Best Assigning Software for Sports Referees in New Zealand Reviewed

Picking the right assigning software can make or break a season for sports in New Zealand. Whether you manage rugby referees in a provincial union, football match officials in a federation, netball umpires at a community centre, or basketball referees in a school league, the difference between chaos and calm often comes down to the tool you use to assign, communicate, track availability, and pay your officials. This guide reviews the best options that work well for Aotearoa clubs and associations, explains how to judge fit for your code and size, and shares practical tips for a smooth rollout.

What Assigning Software Actually Does (and Why It Matters in NZ)

Assigning software handles the end-to-end workflow of getting the right official to the right game at the right time, and making sure they are paid and supported. It replaces spreadsheets, text chains, and last-minute scrambles with a single source of truth. In New Zealand, with scattered venues, weather-impacted schedules, and many volunteers, a system that keeps everyone aligned is invaluable.

Core Challenges for NZ Referee Managers

– Many small competitions running at once across weekends, often with late draw changes due to weather or venue availability.

– Referees and umpires covering long travel distances, across regions and sometimes islands, which affects mileage claims and cost control.

– A mix of volunteers and paid officials across codes, needing accurate payments, GST awareness, and integration with NZD payments.

– Age-grade and adult competitions overlapping, meaning different qualification and safeguarding requirements to track.

– Communication fragility: not every official checks email daily, SMS can be expensive, and messaging apps are fragmented.

Must-Have Features for New Zealand Context

– Clean availability tools: officials can mark days, times, and locations they can work, ideally with auto-block-outs and recurring patterns.

– Assignment workflows: self-assign rules if appropriate, automatic suggestions, conflict checks, qualification filters, and visibility into who is double-booked.

– Mobile-first communication: in-app notifications, emails that are easy to read on phones, optional SMS for urgent changes.

– Payments and reporting: NZD support, GST handling if you pay registered officials, export to Xero or CSV, mileage and fee tables by grade.

– Compliance tracking: certifications (first aid, safeguarding, concussion, background checks where required), expiry reminders, and grade-level caps.

– Data hosting and privacy clarity: alignment with the NZ Privacy Act 2020, transparent data storage locations, and secure logins with multi-factor options.

The Shortlist: Best Assigning Platforms for Sports Referees in New Zealand

Below are platforms that are commonly used by assigning groups similar to those in New Zealand, or that fit the workflows Kiwi organisations require. Availability, pricing, and integrations can change, so use this as a starting point and confirm details with the vendors.

Assignr

Assignr is a modern, cloud-based assigning tool built specifically for officials. It focuses on simplicity, strong availability and assignment features, and friendly onboarding. It works well for single-code associations and multi-venue competitions. Many small and mid-sized groups worldwide use Assignr because it keeps the core workflow clean.

Where it shines for NZ:

– Easy availability entry for referees and umpires, with recurring blocks and quick updates for weather changes.

– Straightforward assignment screen with conflict warnings and grade filters, helpful for youth-to-senior pathways.

– Solid communication options: email and push notifications as standard, and optional SMS (check NZ pricing and sender ID).

– Payout exports in CSV that you can map into Xero, plus configurable game fees and mileage rules.

– Works well on mobile, so sideline coordinators can adjust in real time.

Limitations to note:

– Payment processing and withholdings are geared to international use; you will likely export to Xero rather than pay in-app with NZ bank rails.

– Integrations with NZ competition systems (such as GameDay or COMET) are not native; you may import draws via CSV.

Best for:

– Small to mid-sized associations that want an easy start and clean workflow.

– Multi-sport community trusts assigning across gyms and fields with volunteers and a few paid officials.

GameDay Officials (OfficialsHQ by Stack Sports)

GameDay (formerly SportsTG) is widely used in Australia and New Zealand for competition management. Its officials module, often referred to as OfficialsHQ or GameDay Officials, integrates with draws created in GameDay. If your sport or region already uses GameDay for fixtures, this can reduce double handling.

