MTFOA Officials

Website Guide

How to sign in, RSVP for the banquet, update your roster photo, and check in at meetings.

What is changing

Today, everyone shares one password to open the members-only pages. That is going away. Soon, each member signs in with the same email address used for Arbiter and a password they choose themselves. It is the same website and the same pages. You just get your own key.

Why we are doing it

  • A password everyone shares is easy to pass around, and hard to take back.
  • Each person sees only what they need: Member Resources for everyone, and the evaluation tools for those who use them.
  • You can see your own meeting attendance, and where you stand for playoff eligibility.

What stays the same

  • The same web address, mtfoa.org.
  • The same Member Resources: meeting recordings, documents, Arbiter help, training and policies.
  • Nothing to install, and no app to download.

What you need to do

  1. Keep using the current password until you set up your own. You can set up your own password now (step 2). The old way of signing in keeps working until Thursday, October 15, so you have time to switch before the next meeting. Until you set up your own, keep using the current shared password. Once you have, you can stop using the old one.
  2. The first time, choose your password. On the Member Portal page (choose Member Portal in the menu at the top of the site), click “First time here, or forgot your password? Get a code.” Type the email address you use for Arbiter. We email you a 6-digit code. Type the code, choose a password (at least 8 characters) and type it twice, and you are in.
  3. After that, just sign in. Use your Arbiter email and your MTFOA password. This is not your Arbiter password, unless you chose the same one. It is the password you typed twice the first time you signed up. Leave “Keep me signed in on this device” ticked on your own phone or computer, and you will not have to sign in again for about a month.
Time to switch. Until October 15, the shared password will also work, under a red link that says “Use the existing password” After that, only the new sign-in works, for everyone.

What you will see after you sign in

Everyone

Member Resources, and an Attendance tab with your own meetings and your green or red playoff light. Only you can see your own attendance.

Referees

Also tabs for the evaluation tools and the Referee Varsity Game Report, along with a link to the TSSAA Unusual Occurrence Report.

Supervisors and the board

Everything above, plus everyone’s meeting attendance. Supervisors can also view and edit their observation report, and they are exempt from the attendance requirement.

Where to find everything

These are the places that asked for a password before. After the switch, you sign in once on the Member Portal. Each one of these is a tab across the top of the portal, and you only see the tabs your role allows.

Member Portal
Where you sign in, RSVP for the banquet, and set up your password the first time. Everything below opens as a tab once you are signed in.Open Member Roster
Update your own photo on the public roster. Look for “My Roster Photo” near the top.Open Member Resources
Meeting recordings and agendas, dues, game and administrative documents, foul reports, Arbiter help, training and policies.Open Deep Wings Official Rating
Rate the deep wing officials you observed. It opens as a tab in the Member Portal.Open Observation Tracking
Varsity observation tracking, plus the sub-varsity feedback form and results. It opens as a tab in the Member Portal.Open Referee Varsity Game Report
File your game report, along with the TSSAA Unusual Occurrence Report. It opens as a tab in the Member Portal.Open

You will only see the tools your role allows.

RSVP for the banquet

The MTFOA 80th Annual Banquet is on the Member Portal as soon as you sign in — a banner right at the top with the date, location and full details.

  1. Sign in to the Member Portal. The banquet banner is the first thing you see, right under the header.
  2. Tap the banner to expand it and read the full details. (If you tapped “RSVP” next to the banquet on the Meetings & News page to get here, it is already expanded for you.)
  3. Choose “Yes, I’ll be there” or “No, I can’t make it.” You can change your answer as many times as you like before the RSVP deadline shown on the banner.
Please RSVP by the deadline shown on the banner. After that date, your answer is locked in — email or text Alec Calvert ([email protected], 615-545-6696) if you need to change it after the deadline.

Upload your own roster photo

You can update your own photo on the public Member Roster yourself — no need to email anyone.

  1. Go to the Member Roster page and look for “My Roster Photo” near the top, just under the search box.
  2. Tap it to expand it, then choose a photo (JPEG or PNG, under 8 MB).
  3. Drag to reposition and use the slider to zoom until the crop looks right, then submit it for approval.
Your new photo does not replace your current one right away. It goes up on the roster once it has been approved.

Your meeting attendance and the green light

Your panel lists every meeting, marks the ones you attended and the ones you missed, and shows one light. It uses the playoff eligibility rules already posted on the Meetings & News page.

Green light
You have the credit needed: six local meetings, at least five of them in person.
Red light
Not there yet. It tells you how many more you need, and which meetings are still coming up.

How meetings count

  • Local meetings count, and so does the banquet.
  • Live virtual meetings count like in-person meetings.
  • You may receive credit for one meeting by watching a recording.
  • The state meeting is tracked by the TSSAA, so it does not appear here.

