Creating a new season in Teamo allows you to collect payments in a new season and transfer member’s registration information and teams over to the new season too.
By creating a new season, you can then:
- Copy products across from the previous season
- Add products to the new season
- Remove concessions or edit existing one
- Collect memberships for the new season
- Request that players complete declarations again
- Choose if you want to set a season opt-in option
- Move players between age groups using the Team Migration tool
It’s totally up to you! When creating a new season, you can choose to not set it live. This allows you, as an admin, to set up the season in the background and everyone else will work in the old season and be able to continue issuing match fees etc until you put the new season live. Once you are ready to start collecting payments, you can archive the previous season which will transfer over all registration question answers and teams to the new season too.
Follow below the key steps for creating a new season in your club:
To get started:
- Go to Manage Club > Manage Club Products.
- Select in the top right corner > Create New Season.
- Enter the season dates and choose whether you wish to set the new season immediately live for your members or not.
NOTE: If you choose to not set it Live, only admins will be able to view the new season and copy across products etc. Everyone else will work in the old season and be able to continue issuing match fees etc until you put the new season live.
You can copy products across from the previous season to save you recreating each product.
- Go to Manage Club > Manage Club Product
- Select in the top right corner > Copy Products
- Select the season you wish to copy products from > Copy
- You can now edit the product names, prices, concessions etc in the new season if you wish
NOTE: You will also be able to add any new products to your new season by selecting Create Product but you will not be able to copy a product with exactly the same name as a new season product as there will be a conflict.
Once you have copied across your products or created new ones, you are ready to put the new season live and archive the old one.
- When you are ready, Manage Club > Manage Club Product
- Select in the top right corner > Archive Season
- Once you click this, all teams and groups, along with registration question answers will be transferred over to the new season
NOTE: Once you set a new season live, you can not then switch back to collect payments in a previous season. You will be able to view previous season products and collected payments but not revert back to that season. Any unpaid/outstanding invoices will still be visible to both the user and the admins.
A member’s registration answers will be copied over so they are not required to fill in the form again. They will be able to view the form and make any amendments if their details have changed. Declarations are required to be completed each year so members will be prompted to complete any declarations when they open their app once you have set the new season live.
If you wish to add new questions to the form:
- Go to Manage Club > Registration.
- Select Review Registration Questions > Add Question.
- You can then select Toggle Live on the new question(s) and your members will be asked to complete the new questions along with any declarations.
If you wish, you can create a Season Opt-in option that will prompt your players to state whether they are returning for the new season.
To turn this on:
Go to Manage Club > Season Setup > select the season requiring opt-in > set your Age-group-cut-off date (optional), and click Save
Players will then receive a pop up when they open their app asking if they wish to continue for the coming season.As an admin, to view who has opted in, head to the Member’s Center and anyone with a tick next to their name has opted in.
The Team Migration tool allows you to move multiple players into a new squad in preparation for the new season.
Go to Manage Club > Member’s Center and select Team Migration Tool from the right hand menu.
NOTE: Guardians are automatically linked to the child’s team so there is no need to move them too.
Tutorial videos coming soon!
As the Treasurer, I want to be able to view the previous season’s payment history. How do I do this?
To view the previous season's payment history, go to Manage Club > select on Payment Center > select the Club Section or Whole Club > on the left hand side you will see your current season dates with a dropdown > select the season dates you would like to view.
Once you set the new season live, you will not be able to issue memberships/match fees in the previous season. However, if any payments have been assigned to a player on their profile in the previous season and are still outstanding, these will not disappear and will still remain outstanding until Paid.
Go to Manage Club > Manage Club Products. Select in the top right corner > Edit Concession list. Here, you can edit or remove concession products.
Go to Manage Club > Manage Club Products. Select in the top right corner > Edit Current Season. Here, you can select the title to rename it.
I have archived the old season and the new one is live. How do I request membership payments from our members?
Go to Manage Club > Manage Club Products > Teams Requiring Membership. Select the teams you wish to be prompted to pay their membership. Members can then go to Account > Payments to select and purchase their membership. The “Due Date” is when the payment will show as overdue on the member’s account.