Where it shines for NZ:

– Direct link to GameDay draws means assignments align with live fixtures and last-minute reschedules.

– Role-based access lets clubs, competitions, and officials see only what they should, which suits multi-tiered NZ structures.

– Communication is integrated, and officials can confirm through the same ecosystem they already use for registrations.

– Reporting supports exports and board-level summaries for total fees, appointment counts, and fill rates.

Limitations to note:

– Experience varies by sport and region depending on how your administrators configure GameDay; setup matters.

– Mobile UX is improving but may feel more “system” than “app” in places; train your officials during rollout.

– Payment workflows typically require exports to finance systems; confirm NZD and GST options with support.

Best for:

– Associations already on GameDay for draws and results that want fewer systems and less duplication.

– Larger competitions with volunteers in clubs who help coordinate and need controlled access.

COMET Officials (for Football Environments)

COMET is a football-specific management system widely used by national federations. In NZ, football organisations that sit under such systems may benefit from the officials components if they are enabled locally. If your football association or federation uses COMET for registrations and fixtures, check whether COMET’s officials functionality is available to you.

Where it shines for NZ:

– One database for players, coaches, teams, fixtures, and officials can reduce admin and errors.

– Eligibility and qualification controls can align appointments with grade and certification status.

– Strong audit trail that supports disciplinary and competition integrity requirements.

Limitations to note:

– Feature access varies by federation policy and configuration; you may not have all modules.

– Importing external competitions or social leagues may be harder than in generic assigners.

– Payment and mileage workflows often need exports to financial tools; validate that early.

Best for:

– Football associations that already rely on COMET for fixtures and want a single environment.

– Federations seeking consistent data and reporting across districts.

ArbiterSports

ArbiterSports is a heavyweight in North America and is built for complex assigning at scale. It offers deep features like advanced eligibility, auto-assign, robust evaluations, and multi-level approval. It can manage very large pools of officials and thousands of games.

Where it shines for NZ:

– Powerful rules engine for assigning, including travel limits and tier-based priorities.

– Comprehensive evaluations and observer reports for referee development pathways.

– Enterprise-grade role permissions, suited to multi-region bodies or school sport systems.

Limitations to note:

– Payment flows and bank integrations are US-centric; NZ groups usually use exports.

– The interface can feel heavy for first-time users; plan extra training and admin time.

– SMS/phone features may have different costs and behaviours outside North America; verify NZ specifics.

Best for:

– Very large associations, multi-code organisations, or national-level bodies with complex rules.

– Groups that want advanced evaluation and long-term performance tracking bundled with assigning.

RefAssist

RefAssist is designed for global use and focuses on intuitive availability, simple assignment workflows, and streamlined communications. It can be a flexible option for associations that want modern design without a steep learning curve.

Where it shines for NZ:

– Quick onboarding for volunteers and part-time coordinators; minimal training needed.

– Good blend of mobile notifications and email to cover different communication preferences.

– Reasonable export options for payments, including fee tables and mileage.

Limitations to note:

– Integrations with local NZ registration or draw systems may be limited; expect CSV imports for fixtures.

– Advanced evaluation and grading features may be lighter than enterprise products.

Best for:

– Clubs and small associations that need speed, clarity, and affordable pricing.

The No-Cost Stack: Google Sheets + Forms + Messaging App

For very small groups, a simple free toolkit can work. Google Forms collects availability, Google Sheets tracks assignments, and a messaging app like WhatsApp or Messenger handles changes. It’s not perfect, but it’s better than chaotic email threads.

Where it shines for NZ:

– Zero software costs and immediate start-up.

– Works offline-ish when connectivity is patchy at rural venues (with phone caching and later sync).

Limitations to note:

– No automated conflict checks, poor audit history, insecure for sensitive data, and manual payments.

– Hard to scale once you go beyond a handful of grades or 30+ officials.

Best for:

– Social leagues, school sport coordinators handling a short season, or a pilot before upgrading.

