Schedule the whole league.
Zero double-bookings.
CrewChief automates regional assignments, syncs availability across every association an official works, and pulls schedules straight from your feeds — so a position is never booked twice and nobody texts the crew at midnight.
Three engines that fill every slot
Built around how assignors actually work — priority queues, shared availability, and feeds that sync themselves.
Smart Stacking Queue
Queue officials in priority order for every position slot. Priority 1 gets the offer first — decline, and CrewChief instantly promotes the next in line. No manual re-assigning after every no.
Cross-Association Availability
An official's blocked dates sync across every independent league they work — so two assignors can never book the same person at once. Neither league ever sees the other's schedule.
Automated Feed Sync
Point CrewChief at your scheduling software's .ics feed. It pulls every game, auto-discovers new teams, classifies home games, and re-syncs on a schedule — all in the background.
Push, email & SMS alerts — three layers, zero missed messages
Every assignment triggers a push notification and email instantly. For reschedules and cancellations — where minutes matter — CrewChief also fires an SMS to the official's phone so a last-minute change never gets buried in a notification tray.
Why SMS for changes? Push notifications can be delayed or silenced. When a game moves or gets cancelled the day before, an SMS cuts through — officials see it on their lock screen within seconds, no app open required.
Everything the assignor needs — in one place
From the moment a feed syncs to the final crew confirmation, every tool lives in a single dashboard. No spreadsheets, no text chains, no double-entry.
Live Ops Dashboard
Real-time staffing health across your entire game day. Games are colour-coded green / amber / red by crew completeness. A "New Arrivals" queue surfaces freshly-synced games with unfilled slots so nothing slips through.
Slot & Queue Management
Add any number of position slots per game. Stack a priority queue behind each one — officials are offered the game in order, and the next in line is promoted automatically on a decline. No re-assigning by hand.
Officials Roster & Invites
Invite officials by email address. CrewChief creates their account and links them to your league. Each official can belong to multiple leagues with a single login — their availability blocks apply everywhere.
Reschedule & Cancellation Handling
When a feed update moves a game's date, time, or venue, CrewChief resets all non-declined slots back to pending so officials must re-confirm. Soft-deleted games flip pending slots to "cancelled — pending acknowledgement" rather than silently disappearing.
Manual Game & Schedule Editing
Manually create games that aren't in any feed. Edit any game detail — opponent, venue, time — and lock it so future feed syncs can't overwrite your changes. Full audit log of every modification.
Association Setup & Feed Management
Manage sports, leagues, associations, and teams through a structured setup wizard. Point each association at its master .ics feed and trigger an immediate sync from the dashboard — or let the 19-job cron schedule handle it automatically.
Every game. Every slot.
Every status — live.
The Live Ops dashboard gives assignors a real-time crew overview across every game in any date window. Click a game to open the slot editor and assign, stack, or evict without leaving the page.
Every morning,
know exactly where you stand.
CrewChief sends assignors a daily 9 AM email summary covering every game in the next 7 days — how many are unassigned, how many have officials who haven't responded yet, and exactly who is holding things up.
No logging in to check. No hunting through a schedule. Just a clear, actionable snapshot before the phones start ringing.
Delivered to your inbox every morning at 9:00 AM
Covers all games in the next 7 days — not just today
Flags unassigned games and officials who haven't responded
Opt in or out any time from your assignor settings
CrewChiefHi Sarah,
Tuesday, July 15, 2025 · 9:00 AM
Officials with pending responses
One platform.
Every sport.
CrewChief started with minor baseball, but nothing about it is baseball-specific. Every label — official, venue, position slot — is configurable per association, so any youth or adult rec league that assigns people to games can run on it.
Hockey, volleyball, badminton, lacrosse, football — if it has a schedule and needs officials or volunteers assigned to it, CrewChief handles it exactly the same way.
Pay every official correctly.
Invoice every association automatically.
