)

Change Log - 2012 - June
Article ID:196 Posted:6/10/2012 4:08:51 AM Updated:6/11/2012 2:28:39 AM

Games

  • Added ability for assignors to pre-define regular crews
    • From the official's roster, under quicklinks, an assingor can form multiple pre-defiened crews of officials to make assigning more efficient when the same crews are used repeatedly
  • Added 2nd "Evaluator" duty position to crews
  • Optimized page content to be 15-20% smaller (faster loading)
  • Added optional ability to enter a per-game time zone...defaults to organization time zone.
  • Show game rating on game management page as was already done on the main games page
  • Added option while editing game details to cancel currently assigned officials upon saving the game change
  • Added ability to rate officials on a per-sport basis rather than a single rating value
  • Added new Game Management report that looks for games at the same location that are too close togther.
  • Added new game conflict report that checks basic game times at the same location for potential problems

Availability/Scratches

  • Added client-side checker for times...requires valid time entries (or b before submissions
  • Added ability to scratch other officials
  • Changed scratch entry method to use popup window....makes scratch listings more compact
  • Reorganized availability access to remove unnecessary and confusing step....edit buttons take a person directly to the edit page rather than to an intermediate page to select the type of availability to edit.
  • Added ability for an official to specify the maximum number of days they can work in a rolling 7-day window....3 days before and 3 days after the game an assignor is currently assigning.
    • When a Wednesday game is being assigned and an official has enter 3 days they will not be available if they are already working any 3 of Sunday, Monday, Tuesday, Thursday, Friday, or Saturday.

Security

  • Upgraded to more secure storage method for sensitive personal data
  • Added whitelist parser for arguments passed to the site and more aggressively block attempts to access the site with nefarious intentions.
    • We were recently but unsucessfully targeted by hackers trying to break into our system. Even though we detected their attempts and they were unsucessful, we have fortified our security measures in many areas. 

Email

  • Added ability for officials and schools/teams to use RefTown to compose and send emails. When a user clicks on an email address, they'll be asked for the method they'd like to use to send the email. This will allow users to utilize different email systems on difference computers under thier one account instead of having to configure one to use at all locations. This also allows all users to have a method to click and send email even when they do not use an email system that RefTown directly supports for click-through access. Users are limited to sending to a configurable of recipients (default is 3) OR the entire crew of the game they are contacting. 
  • Added new email archive system that logs nearly ALL messages sent by and to each user. Certain types of messages (such as new game notices and other time limited messages) will expire after a period of time.
  • Redesigned email interface to be more streamlined and resemble many email programs

System Menus

  • Added more options for administrators to block access to certain pages.
  • Changed "block page" appearance in menu to clearly indicate that the page has been disabled.
  • Added ability to retitle "Ask the Ref" to whatever an organization wished to use

Data Editing Forms

  • For many of the data editing forms that follow the standard interface, the various section are collapsable (as indicated by a red triangle at the left of the section header. A few forms where their are items that are infrequently used, there are section that are collapsed to start and can be re-expanded when needed.

Forms

  • Added option to require acceptance of terms and conditions on registration forms....a contract acceptance to join an organization.

Roster

  • Merged official's "active" and "disabled" status checkboxes into a single control where administrators selecte from a list of "Active" , "Inactive", or "Disabled"
  • Added ability for officials to use a "Business Name" and a "Tax ID" if they are operating under an incorporated entity....info used on Invoices if it exists instead of their personal info
    • The Tax ID is also protected in the same manner as the SSN...never displayed to the official. They are required to double enter the value to confirm its accuracy.
  • Move administrative type functions such as "Send Account Info" into Quicklinks menus.

Password Reset (or initial set)

  • Simplified by one step and keeps special access key alive and valid, even after providing a random password, until a new password is sucessfully set, or it expires in a couple of days.

Finances

  • Added "Compact" view to invoices that will reduce the number of lines on most invoices and may reduce the number of pages it takes to print each invoice.

Committees

  • Added ability to enter custom information by each member of a committee...such as term of service on the committee.