How to Choose: A Buyer’s Guide for New Zealand Organisations

Any of the platforms above can work, but the right choice depends on your sport, size, budget, and constraints. Use the steps below to avoid costly mistakes.

Step 1: Map Your Workflow and Rules

– List competition types: junior, senior, social, representative, school sport.

– Describe how availability is collected and updated (who, when, how often).

– Document pay rules: per grade, per role (ref/AR/umpire), mileage, parking, GST, and who approves.

– Capture compliance: police vetting, safeguarding, concussion training, age limits, minimum grade.

– Note your comms style: email-first, app-first, or SMS for emergencies only.

Step 2: Identify Integrations and Data Needs

– Do you use GameDay, COMET, or another fixture tool? Can you export a CSV?

– Where do finances land? Xero, spreadsheets, or a partner’s finance system?

– How do you want to report: monthly board reports, coaching feedback, development metrics?

Step 3: Pilot with a Real Round of Fixtures

– Load one full weekend of games from a typical week (including last-minute changes).

– Invite a small, representative group of officials: new, experienced, urban, rural.

– Run through: availability, assignment, accept/decline, communication, and payment export.

– Track time saved and unresolved pain points; ask officials how many taps or clicks it took.

Step 4: Check NZ-Specific Compliance and Costs

– Confirm where data is stored and how it aligns with NZ Privacy Act 2020 obligations.

– Validate NZD support, invoice templates, and GST fields; test Xero export if relevant.

– Ask about SMS to NZ mobile numbers and pricing; consider capping usage for cost control.

Step 5: Decide by Fit, Not Just Features

– A platform that your volunteers understand beats a “powerful” one they won’t use.

– Prioritise frictionless availability, error-proof assignments, and clear comms over niche features.

– Plan for season-long support: onboarding new officials, role changes, and mid-season updates.

Comparison Snapshot by Use Case

Small Clubs and Schools

– Best picks: Assignr, RefAssist, or a no-cost stack if budget is zero.

– Why: Fast setup, low training needs, good mobile experience, and simple exports.

Regional Associations with Multiple Grades

– Best picks: GameDay Officials if your draws live in GameDay; Assignr otherwise.

– Why: Integration reduces admin; the alternative keeps workflows clean across mixed competitions.

Football Federations or Districts

– Best picks: COMET if enabled locally; Assignr as a flexible backup via CSV.

– Why: COMET can unify registrations, fixtures, and officiating; otherwise choose a specialist tool.

Large Multi-Code or Enterprise Environments

– Best picks: ArbiterSports for complex rules; GameDay Officials when tied to GameDay fixtures.

– Why: Advanced permissions, evaluations, and role-based control across many competitions.

Feature Deep Dive: What to Look for in Real Life

Availability That Sticks

– Recurring patterns: officials can block every Saturday morning for the term.

– Location preferences: reduce travel by clustering assignments by suburb or region.

– Blackout rules: exam weeks, public holidays, or representative commitments.

Assignment Tools That Reduce Mistakes

– Conflict checks: no double-booking; detection of travel time gaps.

– Qualification filters: only qualified officials can take certain grades or finals.

– Accept/decline logic: time limits and auto-reassign when someone declines.

Payments That Make Sense for NZ

– Fee tables by role and grade, mileage rates per kilometre, and optional meal allowances.

– GST fields for registered officials and clear exports to Xero.

– End-of-season summaries for tax, downloadable by each official.

Communication That Meets People Where They Are

– In-app and email as defaults; limited SMS for urgent changes to save cost.

– Message templates for rain-outs, venue changes, or referee coaching notes.

– Delivery tracking to see who received and who needs a phone call.

Privacy and Security That Protects Your People

– Role-based access so club volunteers do not see sensitive data they don’t need.

– Data storage locations disclosed clearly and contracts that meet NZ Privacy Act 2020.

– Multi-factor authentication and basic cyber hygiene training for admins.

