Officials Onboarding Guide
Welcome to Ref Insight, the comprehensive management platform designed specifically for sports officials like you.
This guide will walk you through everything you need to know to get started and make the most of your officiating experience.
What You'll Learn
System Overview
Understanding the purpose and core functionality of Ref Insight
Account Setup
Activation process and profile completion steps
Getting Paid
Payment processing and setup instructions
Availability
How to set your availability to receive assignments
Assignments
Understanding how you'll receive and accept officiating opportunities
Match Reporting
Post-game documentation requirements
Overview
Ref Insight provides a centralized platform that streamlines all aspects of your officiating experience. As a sports official, you'll benefit from:
- Simplified assignment management that matches your qualifications and availability
- Availability management tools to help balance your officiating with other commitments
- Streamlined match reporting for quick and thorough documentation
- Secure payment processing that gets you paid faster
The platform is designed to be easy to use and efficient so you can focus on what matters most: officiating at your best.
Core Functionality
Centralized Platform
A single hub for all your officiating duties, accessible across devices
Multi-Sport Support
Primarily focused on soccer with expanding support for basketball, baseball, and other sports
All Levels
Suitable for officiating from youth recreational leagues to professional competitions
The platform adapts to your specific officiating needs while maintaining consistent functionality across all sports and levels.
Account Activation: Getting Started
Invitation Receipt
An email with a unique activation link will be sent to you by your assignor or association administrator.
Age Verification
Submit your date of birth for age verification. Users under 18 require parental consent, which is captured securely via email during activation.
Profile Completion
Complete your profile by providing required information (name, email, address, phone number) and payment details (bank info).
The activation process is quick, typically taking less than 10 minutes. Rest assured, your information remains secure and is only shared with authorized administrators.
Considerations for Minor Officials (under 18)
- Parental/guardian consent is required for account activation, secured via an emailed link.
- Enhanced privacy protections.
- Specialized assignment opportunities tailored for youth officials.
- All system notifications are sent to parents or guardians for visibility and SafeSport compliance.
Ref Insight ensures an age-appropriate experience, offering comprehensive tools to support officials at every stage of their development.
Profile Completion: Required Information
Personal Information
- First and Last Name
- Phone & email
- Date of birth
- Home address
- Emergency Contact info
Payment Information
- Bank account details for direct deposit
- Tax identification (SSN or EIN) for tax reporting
Availability Management: Two Models
Ref Insight offers two complementary approaches to managing your availability.
You can switch between models at any time based on your schedule and preferences.
Add Blockouts
In this model, you are presumed available for assignments by default. You will then block out specific dates or times when you are unavailable. This approach is best for officials with generally open schedules or those who prefer to proactively manage their commitments.
Add Available Dates/Times
Here, you are presumed unavailable by default. You must actively mark specific dates or times when you are available for assignments. This model is ideal for officials with very busy or unpredictable schedules, or those who prefer to only accept assignments on an ad-hoc basis.
Add Blockouts
How It Works
With this model, the system considers you available for assignments by default. You only need to indicate when you are not available.
Best For:
- Officials with predictable schedules
- Those who officiate frequently
- People with few conflicts
Key Features:
- Block off unavailable dates with a single click
- Set recurring unavailability patterns
- Create blockout periods for vacations, school, or work
Add Available Dates/Times
How It Works
With this model, the system considers you unavailable by default. You must explicitly mark the dates or times when you are available for assignments.
Best For:
- Officials with irregular schedules
- Those who officiate occasionally
- People juggling multiple commitments
Key Features:
- Designate specific time slots for availability
- Set recurring availability patterns
- Precise control over assignment opportunities
Key Availability Features
Flexible Model Switching
Toggle between "Add Blockouts" and "Add Available Dates/Times" models with a single click. The system will automatically convert your existing availability settings.
Granular Time Selection
Set availability down to 15-minute increments for precise scheduling control. Perfect for officials who can work partial days or specific time windows.
Real-Time Updates
Changes to your availability are instantly reflected in the system, ensuring assignors always see your current availability status when making assignments.
Assignment Management
Ref Insight offers two primary methods for receiving officiating assignments:
Assignor
Personally selected by your assignor based on your qualifications, performance history, and availability. These assignments require a response (accept or decline).
Self-Assigned
Open to all qualified officials on a first-come, first-served basis. These self-assignment opportunities allow you to build your schedule independently.
Self-Assignment Criteria
Role-Based Eligibility
Ref Insight intelligently filters assignments based on your registered location, age, and officiating experience, ensuring you only see opportunities that align with your profile.
Geographic Restrictions
Assignments are geographically restricted by your self-defined travel radius. The platform precisely calculates travel distance from your home address to optimize matching with nearby venues.
Other Considerations
The assignor can limit the number of matches that can be self-assigned in a given day. They may also set these assignments to accepted or tentative status.
This robust self-assignment system ensures a fair distribution of opportunities by precisely matching qualified officials with appropriate games. New officials will typically begin with entry-level assignments, progressing to more advanced roles as they gain experience and demonstrate consistent performance.