 Miscellaneous

  • Restyled site with new look, new background, curved elements (visible only on IE9 or newer or nearly any version of Chrome, Firefox, or Safari).
  • Enhanced Pasword Mangement to have client-side password quality checker and legality checker
  • Changed several server settings and page generation procedures to optimize page load times
  • Reorganized default home page.
  • Added double click functionality to quickly edit main items on games, officials roster, and school/team roster pages.
  • Added access to officials duties, sports, ratings, etc. to configuration page in addition to roster.

Change Log - 2012 - January - May
Article ID:195 Posted:6/10/2012 2:46:58 AM Updated:6/10/2012 4:35:56 AM

Games

  • 1/2012:  ENHANCEMENT:Turnbacks now behave like declines if option to automatically mark the date as unavailable is on a decline/turnback.
  • 2/2012: ADDED: New game view format...tables of schools/teams vs dates
  • 2/2012: FIXED BUG: Blocked inactive official from claiming open games
  • 4/2012: ENHANCEMENT: Auto-Assign now allows assignment of multiple sports at once (for those using "Sport" to designate something other than "Sports")
  • 5/2012: ADDED: Ability to use empty crews to use system to schedule facilities without getitng error messages about missing crew duties

Availability

  • 1/2012: FIXED BUG: Availability Reports didn't show both games if they were at the same time but at different places

Rosters
  • 1/2012: ADDED: Added inline roster photo view function to show enlarged photo within a page overlay rather than in a separate page
  • 2/2012: CHANGED: Registration managment now allows more flexible and efficient acceptance of pending registrations...several at a time vs. individually
  • Added display of age...visible only to administrators
Ballots/Signups
  • 1/2012: ADDED: Added direct no-login link to ballots that is included in email reminders...to make access easier for coaches/teams who don't log in frequently
  • 4/2012: ADDED: Expanded vote tiebreaker to work for more than 2 candidates with an exact tie.
Finance
  • 2/2012: ADDED: Ability to export invocies in .QIF format (Quicken)
  • 3/2012: FIXED BUG: Partner names on invoices fixed to show correctly
  • 5/2012: ADDED: Ability to apply per-assignment overrides (fee info/overrides) without/before designating an officials
Miscellaneous
  • 1/2012: CHANGE: Moved organization directory to its own page off the default home page
  • 2/2012: ADDED: Sandbox expermental area feature
  • 4/2012:  ENHANCEMENT: Date entry now accepts both / and \ as separators
  • 5/2012: ADDED: Password change quality check and matching inline...tells user before submitting.
  • 4/2012: CHANGE: Reorgnaized Quick Links into sub-menus.
Forms/Text Messaging
  • 1/2012: ADDED: Text counter display to show how many characters have been used in limited character text area fields
  • 3/2012: FIXED BUG: Link to game reports were broken for some report types....was defaulting to non-linked format.

Change Log - 2009
Article ID:182 Posted:6/22/2010 11:41:23 PM Updated:2/7/2016 2:39:45 AM

Changes (10/15/2009–12/31/2009) 