Pricing and Budgeting Tips

– Expect per-official or per-game pricing. For small groups, a few hundred NZD per year is common; larger associations may pay more.

– Check for add-ons like SMS bundles, extra admin seats, or premium support.

– Budget time as well as money: setup, data import, and training take hours, not minutes.

– Compare cost to time saved. If your coordinator saves 5 hours each week for 20 weeks, the value adds up quickly.

Implementation Playbook for a Smooth Season

Before You Launch

– Clean your data: standardise official names, emails, phone numbers, and grades.

– Finalise fee tables and mileage policies; write them down in one place.

– Decide who can assign what: define roles for admins, coaches, and club delegates.

During Setup

– Start with one competition first. Load fixtures, add officials, test availability and assignments.

– Send a simple guide to officials: how to set availability, accept games, and update contact details.

– Run a “rainy day drill” where you simulate venue changes and late scratches.

First Two Weeks of Live Use

– Keep assignments a little earlier than usual so there’s buffer to adapt.

– Monitor confirmation rates daily; call or message anyone who gets stuck.

– Capture feedback, but batch changes so you don’t thrash your admins.

Mid-Season Optimisation

– Review data: which games are hardest to fill, who travels the most, and where late changes are common.

– Adjust fee tables if travel patterns or fuel costs change significantly.

– Use evaluations or post-game notes to support development of newer officials.

Ethical and Wellbeing Considerations

Load Balancing and Fairness

– Use reports to ensure the same people are not always stuck with long drives or late games.

– Rotate finals and top grades to support both quality and development pathways.

Safeguarding and Age-Appropriate Appointments

– Track and enforce minimum age and qualification requirements for junior games.

– Keep personal contact details protected and avoid sharing unnecessary information with clubs.

Respecting Volunteer Time

– Send assignments at predictable times and avoid pinging people late at night unless necessary.

– Offer officials a one-tap way to block out dates instead of making them email an admin.

Mini Reviews at a Glance

Assignr: Simple and Effective

– Best for small and mid-sized groups wanting fast adoption and clean workflows.

– Strengths: availability, assignment clarity, mobile experience, CSV/Xero-friendly exports.

– Watch outs: integrations are mostly CSV; in-app payments for NZ require workarounds.

GameDay Officials: Integrated with Draws

– Best for associations already using GameDay.

– Strengths: fixture sync, reduced double entry, role-based access.

– Watch outs: setup quality matters; confirm NZD/GST handling and SMS costs.

COMET Officials: Football Ecosystem

– Best for football bodies under a COMET environment.

– Strengths: single database, eligibility controls, strong audit trail.

– Watch outs: access and features vary; payment exports may need customisation.

ArbiterSports: Enterprise Power

– Best for large, complex organisations with advanced rules and development needs.

– Strengths: rules engine, evaluations, enterprise permissions.

– Watch outs: heavier training needs; payment flows are US-centric.

RefAssist: Modern and Friendly

– Best for clubs and small associations seeking a modern tool without complexity.

– Strengths: quick onboarding, solid notifications, simple exports.

– Watch outs: fewer deep integrations; lighter advanced evaluation.

Sample Scenarios to Help You Decide

Scenario 1: A Provincial Rugby Union

– Need: Assign across senior club, age-grade, and school competitions with weather changes.

– Fit: GameDay Officials if the union uses GameDay for draws. Assignr if fixtures are handled elsewhere and CSV import is fine.

– Setup tip: Build travel zones so refs are clustered within reasonable distances on busy Saturdays.

Scenario 2: A City Basketball Association

– Need: Lots of short games across multiple indoor venues after school and on weekends.

– Fit: Assignr or RefAssist for quick mobile confirmations and easy last-minute swaps.

– Setup tip: Enable self-assign for lower grades to reduce admin load, with rules to avoid double-booking.

Scenario 3: A Football Federation District

– Need: Central oversight, consistent grade eligibility, and coaching feedback for developing referees.

– Fit: COMET if enabled locally; otherwise Assignr with CSV from your fixture tool.