CrewChief tracks base rates, travel revenue, and additional pay per slot — then rolls it all up into payroll reports and per-organization invoices you can generate in seconds.
| Official | Games | Base | Travel | Add'l | Total | Status |
|---|---|---|---|---|---|---|
| J. Kowalski | 4 | $180.00 | $24.00 | $0.00 | $204.00 | unpaid |
| M. Patel | 3 | $135.00 | $0.00 | $15.00 | $150.00 | paid |
| R. Okonkwo | 5 | $225.00 | $36.00 | $0.00 | $261.00 | unpaid |
| S. Tremblay | 2 | $90.00 | $12.00 | $10.00 | $112.00 | paid |
| Total outstanding | $465.00 | 2 unpaid | ||||
From slot accepted
to payment recorded
Set rates once per level. CrewChief does the math on every accepted slot — applying overrides, stacking travel revenue, and surfacing exactly what each official is owed at the end of any pay period.
Pay Rates by Level
Set official fees and association fees per league and competition level. CrewChief resolves the correct rate automatically when building payroll — no manual lookup required.
Per-Slot Pay Breakdown
Every assignment slot tracks base rate, travel revenue, and additional pay independently. The payroll report shows a full line-item breakdown per official so discrepancies are visible before you pay.
Payroll Reports by Date Range
Query payroll for any date window — weekly, bi-weekly, monthly, or custom. Results are aggregated per official with a full slot-by-slot drill-down, showing games worked, total fees, and outstanding balance.
Payment Tracking & Mark as Paid
Mark an official's full unpaid balance as paid in one click. Record the payment method (e-Transfer, Cheque, Cash) and an optional reference number. Every payment is timestamped and retained for records.
Association Invoicing
Generate per-organization invoice summaries for any date range. Each invoice lists every game, officials deployed, level, and the total billable amount — broken down by official fee and association fee per slot.
Financial Lifecycle
Every slot moves through a defined financial state: unpaid → submitted to invoice → paid. The lifecycle is tracked per slot so you always know exactly who has been paid, for which game, and how.
Manage volunteers the same way
you manage officials.
Associations that run CrewChief for officials scheduling can add the Volunteer Organizer module to the same account. One platform — officials, volunteers, payroll, messaging, and directions — all under your subdomain.
Invite & Roster Volunteers
Send a registration link to any volunteer by email — no App Store, no account setup on your end. They click, set a password, and appear in your roster instantly. Promote any volunteer to coordinator with a single tap.
Event & Slot Management
Create volunteer events with title, location, date, and time. Add as many named role slots as the event needs — Parking, Registration, Scoreboard, First Aid — and assign volunteers to each one individually.
Push, Email & SMS Alerts
Volunteers are notified the moment they're assigned, when an event is rescheduled, or when it's cancelled — by push notification, email, and optional SMS. No manual follow-up required.
Built-in Messaging
Volunteers assigned to the same event can message each other and the coordinator in a shared event thread — without exchanging phone numbers. Coordinators receive all messages in the assignor dashboard.
What3Words Directions
Every event location is a tappable link that opens What3Words — the navigation system accurate to 3 metres. Volunteers tap the location on their assignment card and get turn-by-turn directions instantly.
Audit & Attendance Summary
Filter volunteer participation by date range and individual volunteer. See every slot assignment, its status, and the event it belongs to — exportable for season-end reporting or grant documentation.
Sat Jun 14 · 9:00 AM · Riverside Park · ///fills.count.soap
Parking — Gate A
Jamie Kowalski
Registration Desk
Dana Tremblay
Scoreboard Operator
—
First Aid Station
Marcus Chen
Add-on pricing
For existing CrewChief subscribers
Per association. Unlimited volunteers, events, and coordinators.
Run a full tournament weekend.
From schedule upload to final payroll.
Upload your XLSX schedule, assign officials to every game, let officials confirm on their phones, and walk away from the weekend with payroll already calculated. No spreadsheets, no group texts, no chasing people down.
