For Meet Managers & Admins. Each guide explains the access needed for its task.
Finding and Filtering Officials on Your Roster
The Officials page is an admin view of the federation roster. Seeing another club's officials doesn't automatically give you permission to edit them.
Finding someone
Search by name, narrow by clubs, or filter by Level, REMS confirmation and qualification. The Level filter uses each official's recorded Level only; officials with no recorded Level don't match it. Has qualification keeps everyone with any recorded part of that qualification (the clinic or a sign-off). Club training to check lists officials who entered HSV Operator, Control Room Supervisor or Electronics Operator training themselves, so you can confirm or remove it. The club and filter selections apply to the current list; column and density choices are saved separately.
Choosing columns
Use Columns to select the information you want and choose comfortable or compact rows. Your name column stays visible. Column and density preferences persist on this browser/device; they aren't shared account settings. Search/filter choices aren't saved with them.
Reading qualifications
The Qualifications column shows a chip for each qualification an official has started: a soft chip for In Progress (outlined once sign-offs are started) and a solid chip for Completed. Hover a chip for its status; “from REMS” means it is what REMS last said. Chips aren't a substitute for the sign-up eligibility rules. Levels, qualifications and jobs.
Bulk actions
Select rows to email the selected officials. Export downloads the selected officials with their recorded Level (blank if none) and a Qualifications column; it isn't a bulk profile-edit tool. Edit qualifications and profile details one official at a time.
Editing an official.
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Editing an Official’s Profile and Qualifications
Admins use the full profile view, including when looking at their own record. A non-admin looking at their own profile uses the simpler self-service qualifications screen.
Profile and contact details
Use the card's Edit action where available. Cross-club views may be read-only. First name and last name are separate fields and both are required to save. A record missing one shows a muted “Last name missing” (or “First name missing”) note on the roster and profile; officials who log in are asked to complete their own name, while an admin completes it for someone without a login. REMS number is the CSV import matching key; REMS email is separately stored and checked for mismatches. Changing contact information isn't the same as changing an account's login email.
Each official has one Level (1, 2, 3, 3+, 4 or 5), shown in the Officiating level section. Admins can record, change or remove it for their own-club officials; a Level you record for someone else counts as confirmed, so check REMS/CSU first. A Level an official entered themselves shows as awaiting confirmation until an admin confirms it. Nobody can confirm their own Level: on your own profile, another admin or the Site Owner confirms it. Every change and confirmation is kept in the audit log. Admin > Levels to confirm lists every level waiting for confirmation, Level 3+, 4 and 5 first.
Qualifications
The Qualifications tab starts read-only. It lists every qualification in three groups: Deck qualifications, Qualifications your club records (HSV Operator, Control Room Supervisor and Electronics Operator, which only an admin records) and Other courses (Open Water and Para, which unlock no job). Use Edit to work on editable manual records. Undated self-entered ticks can also be unticked: confirm Remove or choose Keep. The confirmation lists upcoming sign-ups and assignments affected by losing the qualification; it does not change those commitments. Dated or CSU-imported sign-offs can't be removed here. Dates on self-entered records remain protected. Every removal is kept in the activity log.
Each qualification shows its status as CSU does: In Progress once any part is recorded, Completed with the clinic and every required sign-off. A REMS tag means the status is what REMS last said. The screen shows each qualification's required sign-offs — for example, Safety Marshal needs none and Judge of Stroke shows one. Extra evaluations beyond what a qualification requires are kept and labelled as historical — not required. Job eligibility depends on holding any part of the job's qualification, willingness and any required Level, never on the status. Read-only or protected controls don't become editable through help.
Club training an official entered themselves shows a “Self-entered — club to check” badge. It keeps counting until you Confirm it (it becomes a club record) or Remove it; both are kept in the audit log. Nobody confirms their own record.
REMS confirmation and account access
The account-access area, where permitted, lets you record that you checked the official against REMS and manage a login invitation. Confirmation is an overall timestamp and actor record, not a live REMS check or a rewrite of record sources.
