Referee Management
Keep a referee list, collect availability and allocate referees to your club's matches
Referee Management
Referee Management gives your club a place to keep a list of referees, collect
their availability, and allocate them to matches — with match fees tracked
alongside every fixture. It works across every team in your club, so you're
not chasing referees separately for each squad.
Turning It On
Referee management is off by default. To switch it on:
- Open Club Management
- Go to the Club Info tab
- Find the Referee management toggle and turn it on
- Name
- Contact details
- Level — plus any notes worth keeping
- Age groups they can referee — pick from U5 to U18 as chips. Leave every
- Green — available
- Red — can't make it
- Grey — no answer yet
- Needs a ref — nothing allocated yet
- A club referee — pick from your referee list. The picker only offers
- FA provided a ref — type their name. Easy to change later if the FA
- Coach will referee — pre-filled with the team's head coach.
Only club owners and admins can do this. Once it's on, a Referees page
appears in your club menu for owners and admins to use.
Adding Referees
On the Referees page, add a referee with:
chip unselected and the referee is treated as able to cover any age group.
Under-16 Referees
If a referee is under 16, switch on Under 16 on their profile and add a
parent or guardian name and email. Every email about that referee — match
allocations, availability requests, anything — goes to the guardian only. The
young referee's own email address is never used.
Requesting Availability
On the Availability tab, tap Request availability. This
emails every active referee (or their guardian, for under-16s) a personal
link listing the next 6 weeks of match days — no account or login needed.
Referees tick which days they're available, and answers save instantly.
The same link can be reopened at any time to change their answers. If you
send a new request, it replaces any earlier link.
The availability grid shows:
Allocating Referees
The Allocations tab lists your club's home fixtures for the next 4 weeks.
Each fixture is in one of four states:
referees who cover that age group, haven't said they're unavailable for
that date, and aren't already refereeing an overlapping game. SquadTracker
also blocks double-booking outright, so you can't allocate a referee to two
clashing matches.
reallocates.
When you allocate a club referee, they get an email with the match details
and a one-tap "I can't do this match" link. If they use it, the fixture
goes straight back to Needs a ref and your club's admins are emailed so
someone can find a replacement. If they don't use it, nothing more is
needed — they're expected to referee the match.
The Weekly Reminder
If a fixture is still unfilled a week before kick-off, club owners and admins
get one email listing the gaps, so nothing slips through unnoticed.
Match Fees
Set your fee schedule on the Referees tab — per team, per match, by format
(for example, separate amounts for 5-a-side and 7-a-side). Each fixture then
shows the right fee automatically, based on its age group.
For every allocated fixture you can tick off "home team paid" and "away
team paid" as the fees come in — this applies whether the referee is a club
referee, an FA referee or a coach, since each team still owes the fee either
way. The teamsheet's referee fee box pre-fills from the same fee schedule
too.
Need Help?
Contact support@squadtracker.co.uk if you have questions about setting up
referee management for your club — or see
Set Up Your Club for the basics of club setup.