  • ROSTER
    • Organizations can enable officials to upload their own roster photos
    • Organizations can enable officials to update their own sports/areas (if that field is otherwise enabled). (Set both under Admin -> Configuration,  OFFICIALS ROSTER-> General Options
    • Added ability for officials to specify a text message carrier in their profile. This will cause a messaging link to appear on the site where other officials can send the official a text message through RefTown
    • When the officials enable text messaging, they also have an option that will cause new/changed game email notices to be sent to the text message number. Enabled SSN field
    • Created simplified, printable view of rosters
    • Added mass edit of sports/areas for all officials
    • Officials, when editing their profiles, can elect to make the same changes in any/all accounts at the same time
    • Split options of Payor, Team, and Location in to Payor, Home Team, Visiting Team, and Location—allowing the matching dropdown lists in the game entry interface to be further optimized
    • Added a function to copy a roster entry to another organization's roster in the case where the current user is an administrator for both rosters
    • Added a function to tag officials as eligible for only certain duties within a crew
    • Added an option to allow schools/teams to view the full officials roster with all contact info
  • GAMES
    • Added option to not require an official's response after being removed from an assignment they had declined
    • Added option to email crew assignments to either officials or schools when assignments are published—for either new assignments or re-assignments. For the officials, this will be in addition to the "You have games" email and will be sent to the entire crew even if the option to require only the changed official to respond is selected
    • Rewrote statistics report to include several more game criteria and also made it more flexible
    • Added ability for assignors to waive quality violations so that flagged violations that are verified to be acceptable will not remain in the reported violations. Optionally show the officials contact info in a single game view to the paying school/team
    • Added optional feature to allow officials to turn back assignments after they had been accepted. This includes a cutoff specified in days where the system will no longer accept an online turnback
    • Added option to list an official’s history summary with each team in the game assignment interface
    • Optionally show the officials’ Social Security numbers in a single game view to the paying school/team—useful in areas where the schools pay the officials and require an SSN in order to do so
    • Optionally show the payor team/school to the officials
  • FINANCES
    • Can specify whether the game count, if enabled, is used to calculate the game fee or should be ignored—normally the game count is multiplied with the calculated base fee to obtain the total base fee (Set under Admin -> Configuration, FINANCES -> Basic Adjustment Options)
    • Optionally enable a field that indicates that a particular game/assignment should not be invoiced
    • Added ability to specify finance overrides with the assignments before invoicing. These overrides can be specified as either absolute amounts in either dollars or percentages (e.g. =5 or =50 percent) or can be relative amounts (+5 or -25 percent). This can be used to apply fines or other atypical adjustments to be applied once the game is invoiced
    • Reorganized invoice layout for better printing
    • Added check # field for officials invoices
  • AVAILABILITY
    • Added option for an official that is part of more than one organization to automatically mark dates as unavailable for selected other organizations when accepting games
    • Created compact report that shows availability for 2 weeks for all officials (1st to 15th or 16th to 31st).
    • Added ability for officials to include date specific comments
    • Added a per-date updated time to availability calendar data instead of per-month
  • EMAIL
    • Added "Preview Recipients" function so that you can see who will be included with the currently selected options
  • ADMIN MODES
    • Added ability, under advanced features, to restore admin functions once temporarily disabled without logging out
  • CUSTOM PAGE CONTENT
    • Added new area on the left side of the page
    • Added ability to have multiple blocks in each area
    • Added options to control when the custom blocks are show—only on default page view or only if not in printable mode
    • Added options to control who can see the custom page elements (public, officials and/or schools)
  • REGISTRATION
    • Removed restriction that required an email recipient for the registration form to be enabled. Now, it can be configured to operate without email and will store the pending registrations online only
    • Enhanced school/team contact registration to accept request for up to 4 roles at a time
    • Enhanced school/team contact registration to allow a logged in school/contact recipient to re-fill the form with additional requests for roles

Changes (8/15/2009–10/11/2009) 

·         Interactive Forms

o        New "Game Report" Category

§         Accessed from game schedule and automatically includes the game details

§         Can be used to repeat a list of questions for each official on game

§         Most existing evaluation form can be upgraded to this form type

o        Form Submission Archiving

§         All interactive forms are now captured and saved on RefTown, in addition to the normal emails

§         This can be disabled on a per-form basis under the normal form setup steps

§         The archived forms can be viewed by the submitter, administrators, anyone designated as a recipient, or the subject official if the subject officials are enable to receive copies of the submission

·         Game & Assignments

o        Added item in Schedules menu to go directly to game search function without loading any games

o        Added new games "Grid View"

§         Accessible from "QuickLinks" menu when viewing any set of games or from the "Game Search" form

§         Show all selected games in a grid: officials down the left side, dates across the top—only listing officials/dates with a game within the specified criteria

o        Driving Distance Feature improved to alert developer in the case of  a zip code that is not found in our database

o        Game Management

§         New Report—Scratch Conflicts …

§         Shows assignments for an official that conflicts with any scratched schools/team

§         Added an option to disallow officials from scratching themselves from schools/teams—restricting that option to assignors/admins

§         Added more details to the availability conflict, missing info, and odd date/time reports

o        Availability

§         New Report … Monthly Report

§         Shows a simple table of dates and officials for an entire month—lists what dates the official is working (with a link to the game) and what that official’s availability is for the selected month.