CSV imports · Login invitations.
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Importing Qualifications from a CSV
The importer enriches officials already on file. It does not create roster records or attach logins to people.
Preparing the file
Download the CSV template and use the column reference on the import page. Each row represents a qualification or a Level. REMS number identifies the official; REMS email is an additional cross-check, not the matching key.
A Level row's name is Level 1 to Level 5 or Level 3+. REMS's Level 3 Referee means Level 3+, and Level 2 (Developing) Referee means Level 2. If the file lists several Levels for one official, the highest is used. An import never lowers a Level already on file (it flags it instead), and imported Levels count as confirmed, except your own. See the column reference on the import page for the exact format.
Each qualification row also brings REMS's status (Completed or In Progress), shown on the official's Qualifications tab with a REMS tag. A qualification row with no dates at all is flagged and not recorded, so it never opens a job. Para Swimming and Open Water courses are recorded under Other courses on the Qualifications tab; they unlock no job. Club-tracked training (HSV Operator, Control Room Supervisor, Electronics Operator) isn't in REMS, so it isn't imported. Any other qualification name Deck Plan doesn't recognise is flagged and skipped.
Combined certification and evaluation waivers
Chief Recorder and Chief Judge Electronics share two sign-off events, but each needs its own clinic. Sign-offs with the same date count once across the two qualifications. Once complete, each qualification with its clinic shows Completed — Chief Recorder / CJE combined, even if the CSU's individual lines say In Progress. Review compares the combined evidence in the file, and a fetched-in-full file that satisfies the pool raises no missing-line cards for its members.
Judge of Stroke needs no evaluation when Level II was certified on or before August 31, 2023. With its clinic, it shows Completed — evaluation not required, Level II before Sept 2023. An undated Level does not qualify. The importer keeps the Level II date even when the official now holds a higher Level; a Level III or higher dated before the cutoff also proves Level II came earlier. These rules change status labels and review cards only; they do not change which jobs an official can sign up for.
Importing and reviewing results
Upload the file and inspect the result counts and flags. An unknown REMS number is skipped: have the official register, or deliberately add a managed official first. A REMS number that belongs to an official in another club is skipped with no changes, even when that number is already known to Deck Plan. The exception is the Site Owner (Super Admin): their import covers officials in every club, and each affected club's activity log records the import and any level changes for its officials.
Flags don't all mean a row was skipped. For example, a REMS-email mismatch can be flagged while the qualification is imported. Read each flag before deciding what to change.
REMS review
Differences about a person are also saved on Admin → REMS review, so they don't disappear when you leave the result page: Deck Plan shows a qualification as Completed while the CSU says In Progress; Deck Plan holds a higher Level than the CSU (the card shows whether that Level was self-set, set by an admin, or imported earlier); or the REMS email on file differs from the CSU's. A Level 3+ against the CSU's Level 3 is only a flag, not a review item.
If the file includes a fetched marker row for a person (their qualifications and certifications were both read in full), two more are saved for that person only: a qualification Deck Plan has from a self-entered or admin-entered record that the CSU doesn't list at all, and a self-set or admin-set Level when the CSU lists no Level. Without the marker, a missing line is never treated as evidence.
For each item, decide which is correct. Deck Plan is correct puts it away; Skip for now sets it aside to decide later. Either one stays hidden until the CSU's details change; Undo moves it back to open. Neither changes a record.
CSU is correct changes Deck Plan to match the CSU. It first opens a page showing exactly what will change: the self-entered and admin-entered parts of that qualification that will be removed (parts imported from the CSU, marked *, are never removed), the lower Level (confirmed by you, except on your own record; it never raises, adds or just confirms a Level), or the new REMS email. It also warns about upcoming sign-ups and assignments the change affects (Team Admins see their own club’s meets in full and a count for other clubs’ meets), such as a Referee or Assistant Referee assignment that would no longer meet the Level requirement; those are not changed, so check the meet's board afterwards. If every part is imported, there is nothing to remove and the change isn't offered: the CSU's own status disagrees with its records, so choose Deck Plan is correct or Skip for now.