– Setup tip: Use evaluation notes to support referee progression and appointment to higher grades.

Data, Privacy, and Risk in the NZ Setting

Privacy Act 2020 Practicalities

– Keep personal data limited to what you need for assigning and safety.

– Ensure vendor contracts state where data is hosted, how it’s secured, and how to handle breaches.

– Provide officials with a simple privacy notice and a contact for data queries.

Data Sovereignty and Hosting

– While global hosting is common, ask vendors about Australasian data centres and backup locations.

– Confirm data export options in case you change systems at season’s end.

Security Basics for Admins

– Use multi-factor authentication on admin accounts.

– Revoke access when volunteers step down and keep a log of who has what role.

Migrating from Spreadsheets: A Quick Guide

Clean the Roster

– Deduplicate officials, update emails and mobile numbers, and record certifications and expiry dates.

Standardise Fee Tables

– Align on fees per grade and role, mileage rate, and any special finals rates.

Import and Test

– Import officials, fees, and a week of fixtures. Run a complete mock assignment cycle.

Communicate the Change

– Send a one-page “how to accept a game” guide. Hold a 20-minute online Q&A. Invite feedback.

Frequently Asked Questions

Can we handle GST and NZD properly?

– Most platforms offer CSV exports. You can then import into Xero and apply GST where needed. Confirm if the vendor supports NZD display and tax fields in their native reports.

Do officials need to download an app?

– Many systems work fine in a mobile browser with email notifications. Apps can help, but plan for officials who prefer email only.

What about SMS costs?

– SMS to NZ numbers can add up. Use it sparingly for urgent changes and rely on in-app and email messages for routine assignments.

How long does setup take?

– A simple setup can be done in a few hours. A larger association should plan a few weeks for configuration, testing, and training.

Can we mix paid and volunteer officials?

– Yes. Configure fee tables so some roles pay $0 and others pay according to grade and travel rules.

Decision Checklist You Can Copy

Essential Fit

– Supports recurring availability and easy updates.

– Prevents double-booking and checks travel time between venues.

– Handles NZD fees, mileage, and exports to Xero or CSV.

Nice-to-Haves

– Integrated with your fixtures tool (GameDay, COMET, or similar).

– Evaluation notes for referee development, especially in pathway sports.

– Multi-factor authentication and clear data hosting policies.

Deal Breakers

– Poor mobile experience.

– No way to export payments cleanly.

– Confusing user roles that expose sensitive data.

Our Bottom-Line Recommendations

Best Overall for Most NZ Associations: Assignr

– It balances ease of use, strong core assigning features, and practical payment exports. It’s a reliable everyday tool that won’t overwhelm volunteers.

Best If Your Draws Live in GameDay: GameDay Officials

– Minimal duplication and tight alignment with live fixtures make your week smoother. Get the setup right and it pays off across the season.

Best for Football Organisations Under a COMET Setup: COMET Officials

– A single ecosystem reduces admin, enforces eligibility, and improves reporting. Confirm access with your federation.

Best for Enterprise-Scale or Complex Rules: ArbiterSports

– When you manage large pools and need deep evaluations and rule logic, ArbiterSports is built for that level of complexity.

Conclusion

Assigning software is not just another admin tool. In New Zealand’s mix of community spirit, variable weather, and far-flung venues, it is the backbone of reliable game-day operations. The right platform reduces late-night stress, treats officials fairly, protects privacy, and helps you grow both participation and quality.

If you’re small or mid-sized and want a quick win, start with Assignr. If your draws live in GameDay, lean into GameDay Officials. If you’re in football under a COMET environment, explore COMET’s officials module first. And if you run a complex, multi-region operation, consider ArbiterSports for its advanced control.

Whatever you choose, pilot with a real weekend of fixtures, keep communication simple, respect volunteer time, and build fair, transparent rules. Do those things, and you’ll feel the difference by the second round: fewer panicked calls, more confident officials, and a competition that just works.