Game day

How to Schedule Referees and Officials

Create officials, record availability and rates, assign games, confirm attendance, and track payment status without implying in-app payouts.

By LeagueArc Product Team Reviewed by LeagueArc Product Operations Last updated 2026-08-09 8 min read

The short answer

Add each official inside the organization, record availability and rates, then assign them to games in the selected league and season. Confirm assignments before game day and record payment status afterward; LeagueArc tracks officials and amounts, while payouts are handled outside the product.

Before you start

Administrator access.
Scheduled games with dates and venues.
Official contact details, role, availability, and rate policy.
An external process for actual payouts.

Step-by-step instructions

Create the official

Open Referees, add the person's contact and role information, and keep the record in the active organization.

Record availability

Enter available or unavailable dates and any relevant venue or assignment constraints before scheduling.

Set rates

Record the agreed rate or use the league's configured approach so later payment tracking matches the assignment.

Assign games

Choose games from the correct league and season, avoid overlapping times, and verify venue travel feasibility.

Confirm before game day

Send or record assignment confirmation and handle declines early enough to find a replacement.

Close the loop

After the game, record attendance and payment status. Complete the payout through the league's external method.

What success looks like

Each game has reviewable official assignments, confirmation, rate, and payment status within the organization.

Common errors and fixes

An official is double-booked

Review date, time, duration, and travel constraints and reassign one game before confirming.

A game is missing

Check the selected league, season, and game filters; officials cannot be assigned across tenant boundaries.

Paid status is confused with payout

Treat the field as tracking only and reconcile the actual external payment record.

Where this lives in LeagueArc

Product area: Referees and game assignments
Access: League administrators
Records affected: Referee, game-official assignment, rate, confirmation, and payment status
Data boundary: The active organization plus selected league and season