Every choice is recorded in the activity log; a CSU is correct change also records what was there before. A later import closes an item as resolved once Deck Plan and the CSU agree, but only when the file includes that exact line (a partial file never closes anything it didn't cover). Uploading an older file whose CSU details differ from those an item was decided against reopens it as a new item. Team Admins see and fix items for their own club's officials; the Site Owner sees every club.
Matching CSU people to officials (Site Owner)
The Site Owner's file can also carry the CSU's club lists: one person row per person the CSU lists for a club (REMS number, first name, last name, club code) and one roster row per club whose whole list is in the file. These rows are ignored in a Team Admin's upload. They never create an official, and a CSU person is only kept on the review card of a Deck Plan official who might be them.
If the CSU lists someone's REMS number under a different name, nothing in the file is imported for them, the Level imported under that number stops counting as confirmed, and an Identity check card is raised. Names are compared exactly (ignoring accents, capitals, punctuation and the order of first and last name); nicknames don't match. The Site Owner then chooses Same person (imports go ahead again until the CSU's name changes) or Wrong number, which first shows, then removes, everything imported under that number, including the imported Level (the page shows the earlier Level from the activity log so it can be re-entered), puts back self-entered or admin-entered records the import had overwritten, and clears the number or replaces it with the CSU number listed under the person's own name.
For the clubs whose whole list is in the file, Deck Plan also suggests a REMS number for anyone without one when exactly one CSU person has the same name (several matches are listed for the Site Owner to choose from), and notes officials it can't find, numbers the CSU doesn't list, and two records that seem to be the same person (deactivate the extra one by hand). Confirm link sets a suggested number after checking it is still free; nothing is imported until the next import. If any person row can't be read, none of these suggestions are made from that file.
Only the Site Owner acts on these cards. Team Admins see their own club's cards without the CSU's details, and they aren't counted in the Team Admin's REMS review badge. The activity log a Team Admin sees records that a link or fix happened, without the CSU's details.
Running it again
Matching qualification records update rather than duplicating. Reimporting changed data can change existing imported information, so review your file and the results each time. This is enrichment, not a preview-and-approve import workflow.
If a file exceeds the upload limit, split it into smaller files and upload them separately. An oversized upload is rejected before import begins.
Adding a managed official.
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Adding an Official Who Won’t Create Their Own Login
Use Add managed official when your club knows a person who needs a roster record but won't create their own login yet.
What it creates
It creates one official record without a login. A coordinator can record qualifications and availability and place the person on the board. It doesn't create an account they can sign in to.
Enter the person's first name, last name and REMS number — all three are required. A Team Admin adds the person to their own club; a Super Admin can select the club. Check the identifying information to avoid a duplicate record. This is a deliberate one-person action, not a bulk roster importer.
After creating the record
Open the profile to add qualifications and a recorded Level as needed. Mark availability on the meet's management page and then place the official.
Adding a login later
Send a targeted invitation from Account access. Claiming it attaches a login to this exact record, retaining its qualifications and history. Don't ask the person to create an unrelated duplicate record instead.
Inviting an official.
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Inviting an Official to Set Up Their Own Login
Where an official is eligible for an invitation, their Account access tab offers the setup action. A person who already has a login should use normal login or password reset.
Sending an invitation
Check the recipient's email carefully. It becomes their login email and may differ from their REMS email. The invitation connects the login to the specific official record; it does not search for another record by email or REMS number.
Resending or revoking
Only one current invitation is allowed per official. Resending issues a replacement link to the same address and invalidates the previous invitation. Revoking cancels the current invitation. To correct an address, revoke and issue a new invitation using the correct one.
If it isn't claimed
Expiry doesn't remove the official's roster record or qualifications. You can issue another invitation when appropriate. The recipient must be signed out to claim it; successful claim signs them into their new login.
Recipient instructions.
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