Officer Responsibilities and Instructions

Primary contacts for each Team/Club must ensure the following procedures are completed each season to avoid disruptions between the society, the referee and the team/clubs.

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1. Update Contacts under "LINKED ORGANIZATIONS"

• Click on the edit field under your organization

• Anyone who has the role “Membership Officer” can add others and can assign them roles.

• Go to the MANAGERS Tab

  • Each club must have at least 2 members, and there is no maximum number of members.

  • FOR SCHOOLS/COLLEGES: You must have a full time employee or administrator from the school as a member and as a contact

• Enter name and email  - Your new member then will get an email to complete their registration.

  • WHAT WE DON'T NEED:

    • Date of birth

    • Gender

    • Postal address​​ for every member

  • WE DO NEED:​

    • Club Treasurer's contact information that includes:

      1. Email address

      2. Phone number

      3. The club's correct postal address for billing purposes

    • Club President's contact information:

      1. Email address

      2. Phone number​

    • School/Colleges FULL TIME Administrator contact information:​

      1. Email address

      2. Phone number​

• At this point, members with the "Membership Secretary" role can assign the new member roles.​

  • Members can have more than 1 role
    e.g. one person can set as President and as Treasurer.

  • A single role can be assigned to multiple people
    e.g. both the Treasurer and the President might want the “Treasurer” role so they both get invoices.

• Please clear out any members who are no longer involved in your club’s administration.

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2. Go to the TEAMS Tab 

• Add Contacts and assign their roles (Schedule Notifications & Score Notifications).
  • This is for the email/text notification that will be sent out once your referee is assigned.
  • This allows for consistent communication if there are any changes. 

• FOR CONFERENCES ONLY

  • You also need to update your contact list with a name and email address for the following three roles:

    • Leader (president, commissioner, czar, whatever your conference calls it)

    • Treasurer

    • Chair of Disciplinary Committee

• HIT SAVE

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3. Go to "GROUNDS" to enter your playing venue/field/pitch

• Put in your field’s name and address. This needs to be able to generate a close enough location for GPS.

• Select the REGION for your ground:

  • Boston (Boston Metro, RI, North Shore, South Shore)​

  • Southwest (Worcester to Albany and Connecticut)

  • Northwest (Vermont)

  • Northeast (New Hampshire and Maine)

• For venues with multiple fields (e.g. Fort Adams or Union Point) use the option to “add fields”.

  • If you don't, the system will only accept one game per time slot (causing problems at places like Moakley Park).

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4. Add your Match or Tournament

• Go to MATCHES, and click the little arrow at the right side of the “add new match” button.  

• Select match or tournament

  • MATCHES are individual games for 15’s (NOT 7’s)

    • Select your competition (Club Men or Liberty or Colonial Coast Women or etc.)

    • Select division

    • Select round (2024)

    • Select field 

    • Enter time/date/opponent details

  • TOURNAMENTS

    • Select your competition (Club Men or Liberty or Colonial Coast Women or etc.)

    • Select division

    • Select round (2024)

    • Select field 

    • Enter time/date/opponent details

    • Enter the # of Matches per day
      1 referee can cover up to 6 matches of 7s
      Multiple referees will need to be allocated as # of games increase: 2 for 12, 3 for 18, etc.​

    • Update the Notes section with the following information:

      • ​​# of teams

      • Type of matches: 7s or 15s or 10s

      • Turf or Grass & # of Fields

• PROOFREAD DETAILS. You are responsible for the accuracy of your entries.

• Hit “save”

• Your games will show on our schedule as “pending”, until approved by the Society.

  • Teams that have unpaid bills will remain pending until cleared by our treasurer.

  • If your game(s) don’t change from pending to future in 48 hours, please contact the society.

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4. Communicate with assigned referee(s)

• When an assignment is made, team's contact(s) will receive an assignment email; Save for your records.

• The referee assignment from Match Fact includes:

  • Details you entered about the match

  • Referee's contact information​​

• Once notified of an assignment, CONTACT THE REFEREE(S) DIRECTLY:

  • Confirm the match details.

  • Exchange phone numbers so in the event of changes or a cancellation you can communicate effectively.​