Match Report Lite - Postgame Wrap-up
Basic Match Summary
Required for all matches within 24 hours of match completion
Required Information:
- Final score
- Match status confirmation
- Crew Verification or Changes
The Postgame Wrap-up typically takes less than 5 minutes to complete and can be submitted directly from your mobile device immediately after the match.
Match Reporting
Timely and accurate match reporting is a crucial responsibility for all officials. Reports serve as the official record of the match and may be referenced later for disciplinary hearings, evaluations, or assignment considerations. Some assignors require match reports to be completed prior to approving payments.
Match Start
Postgame Wrapup
Full Match Report
Submit Report
Full Match Report
Account for match details and specific incidents that occurred during a match using your mobile device. Our match and incident reports are comprehensive, with easy-to-use dropdown lists to capture all the important details.
Match Report
- Final Score
- Match status confirmation
- Crew Verification
- Conduct of participants & crew
- Upload Roster Photos
- Coach/Player Disciplinary Sanctions
Incident Reports
- Referee Abuse / Assault
- Red cards or ejections
- Serious injuries
- Match termination
- Spectator misconduct
- Facility safety issues
Details Captured
- Full Descriptions
- Timeline of events
- Individuals involved
- Actions taken by officials
- Crew supplemental reports
Full Match Reports must be submitted in a timely manner following match completion. Check with your assignor for timelines.
These reports may be reviewed by assignors, administrators, and disciplinary committees. They require thorough, objective documentation.
Ref Insight Pay
Ref Insight Pay simplifies the payment process for officials, ensuring timely and secure transactions. It processes payments securely through its banking partners, utilizing end-to-end encryption. You will receive email notifications when payments are initiated and completed.
Comprehensive Payment History
A complete payment history is accessible within the app, allowing you to track all your earnings and transactions.
Flexible Delivery Options
Payors determine the payment delivery speed, with standard delivery taking 3-4 business days. Payments can be received via ACH (direct deposit) or check by mail, depending on the payor's chosen method.
Off-System Payment Tracking
While some payors may opt for payment outside the system, documentation for these payments is available within Ref Insight if assignors choose to input the information, ensuring all your earnings are accounted for.
Payment Information Setup
One-Time Setup Process
Ref Insight uses a centralized payment system that works across all leagues and assignors using the platform. Complete the setup once, and you'll be able to receive payments from any organization using Ref Insight.
Required Information:
- Bank routing number
- Account number
- Account type (checking/savings), must accept ACH
- Social Security Number or Tax ID
- Legal Name
Notification System
Email Notifications
Primary communication channel for official assignments, system announcements, and payment confirmations. Check your spam folder if you're missing emails.
Mobile Push Alerts
Instant notifications delivered to your smartphone for time-sensitive updates like assignment changes or cancellations. Requires the Ref Insight mobile app.
In-Platform Messaging
Secure communication channel between officials, assignors, and administrators. Use this feature for questions about specific assignments or scheduling issues.
You can customize notification preferences in your account settings, choosing which alerts you receive through each channel. Time-critical notifications will always be sent through all available methods.
Access on All of your Devices
Access Options
- Officials Portal: Direct access to official-specific tools and functions
- Mobile Applications:
- iOS App Store (iPhone & iPad)
- Google Play Store (Android devices)
Your account synchronizes automatically across all platforms, allowing you to start on one device and continue on another seamlessly.
Troubleshooting and Support
Support Resources
Interactive Chat Bot
Our interactive chatbot provides instant answers to common questions and guides you through solutions.
Support Email
Direct assistance for account-specific issues and complex problems.
support@refinsight.com
Assignor Contact
For event or assignment-specific details and most non-website/technical issues, please contact your assignor directly. This can be done through the app or directly via phone/email.
Common Troubleshooting Tips
- Check your email spam folder for system notifications.
- Ensure your browser is updated to the latest version.
- Clear browser cache if experiencing display issues.
- Verify your internet connection is stable.
- Try accessing from a different device if problems persist.
- Restart the app if encountering mobile issues.
Most common issues can be resolved with these simple steps. If problems persist, please contact support with details about the issue and actions you've already taken and we'll be happy to assist you.
Best Practices for Officials
Assignment Responsiveness
Respond promptly to assignment offers (within 24-48 hours). Timely responses improve your reliability rating and lead to more assignment opportunities.
Reporting Accuracy
Submit complete and objective match reports. Accurate documentation protects all participants and maintains the integrity of competition records.
Availability Management
Keep your availability calendar current. Last-minute changes impact assignors' ability to cover games appropriately and may affect your future opportunities.
Professional Communication
Maintain respectful, clear communication with assignors, fellow officials, and administrators through platform channels.
Next Steps for New Officials
Complete Account Activation
Follow the link in your invitation email to set up your account credentials
Verify Personal Information
Ensure all profile details are accurate, especially contact information and date of birth
Set Up Payment Details
Enter your banking information to receive payments for your officiating work and Tax ID for year end reporting
Configure Availability
Set your availability to start receiving assignment opportunities. Choose Blockouts or Available Dates mode, switch at any time.
Review Assignments
Accept your officiating assignments sent by Assignors or select from Self-Assign options
Complete Match Report
Submit your postgame wrap-up or match report after officiating your match
Welcome to Ref Insight! We're excited to have you join our community of officials dedicated to excellence in sports officiating.