If it looks wrong

A meeting shows as “Attendance not posted yet” until Alec Calvert has entered it. If your record is wrong, or you are missing, use the “Something look wrong? Email Alec Calvert” link on your panel, or write to [email protected].

Checking in at a meeting

At a live meeting, you can check yourself in from your phone in a few seconds. It puts you on the attendance list as present in person. You do not have to wait for the attendance list to be entered later.

Live demo — try scanning it with your phone

LIVE

Or type the number: 000000

This is a real, working QR code that changes every few seconds, exactly like the one officials use to check in at a meeting. Go ahead and scan it — then wait a bit and scan it again. A saved photo of it stops working almost immediately, which is the whole point: it cannot be shared or reused.

Scan the QR code

  1. Open your phone’s camera and point it at the QR code shown on the screen at the meeting.
  2. Tap the link that appears. The Member Portal opens.
  3. Sign in if it asks you to. You are checked in as soon as you are signed in, and your Attendance tab shows a confirmation.

Or type the 6-digit number

  1. Sign in to the Member Portal on your phone and open the Attendance tab.
  2. On the row for today’s meeting, tap Check in.
  3. Type the 6-digit number shown under the QR code on the screen. It sends itself when you type the sixth digit.
Example of the Check in box on the Attendance tab: today's meeting shows a red Check in button, and tapping it opens a box with a field for the 6-digit number and a Scan button.
On the day of the meeting, your Attendance tab shows a red Check in button on today’s meeting. Tap it and this box opens. (An example.)
Sign in before you arrive. Open the Member Portal on your phone and sign in before you leave for the meeting, with “Keep me signed in on this device” ticked. Then you are already signed in when you get there, and checking in takes one step: scan the code or type the number. No password to type in the room.
  • The code on the screen changes every few seconds, so scan or type what is on the screen right now. A photo of it will not work.
  • The Check in button shows on the day of the meeting. Check-in opens an hour before the meeting and closes that evening.
Cannot sign in, or no phone with you? That is fine. Tell Alec Calvert, or whoever is at the check-in table, and they will check you in by hand from their own Member Portal page. You do not need to sign in yourself.

Getting credit for a recorded meeting

Watched a meeting recording instead of attending live? You can claim your own credit for it now — no need to email Alec Calvert.

  1. Watch the meeting recording on the Member Resources page.
  2. Find the code shown in the video, then sign in to the Member Portal and open the Attendance tab.
  3. Look for “Watched a meeting video?” below your meeting list, type the code into the box, and submit it.
Only one meeting all season may be credited this way, and each meeting’s code can only be used once.

Questions

Can I change my banquet RSVP after I answer?

Yes, as many times as you like, right up until the RSVP deadline shown on the banquet banner. After the deadline passes, your answer is locked in — email or text Alec Calvert if you need a change after that.

How long does it take for my new roster photo to show up?

It will not replace your current photo right away. Your photo is submitted for approval first, and it appears on the public roster automatically once it has been approved.

Do I still need to email Alec after watching a meeting recording?

No. Find the code shown in the video, sign in to the Member Portal, open the Attendance tab, and enter it under “Watched a meeting video?” Remember, only one meeting all season may be credited this way.

Which email address do I use?

The email address you use for Arbiter. That is the address we have on file for you. If you sign up with a different address, the system will not recognize you.

The code email did not come.

Look in your Spam or Junk folder first. The message is from MTFOA and the subject says “Your MTFOA website code”. Codes work for 15 minutes. If nothing arrives after a few minutes, ask for a new code, or email the webmaster (below) and we can give you a code another way.

I forgot my password.

Click “First time here, or forgot your password? Get a code” on the Member Portal page and choose a new one. It takes about a minute.

It says my email is not right, or I am not on the list.

The list came from Arbiter. If you have a new email address, or joined recently, email the webmaster (below) with your name and the address you use for Arbiter.

Is my password safe?

Yes. Nobody, including the webmaster, can see or look up your password. It is stored in a scrambled form that cannot be turned back into your password. If you forget it, you choose a new one.

I do not have my phone, or I cannot sign in, at a meeting.

Tell Alec Calvert, or whoever is at the check-in table. They can check you in by hand, in person, from their Member Portal page. You do not need to sign in.

Does it work on my phone?

Yes. It works on phones, tablets and computers.

When can I switch, and when does the old shared password stop working?

You can set up your own password now. The shared password will also work until Thursday, October 15, so nobody gets locked out while they switch, and everyone can be set up in time to check in at the October 14 meeting. After that, the shared password is turned off for everyone, on Thursday, October 15.

Someone else uses my computer. Is it safe to stay signed in?

Only tick “Keep me signed in” on a device that is yours. On a shared computer, leave it unticked and click Sign out when you finish.

Questions? Email the webmaster at [email protected].