The outcome
A fixture-by-fixture coverage exception report for the authorized assignor and tournament director. This is a manual review guide with optional AI assistance, not a live assignment or messaging service. Your existing scheduling and referee systems remain the official records.
What you need
- A versioned fixture list with stable match references, dates, time zones, kickoff times, expected end times and venues.
- Organizer-supplied referee-role requirements for each relevant format or division.
- An assignment snapshot with anonymous official references and the system’s actual confirmation statuses.
- Supplied availability, travel or other assignment constraints, plus an authorized assignor to resolve exceptions.
1. Freeze the review scope
Record the fixture version, assignment snapshot and review cutoff. Reconcile by match reference, not row order or team name. Isolate canceled or changed fixtures and show whether assignments still refer to an old version. Do not delete those assignments during review.
2. Compare required roles with listed assignments
Use only the supplied crew requirements; do not assume every match needs the same number or type of officials. For each required role, distinguish open, assigned and confirmed using the source system’s definitions. A name in a cell is not proof of acceptance or full crew readiness.
3. Flag timing and location exceptions
Check whether the same official is assigned to overlapping match intervals. Use supplied end times, time zones and travel constraints; do not guess duration from kickoff alone or invent universal rest and travel buffers. If information is missing, report “cannot assess” rather than “no conflict.”
4. Keep qualification review with the assignor
Note whether required suitability checks have been recorded by an authorized person, without collecting identity documents in the worksheet. Do not infer certification, eligibility or suitability from an official’s name, past assignments or a complete-looking crew. Keep unresolved checks separate from open-role counts.
5. Hand off and recheck changes
Log each exception with a match and role reference, source evidence, owner and review status. The assignor decides any reassignment and handles contact through approved channels. Recheck the corrected source version before the director marks coverage reviewed. This guide does not assign officials, send requests or change fixtures.
Fictional example
For DEMO-M1, the organizer supplies one required referee role; the assignment is listed but confirmation is pending. DEMO-M2 has the same anonymous official assigned during an overlapping confirmed match interval. Flag the pending response and overlap separately. If DEMO-M2’s required crew is unknown, do not report its whole crew as complete.
Privacy checkpoint
Reusable resource
Download the coverage worksheet and optional AI prompt. It separates role gaps, pending confirmations, timing conflicts and checks that cannot yet be assessed.