·         Rosters

o        Officials Roster and School/Team Contact Roster

§         Relocated "Permissions" and "Send Password" buttons to the area by each official’s name

o        Officials Roster

§         Added "Other Info" feature where administrators and assignors can make notes about each officials

§         Accessible only by administrators and assignors

o        All Rosters

§         Added new "Duplicates" report under "QuickLinks"

§         List all accounts with the same names

§         Added new "Merge" accounts function to combine accounts in the event that a person/school is entered more than once

§         The administrator can select which piece of information is used from each account

§         All games, assignments, permissions, etc. will be updated to reflect the merging

·         Votes/Signups

o        Added option to allow administrators to see a list of who voted on a ballot

§         This option does NOT provide any details about the voter's ballot, just the name of voter

o        Added optional email confirmation of received ballot/signup.

§         The confirmation can be configured to include the details of the vote or to only indicate that the submission was received

o        Added ability to resort questions after entry

o        Added ability to resort general vote options after entry

·         Finances

o        Added option to include Association Tax ID on Schools/Teams Invoices

o        Added option to allow those with "Financial" permissions access to the "Assignor's Notes" on the games schedule

o        Added option to list the visiting team on invoices

o        Added option for each mileage set to ignore the per-duty mileage percentages, if generally enabled

·         Text Editor upgraded to a newer version

o        This newer version claims to have much better compatibility when pasting from Microsoft Word

·         Enhanced recently added reminder function to allow reminders to be sent not only for a certain number of days from today but for sending reminder for games between 3 and 5 days away but not for games between today and 3 days

Changes (8/4/2009 - 8/12/2009 and other recent changes)

  • Rosters and other places that list phone numbers
    • From mobile devices you can directly dial phone numbers by clicking on the phone number on the website (if it doesn't work on your device, please report that to us so we can add your device to the list of supported devices)
  • Home page
    • A notice has been added to the home page that indicates that games open for self-assignment are available and unclaimed documentation for each of these updates will be added to the knowledge base over the next few days and the links to that documentation will be added here
  • Roster
    • Added ability to enter general purpose notes about an official—accessible only to administrators and roster editors
  • Games
    • Added new game view—official/date grid …
      • Shows dates across the pages and officials down the page along with their assignments
      • Accessed from either game search or from Quicklinks
      • Available only to Admins/Assignors
  • Added ability to specify web-search meta-tags under Admin->Configuration->Basic

Changes (6/9/2009 and other recent changes)

  • Finances
    • Rewrote invoice display routines to be much faster
    • Reorganized Pay/Invoice function to have more items directly available in the menu 
      • https://www.reftown.com/kbp_502/index.php?View=entry&EntryID=155
    • Added ability to have multiple unpublished batches
      • https://www.reftown.com/kbp_502/index.php?View=entry&EntryID=155
    • Added feature to allow the addition of custom invoice items to several invoices at once (may be used for dues or other common non-game invoice items)
      • https://www.reftown.com/kbp_502/index.php?View=entry&EntryID=156
    • Added ability to have specify officials fees based on duty without having to list all duties
      • The game fee routine looks for a fee for the specific duty and, if not found, looks for an otherwise matching fee without a duty specified. This will allow great simplification in the case where most of the crew is paid one fee but one person (such as a crew chief) in some crews is paid at a different rate
      • https://www.reftown.com/kbp_502/index.php?View=entry&EntryID=157
    • Added support for exporting a file for use by PayPal's Mass Payments feature
  • Email Reminders
    • Added automatic email reminders
      • To officials for upcoming games or unaccepted games
      • To involved schools/teams for upcoming games or unaccepted games
      • To admins/assignors for the status of upcoming games/assignments—the contents of the game management status page for the upcoming few days)
      • Can select the days of the week that the reminders are to be sent and for how many days into the future
      • Each of the 3 reminders are separately configurable
      • https://www.reftown.com/kbp_502/index.php?View=entry&EntryID=159
  • General Email
    • Added ability to include up to 4 attachments
    • Increased attachment size limit
  • Enhancement for mobile devices (smartphones and some other cell phones)
  • Internal Security Enhancements
  • Roster Privacy Options
    • Added ability to control the visibility of various roster elements
      • Three settings...always listed, individual user choice always unlisted
  • Registration Options
    • Administrators can now define which fields are required and which fields are optional
  • Data Editing
    • Optimized layout of some of the longer data editing forms
    • Keep editing window open but put it in the background to allow quicker opening for the next item edited
  • Login
    • Simplified the changing of usernames and passwords
  • Other
    • Increase size limits on documents and photos

