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Whether you're considering a change from one assigning software to another, or you're taking the platform plunge for the first time, there are a number of factors you should consider when selecting an assigning platform. In this article, we're going to walk through the 6 factors an assignor should consider as 'must haves,' and 4 bonus factors that may, or may not, be important to you.
Given the number of assigning platforms out there, it can be confusing to know where to start. Their websites make them all look like they offer everything you could possibly want. But the truth is each solution has strengths and weaknesses, so it's important to get into the detail to find which is best for you.
This article is authored by FairCall, an organization dedicated to improving the lives of youth sports assignors and officials through data and insights. Since this article covers assigning software, it's important to note FairCall is supported by Notch, one of the assigning platforms mentioned in this article.
It goes without saying that scheduling and assigning is the core of any assigning platform. The software should handle complex scheduling scenarios, including direct assign (when the assignor manually assigns a specific official to a specific role) and self-assign (when an official requests a role that fits his/her schedule and experience). The software should allow officials to input their availability, making it easier to assign them to games they can cover. The system should automatically detect potential scheduling conflicts. Different assigning platforms have different workflows related to sports official scheduling, and assignors 'live' in this area the most, so it is important analyze this functionality carefully to make sure it suits your needs best.
A straightforward, intuitive interface reduces the learning curve for both assignors and officials, and it avoids the need for extensive training sessions. Quality user interfaces are also often a sign that the underlying code base is organized and less error prone, and the system architecture is newer and more secure.
Built-in communication channels (email, SMS, and push notifications) streamline interactions between assignors and officials and allow for real-time notifications for assignment updates, cancellations, and other changes. The ability to send announcements/messages to all officials, specific groups, or individual officials is critical.
Dedicated mobile apps for iOS and Android devices enable users to access the system on the go. The mobile apps from many assigning platforms were built well after their desktop solutions were created, so they often have less functionality than the desktop versions. And, based on reviews from the App Store and Google Play, they can be quite buggy. These days, the vast majority of officials prefer to access the software via a mobile device, whether through a web browser or the mobile app. However, given the small screen sizes on mobile, most assignors still use the desktop version for large-scale assigning activity but appreciate the ability to see game details or make quick changes through a mobile app.
Some assignors invoice competitions for their own fees plus the officials' fees, and then process payment to each individual referee. Some assignors only invoice competitions for their own fees and provide reporting so the competitions can pay each official individually. And a new model is emerging where the platform itself is pre-funded by the competitions and the platform pays the officials. Assignors who leverage this method experience a significant reduction in workload and officials are paid instantly after games. The choice of payment processing is important because it can represent a significant portion of an assignor's time commitment. And, 1099 reporting for officials is the responsibility of the entity making the payment to them.
It's important to have a clear understanding of all costs involved in your use of an assigning platform, including any set-up fees, monthly subscriptions, processing fees, user fees, per-game fee and/or per-assignment fees. Each assigning platform has a different fee model, partly driven by their underlying technology costs, so be sure to examine how your use case will impact your bottom line. For example, seasonal assignors who do not assign games for 1 or more seasons per year, should be careful signing up for monthly/annual subscriptions, or user fees. Likewise, larger assignors should be careful with per-game or per-assignment fees as they can really add up at scale. Being able to "try before you buy" through a free trial or no-cost account set-up is important since each assignor's use case can be different.
If you are a soccer assignor, you will want your assigning platform to have a real-time integration with the US Soccer Learning Center to determine if officials' USSF certifications are current. This is particularly important for competitive matches in soccer, which often require USSF certification. Even some recreational soccer clubs require USSF certification or are moving in that direction, so this functionality is key for soccer assignors.
If you are a club or league looking for an all-in-one solution covering league management and official management, some options exist. However, league management software and referee/umpire assigning software is quite different... different users, reporting, communication, payments and more. In fact, the only thing league and official software have in common is the underlying game schedule. Solutions that attempt to do it all often struggle to be best-in-class at everything. However, for some organizations, it may be worth those weaknesses to have a single, cohesive platform.
Some assigning platforms are more home-grown than others, making them 'cheap and cheerful' but potentially risky when it comes to security, stability and data protection. Some industry players have experienced outages, sometimes lasting weeks, which severely impacted their customers. And some industry players have seen data breaches that exposed officials' data. Most of these issues are the result of antiquated system architecture, so be sure to ask the assigning platforms about their architecture and any outages or breaches experienced in the last few years.
Some assigning platforms have integrations with league management systems, background check services or performance evaluation tools. If specific integrations are important to you, be sure to ask about it. For larger assigning opportunities, some providers may add an integration to their technology roadmap, or charge a fee for a custom integration.
As you can imagine, there is no one-size-fits-all answer. But even for small clubs and leagues, using scheduling and payment software will save assignors time and money versus more manual alternatives. To find the best assigning software for you, focus on the key factors described above, and who knows, you might just spend more time with your family next season!
(As of Q4, 2024 - In alphabetical order)
To help get you started, we reviewed assigning platforms based on the 'must have' factors in this article. Our 3-level rating system is simple: Good/Robust, Lacking/Limited, and Poor/None. Links to each of the platform websites are below. Let us know at hello@faircall.org if you feel we've missed the mark, or if your experience matches up!
Platform Type: Assigning Platform, Governing Body Oversight
Platform Type: Assigning Platform
Platform Type... Assigning Platform, Team Management, Governing Body Oversight
Platform Type: Assigning Platform, Governing Body Oversight
Platform Type: Assigning Platform, Referee Training, Team Management, Governing Body Oversight
Platform Type: Assigning Platform
Platform Type: Assigning Platform
Platform Type: Assigning Platform, Referee Training, Team Management, Governing Body Oversight
Platform Type: Assigning Platform, Referee Training, Governing Body Oversight
Platform Type: Assigning Platform
Platform Type: Assigning Platform, Referee Training, Team Management, Governing Body Oversight
Platform Type: Assigning Platform, Team Management
Platform Type: Assigning Platform
Platform Type: Assigning Platform, Referee Training, Governing Body Oversight