Upload Your Schedule in Minutes
Fill in the provided XLSX template — date, time, venue, division, home team, away team — and upload it. CrewChief imports every game instantly, creates teams automatically, and has your schedule live before the tournament starts.
Assign Officials to Every Slot
Add as many position slots as each game requires — one official, two, three. Stack a priority queue behind each slot so that if your first choice declines, the next in line is offered automatically. No manual follow-up.
Officials Confirm on Their Phone
The moment a slot is assigned, the official receives a push notification and email. They accept or decline with one tap on a mobile-first PWA — no App Store, no install. You see responses in real time on the Live Ops dashboard.
Public Schedule for Teams
Every tournament gets a shareable public schedule page — no login required. Share the link with coaches and parents and they can see every game, venue, and time in a clean, mobile-friendly view.
Cross-Association Conflict Protection
Officials working your tournament are automatically checked against their commitments in every other CrewChief managed league they work. CrewChief blocks double-bookings across associations without any of the leagues seeing each other's data.
Payroll Included
Set pay rates per division or level and CrewChief tracks every assignment automatically. At the end of the tournament, pull a payroll report showing every official's total — broken down by game, with travel revenue included.
Message Your Crew — All or One
Assignors can broadcast a message to every official working the tournament at once, or open a direct thread with any individual. Officials reply from their phone inside the app — no phone numbers exchanged, no group-text chaos.
Venue Check-In
Enable check-in on any game and officials tap a single button when they arrive at the venue. The public schedule page and your Live Ops dashboard both show an 'on site' badge in real time — so you know your crew is on the field before the first pitch.
Tournament pricing
Per-tournament add-on, billed when you set up
Already running CrewChief for your season? Each tournament is just $20 to set up, plus fifty cents per completed, officiated game.
Not a current subscriber? Use CrewChief just for your tournament weekend — $40 to set up, same fifty cents per completed, officiated game.
"Game worked" = a completed game with at least one official assigned and confirmed. Imported games with no officials assigned are never billed.
Set Up a TournamentPay only for what you use
No annual contracts. No per-seat licence surprises. CrewChief charges a one-time setup fee, a seasonal rate per enrolled official, and a small per-game fee billed at month-end — so your cost scales with your activity, not an arbitrary user count.
One-time
Paid once when your association goes live. Covers tenant provisioning, subdomain setup, ICS feed configuration, and onboarding support. You are ready to assign in under a day.
Per official
Charged once per season for every official enrolled in your association. Enrollment triggers the fee, not activity.
- Billed at season start after roster is set
- Counted once per season per association — only your roster
- Covers mobile app access, notifications & payroll
Per game
Charged for every completed game that was scheduled through CrewChief during the month. Tallied automatically from your ICS feed and invoiced at month-end — no manual counting required.
- Billed monthly in arrears
- Only completed scheduled games count
- Cancelled or deleted games are excluded
Season Cost Estimator
Adjust the sliders to match your association — your estimate updates instantly.
≈ $62.50 / month averaged
Not ready to commit? Try CrewChief free for 2 weeks.
Full access for up to 12 officials, no cost, no obligation — tell us a bit about your association and we'll get you set up.
Request Free TrialQuestions? Email rob.winship@crewchief.ca
From raw feed to confirmed crew
Connect your feed
Paste your association's webcal / .ics URL. CrewChief fetches every event, auto-discovers teams, and flags which home games need officials.
Assign or stack a queue
Drop an official into a slot, or stack a priority queue. Travel-conflict and availability checks run automatically before you commit.
Officials confirm on their phone
Each official gets a push notification and email alert the moment they're assigned — no App Store needed. One tap to Accept or Decline on a mobile-first PWA, with instant optimistic updates.
Game-day triage that runs itself
Ready to run your next season on autopilot?
Built for baseball, ready for hockey, volleyball, lacrosse, football, badminton, and more.