Changes (3/11/2009)

  • Added custom fields to officials roster listing
  • Added ability to scratch official by school level and league in addition to the existing categories

Changes (3/3/2009)

  • Expanded Interactive Form Configuration Options
  • Allow administrator to specify any number of recipients for email notices (availability, roster update, game acceptance, and form submissions)
  • Added ability under financing to view invoices filtered by batch # or official but grouped by payor
  • Fixed bug with scratched levels when no school is specified
  • Fixed bug with automatic availability update on game decline when there was already a time-specific availability entry for an official
  • Added select all/none buttons on email recipient interface

Change LOG (2/19/2009 and earlier)

  • Automatic home page reminders for database maintenance suggestions
  • Automatic home page reminders for RefTown billing status
  • Improved/Streamlined Menu Layout
  • General speedup on all pages—particularly on game-related pages
  • Games Page Reconstruction—enhanced searching by multiple items
  • Email page redesign
  • Enhanced roster searching (schools/officials/etc.)
  • Option to list meetings on home page to public
  • Automatic RefTown Subscription invoice generation on renewal date and reminders on home page for admins
  • Association Configuration: Inline help
  • Redesigned Documents Page
    • Improved Layout
    • Supports better use of categories—can make subcategories and make changes easier
  • Archive
    • Associations can archive their entire database of prior seasons
    • Archive reminder on home page
  • Finance:
    • Adjustment Sets for deductions/mileage—good if you have varying deduction and mileage terms with different leagues
    • Invoice Paid/Not Paid tracking
    • Batch edit of game fees table
    • Edit of invoice item—all in one versus one field
    • Ability to add custom invoice line items
    • Mileage calculation changes—average crew level
    • Add custom item
    • Email Selected invoices—inline or as attachment
    • Added Remit-to field
    • Added Due-date field
  • Forms
    • Evaluation forms have customizable names
    • Registration form:
      • Improved interface for non-logged-in registrants. It tries to more effectively steer users filling out the form to log in if they are already a member—in hopes of keeping more current members’ registration forms from going to the potential members list
      • No timeout
  • Events:
    • Attendance with online update or export/import
  • Roster
    • Added State ID, Gender, and Spouse
    • Added 5 customizable checkbox fields
    • Added 5 customizable text fields

Change Log - 2010
Article ID:154 Posted:6/9/2009 10:33:34 PM Updated:6/9/2012 12:29:55 AM

Changes (4/1/2010–6/20/2010)

  • GAMES
    • Added option to list additional teams (visitors) and additional levels with each game
    • Added option to list an optional duty with each game for assigning evaluators/observers.
      • This duty will never show up as "unassigned" but will be available to be filled as needed.
    • Modified game import function to allow columns in any order and to not require any specific columns...although date/time/location would not be useful to omit.
    • Improved Official Game-Request function (an alternate mode of the Self-Assign feature)
      • The requesters are saved online
      • The assignor is given an list of requesters when assigning the game
      • The email notice to the assignors is now optional. (compared to an email-only function)
    • Added option to specify a "Crew Chief" on the crew independent of position.
    • Added options to not require officials to re-accept games on changes to the sport, league, level, and/or type.
  • EMAIL
    • Added option when sending email to selected individuals to either include the recipients names in the email or not.
  • ACCOUNTS
    • Added ability for administrators to "Act As" any official or school/team contact
      • This can assist administrators in seeing what their officials see without requiring the officials username or password.
      • To return to normal, the administrator simply logs out and logs back in with their own credentials
  • AVAILABILITY
    • Added option to export availability reports to Excel
    • Added options to suppress availability emails in non-active months
    • Added ability for an official to delete entered availability for a given date/date
  • ROSTER PHOTOS
    • Added ability to upload multiple files at a time and match several uploaded photos at a time to the appropriate names....much faster than uploading one at a time.
  • FINANCES
    • Added ability to specify different mileage distances for different officials from multiple base locations.
      • Administrators can create multiple bases and designate which officials will travel from each base location
    • Added ability to override school/team fees with the game rather than needing to modify the invoice after invoice creation.
      • Using the same method used to apply overrides to officials fees, similar overrides can be applied to the school/team fees
    • Added ability to display game fees on schedule in a few forms...based fee & mileage or total only.
    • Allow administrators to unpublish their own invoices and, if the advanced game/invoice functions are enabled, to delete published invoiced
    • Added ability to cost-share game fees and/or mileage between participating schools
    • Added export option for selected batches in a form ready for importing to 1099 software....more to come in this area
    • Redesigned invoice layout to be much more logical and readable
    • Simplified invoice creation steps
  • FORMS
    • Added option to make interactive forms available to the public (protected from spam by a Captcha)
    • Added option to export submitted forms that were archived to Excel
  • MISCELLANEOUS
    • Added option for users to specify their preferred email client
      • Allow a user to click an email address and have it open major web-based email providers such as hotmail, gmail, yahoo, or aol in addition to Outlook, Outlook Express and other installed email applications.
      • Can add other major web-based email providers on request
    • Updated home page to show the public easy-access links to organization contact info (if enabled) and registration forms (if enabled).
    • New season setup modified to allow the specification of a date to be used for game deletion...deleting all games before the specified date and keeping any game after the specified date.
    • New season setup modified to automatically delete invoices associated with deleted games....custom items may be left behind with this method but can be manually deleted.
    • Added option to not display the organization name on the top of all pages if the organization has a graphic that is to be used instead.
    • Added option to hide several default menu items from officials/school/teams for some functions that may not be used.

