What is an Admin Fee?
An Admin Fee is a per-game or per-assignment charge — separate from (but similar to) an assignor fee.
An admin fee gets paid out to whoever you designate. Unlike an assignor fee, the person who receives it doesn’t have to be the one who assigned the game, or even hold assignor permissions at all. It’s meant for cases like a league treasurer, office administrator, or other staff member who should be paid a small amount out of each game’s fees without being involved in scheduling.
If you don’t see an admin fee option within the Maintenance menu, this feature isn’t turned on for your site yet, and/or your account doesn’t have the right permission. For assistance with turning it on, contact us at [email protected].
How to Access Admin Fees.
Two things need to be true for you to see and manage Admin Fees:
The feature needs to be enabled for your site (contact Assignr support for assistance).
Your role type needs the Manage Admin Fees permission. This is set by an owner under People → Permissions. This permission can be added to an Assignor role or to another type of role — so you can grant it to someone whose only job is managing admin fees, without also making them an assignor.
Without that permission — even if the feature is turned on for your site — you won’t see:
The option to create an Admin Fee under the Maintenance → Assignor Fees page.
The Admin Fee panel on a game.
Or the Admin Fee column on the Approve Games page.
How to Set Up Admin Fee Rules.
Just like assignor fees, you can set up rules so an admin fee amount is calculated automatically for games that match certain criteria (league, age group, game type, venue, team, etc.), instead of entering it by hand on every game.
Navigate to Maintenance → Assignor Fees.
Select + New Rule.
From the Type dropdown, select Admin Fee. (If you don’t have the Manage Admin Fees permission, this option won’t appear — you’ll only be able to create assignor fee rules).
Set a flat dollar amount, or a percentage of the game’s fee total.
Optionally, narrow the rule to specific leagues, age groups, game types, home teams, home team groups, or events — same as an assignor fee rule.
A couple of things work differently for admin fee rules, by design:
There’s no Per-Assignment option — an admin fee rule is always game-level (not split per-assignment).
An admin fee rule never sets who receives the money — only the amount. The recipient is always picked individually on each game (see below).
Use Recalculate on this screen the same way you would for assignor fees, to reapply updated rules to existing games.
How to Set the Admin Fee on a Game.
Select Edit to the right of the game.
Look for the Admin Fee row.
Select the recipient from the dropdown. Note: the dropdown currently only lists users who hold assignor permissions on your site — even though the recipient doesn’t need to actually act as an assignor on this or any other game.
Enter or override the amount. If a fee rule already calculated a default amount, you’ll see it as a placeholder; entering your own amount overrides it.
Select Save.
If a payment has already been generated for a game’s admin fee and you later change the recipient or amount, the existing payment record is detached rather than silently altered — you may need to re-approve the fee for the new recipient.
How to View an Admin Fee on a game
Select Show to the right of a game. An Admin Fee panel appears below the Assignors panel (if you have the Manage Admin Fees permission, or if you are the fee’s recipient) showing:
The recipient’s name
The fee amount
Any statements the fee has already been included on, with a link to each
How to Approve and Pay Admin Fees.
Admin fees show up on the Approve Games page alongside assignor fees and officials' game fees, as a separate row per game, labeled Admin Fee with the recipient’s name. Check the box to include it in this approval run, the same way you approve any other fee.
Admin Fee Payment Logic.
If a game is split between a payor and a secondary payor, the admin fee is split 50/50 between them automatically — same as an assignor fee.
If a game is cancelled but still marked as paid (“cancelled with pay”), the admin fee is still paid out. If it’s cancelled without pay, it is not.
Each recipient gets their own statement — if two different games have two different admin fee recipients, approving both in the same batch produces two separate statements, one per person.
Once approved, the recipient can see their payment the same way an official sees their assignment pay — through their statements.
Frequently asked questions — Admin Fees.
1. Does the admin fee recipient need to be an assignor?
No, they do not technically need to be an assignor for a game. However, today’s recipient picker on the game edit screen only lists users with assignor permissions, so in practice you can currently only choose from that list. If you need to pay a non-assignor, contact Assignr support.
2. Can a game have more than one admin fee?
No, you can have one admin fee recipient per game.
3. Can an official’s admin fee be deducted from their own pay?
No — admin fees are always paid by the payor (the organization), never withheld from an official’s pay.
4. Who can manage admin fee rules and approvals?
Anyone whose role has the Manage Admin Fees permission — this can be an assignor or a non-assignor role. Someone without it will not see admin fee rules, fields, or approval rows anywhere in the product, except for their own fee on a game where they’re the named recipient.
5. How can I set up Assignor Fees?
You can learn more about how to set up Assignor fees here: How to Set Up Assignor Fees.