Managing Events in ArbiterOne

Create and manage your clinics, meetings, and other events within ArbiterSports. Officials can be invited, and events will appear on their schedules.

Sections:
Creating an Event
Adding Invitees
Publishing/Canceling an Event
Deleting an Event 


Creating an Event

1. Click on the Schedule tab in your Admin account on www.arbitersports.com.
2. Click on the Events sub-tab.
3. Click on the Green Plus Sign to add an event.

4. Fill in the Event Details.

• Event Name: The name of the event.
• Display Note: A quick note about the event.
• Location: Select where the event is located.
• Attendance: Select Mandatory or Elective. If you select Mandatory, the event will appear on the officials' schedules as accepted. If you select Elective, the event will give officials the option to accept or decline.
• Start: Event the start date and time.
• End: Event the end date and time.
• Price: Cost of the event (if applicable).
• Accept-By-Date: Enter a date that the invitees must accept or decline the event by (if Elective was selected).
• Max Attendees: The maximum capacity that the event can hold.
• Accepted: Number of users who have accepted the event.
• Category: Ties events to a category name, which can then be tied to an eligibility requirement.
• Event Counter: Links event to a custom field, which can then be tied to an eligibility requirement and/or shown on an official's profile.
• Reminder Date: A date that an email will be sent to remind the invitees about the event.
• Details: Any additional details about the event.
• Registered- This would be an additional step that you can take if you are wanting them to fill out a google form or anything else prior to the meeting. You can include a URL for it in the Event Details for them to be able to view and complete.
• Attended- Can be manually marked by you.
• Completed- Can also be manually marked by you. Some may have attended, but maybe they didn't complete the entirety of the training/event
  
  Lastly, there is an option to Print Vouchers. You would hand each of these out to those who were in attendance. Once they type in the URL on the voucher and sign into their account, then they will automatically show as completing all three steps of Registered, Attended, and Completed.

5. Click Save.

6. You will receive a confirmation message, "The new Event has been created." Click Exit to return to the Events page.

 

 

 

Adding Invitees

After you create the event, you’ll need to invite users.

1. Click the Numbers displayed in the Attendance column.

2. Click on the Green Plus sign to invite users.

3. Next to User Role, select the user type you need to invite: Officials, Admins, or Contacts.
4. Select the names of the users in the box on the left.
5. Click on the Blue Arrow that is pointing to the right box to move them over.

6. Click Exit when you are done inviting users.
7. Next, you will need to publish the event. Please refer to the Publishing section below.

After inviting attendees, you’ll see a chart listing everyone you invited. This chart allows you to monitor each attendee’s status, including whether they have registered, accepted the invitation, attended the event, and completed it.

• Registered- Check this box if the attendee completed a separate registration form required for the event.
• Accepted- This will record a timestamp when the attendee accepted the invitation in their own Arbiter account.
• Attended- Check this box if the attendee attended the event. Note: If the attendee did not accept the invitation but did attend, marking this box will add a timestamp under the "Accepted" column, indicating when the "Attended" box was checked.
• Completed- Check this box if the attendee completed any required assignments, activities, or tasks during the event.
  
   
  Publishing/Canceling an Event
  
  Publishing:
  Publishing the event will send out an email notification about the event, and the event will appear on the user's schedule.

1. Click the Calendar located in the first-hand column.

2. A notification will appear saying, "Published successfully and invitation emails have been sent." The status on the far right will change from Normal to Published.

Canceling:
Events may be canceled when the event will no longer take place. The event will be unpublished and no longer show on the user's Schedule tab. You can only cancel a game after it has already been published. If you want to cancel an event you have not published yet, you will need to delete the event.

1. Next to the event, click on the chain-link icon.

2.  The status of the event on the far right side will change to Canceled, and a notification will be sent out to the invitees.

 
Deleting an Event
Deleting an event is recommended after it is no longer needed in ArbiterSports.

1. Click the Red "X" located on the left side of the event.
   1. Note: if there is no red "X," it means the event is still published. Cancel the event, first; then you may delete it.

2. Confirm the deletion of the event by clicking OK.

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