Change Log - 2011
Article ID:194 Posted:6/9/2012 12:53:38 AM Updated:6/9/2012 12:53:38 AM

FINANCE

  • Added feature to compare amounts paid between officials invoices and school/team invoices...see Pay ->  School/Team vs. Official Invoice Reconciliation
    • The analyzed all games and totals the amounts paid to officials and the amounts paid by schools/teams and compares them. If the amounts are equal, the game is not list. If the amounts differ, the details are listed.
  • Added ability to specify multipe mileage bases so that officials can be paid mileage based on where they live
  • Added mileage rounding modes...nearest or next greater 1 , 10, 25, 50, or 100 cents
  • Added ability to use game count in finances either as a multiplier or as an index into the fee table
  • Added option to use mileage rate 2 for the entire trip of the distance is over the threshold
  • FIxed bug where the change of payor on a match now properly credits the invoice of the old payor
  • Added "No Payroll" checkbox by default..prevents game from being invoices in any manner
  • Added ability to enter invoice overrides for all sub-categorys (adjustements/mileage) directly on game/assignment
  • Added feature to compare payscales of officials vs payscales of schools/teams. If the two payscales use the same criteria for calculating the amounts, they can be compared to find discrepancies in the payscales.
AVAILABILITY
  • Added report...who is working
  • Added report...bi-weekly
  • Added ability to filter availability reports by official level
  • Eliminated global default availability....only one default (local)...was too confusing
  • Changed cross-org availability to allow an administrator in both organizations to have full visibility regardless of orgniaztion settings and official's priority settings.
GAMES
  • Added game managment report to show games near acceptance deadline
  • Added new compact view on game management reports...better for printing
  • Added abiity to export games to Excel
  • Added direct assignment link on game add/edit screen to assign game immediately
  • Added ability to change crewtype while making assignment changes
  • Added double-click functions to edit single game quickly...double click the table box with the selection checkbox
  • Added double-click functions to assign single game quickly...double click the table box with crew
  • Added  Option on game accept form for school/official to select whether they will receive an email copy of the game acceptance
  • Added Calendar Feed feature for officials to automatically have their schedules show up on 3rd party calendar systems...
    • Rate of update varies with the activity level of the organization...less frequent updates are scheduled when there are no future games in the system
  • Changed to allow designation of "generic" visitor that will be ignored in game report statistics
  • Added ability to search on comment fields
  • Added ability for an official to cancel an open game request when self-assign mode is set to request only

OFFICIAL ROSTER

  • Split school/team role managment into seperate individual school and league sections (was too confusing before).
  • Attempt to delete an official with invoices will, instead, just diable the account

SCHOOL/TEAM ROSTER

  • Split school/team role managment into seperate individual school and league sections (was too confusing before).
  • Attempt to delete a school/team with invoices will, instead, just diable the account

