Officials

The Officials page is your referee and official register: who's accredited, when they're available, which fixtures they're appointed to, and what each match pays. When it's time to pay, a bank-ready CSV lists everything owing. You'll find it under Club operations → Officials.

Who can use this

Officials are a Pro plan feature aimed at associations and larger clubs. Administrators and moderators manage the register and appointments. An official who has a ClubHelix account can see their own appointments and manage their own availability.

What's on the page

• Stat tiles: active officials, upcoming appointments, and unpaid completed match fees.
• Officials register: contact details, grade, notes and per-official unavailability dates.
• Appointments: who's on which fixture, in what role, at what fee.
• Match pay: completed appointments, the unpaid total, the pay export and the mark-paid control.

Step by step

Register your officials

1. Add each official with their name, contact details and grade. Linking them to a member on your roster also links their account (self-view + notifications) and their accreditations from the Accreditations page.
2. Record unavailability as date ranges ("away 12–19 September") so appointments warn you before you double-book a holiday.

Appoint to fixtures

1. In Appoint an official, pick the fixture, the official, their role (referee, assistant, umpire, scorer, timekeeper) and the match fee.
2. If the official is unavailable that day or already appointed to an overlapping fixture, the form stops and tells you — tick Appoint anyway if you really mean it.
3. Officials with accounts are notified of new appointments. Track responses with the status control (appointed → confirmed / declined).

Pay match fees

1. After the round, set completed appointments to Completed — they join the unpaid pool.
2. Download the pay export (one row per official per match, with contact details and the fee) and pay it through your bank.
3. Press Mark all completed as paid — every completed, unpaid appointment is stamped with the date and your note (e.g. "EFT run 21 July"). Paid appointments can't be removed; they're your payment history.

Field reference

• Role — referee, assistant, umpire, scorer, timekeeper or other. One official can hold different roles on different fixtures (or even two roles on one fixture).
• Fee — per-match, set at appointment time. Edits after payment aren't possible.
• Status — appointed → confirmed / declined → completed. Only completed appointments reach the pay export.

Tips & FAQ

• Does ClubHelix pay the officials? No — actual payouts stay with your bank. The export and the paid stamp keep the ledger straight.
• Auto-assignment? Not yet — appointments are manual with clash warnings. Availability-based suggestions are on the roadmap.
• An official disputes a payment — the Match pay table keeps every completed appointment with its paid date and note, so you can always show exactly what was paid and when.