EMAIL

  • Added configuration option to designate certain types of school/team contact to receive certain types of emails

FORMS
  • Added ability to configure more than one game report with links for each on the schedule
VOTES, SIGNUPS, QUIZZES
  • Added option on ballots/signup/exams to randomize the question order, specify a passing score, allow multiple submissions
  • Added warning message on ballot configurations where both submitters lists and results are selected to be viewed during the open period....that only the results will be visible and the submitters will be hidden until the ballot closes.
  • Fixed bug where quiz scores didn't count certain questions that were unanswered.
MISCELLANEOUS
  • Added support for default "year" in date fields when no year is entered
  • Added option to close organization to admins only.
  • Added option to designate email2 or email3 on roster as "list-only"...no notices sent to those addresses if selected
  • Added Next/Previous page support to duplicate roster entry reports
  • Improved backup procedures to create backups several times throughout each day
  • Added ability on admin  "Find User" to also search pending registration

What do the various admin/assignor symbols mean?
Article ID:175 Posted:12/27/2009 1:41:10 AM Updated:4/16/2013 9:36:37 PM

Action Button Symbols Used Throughout RefTown

Symbols used throughout the site.
These have the same general meaning in each case.

Go to first page (active/disabled)

Go to last page (active/disabled)

Go to previous page (active/disabled)

Go to next page (active/disabled)

 

Check all items on page

 

Uncheck all items on page

 

Reverse checkmarks on page

 

Add an item (official, game, school, etc.) to current page

 

Edit the selected items/games

 

Delete the selected items/Cancel the selected games

Specific Purpose Symbols that Appear in a Few Places

 

  • DIRECTORIES: Merge the selected official, school, or school contact roster entries into one entry

 

Symbols that Associate People with Things:

  • GAMES: Assign officials to games
  • ROSTERS: Connect school personnel (AD's/Coaches) with Schools
  • EVENTS: Meeting attendance
  • NOTICES: Select/Edit recipients of various RefTown email notices.
  • VOTE/SIGNUP: Select administrators for ballots, signups, etc.

 

  • GAMES: Mark the selected game(s) as open for self-assignment

 

  • GAMES: Mark the selected game(s) as not open for self-assignment

 

  • GAMES: Published the assignments for the selected games
  • DOCUMENTS: Revise the selected document

 

  • GAMES: Edit the responses for the selected game(s)

 

  • GAMES: Postpone the selected game(s)
  • INVOICES: Review selected officials invoices grouped by Payor
  • ROSTERS: Copy the selected roster entry to another roster

 

  • GAME MANAGEMENT: Mark the selected game(s) as "OK"—used to waive warnings on the game management page

 

  • GAME REQUEST: Move selected game to main schedule
  • INVOICES: Review selected invoice

 

  • GAMES: Automatically assign the selected game(s)
  • INVOICES: Create Custom Invoice Items

 

  • INVOICES: Email selected invoices to officials/schools

 

  • DOCUMENTS: Add a new document folder

 

  • INVOICES: Mark the selected invoice(s) as paid
  • GAMES: Modify fees and related info for the assignments of the selected game(s)

 

  • INVOICES: Mark the selected invoice(s) as not paid
  • INVOICES (batch level): Show Unpaid Invoices

 

Move this item to the top

 

Move this item up one

 

Move this item down one

 

Move this item to the bottom

Section 3.10.1 : Assignment Options (Category ID: 29)

Why does an officials prior response get cleared when part of the crew is changed?
Article ID:72 Posted:5/8/2007 1:57:30 PM Updated:6/21/2010 11:32:13 PM

Be default, RefTown is set to require a new response from every crew member when part of the crew is changed. This ensures that all members of the crew have the most current information.

This function can be disabled to require a new response only from officials directly affected by the change (i.e., the official added or removed).

How do I set RefTown to not clear a official's prior response when there is a crew change?
Article ID:73 Posted:5/8/2007 2:03:14 PM Updated:6/21/2010 11:32:35 PM

Go to:

  • Administration
  • Configuration
  • Response Options

and uncheck "Require Official Response on Crew Change."

"Require Official Response on Crew Change ".

Generated: 12/15/2017 3:50:44 Pacific***Content © 2017 RefTown , Design © 2003-2017 Camron Rust / Reftown
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