New Season Setup

Setting Up New Seasons

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.

Why Set Up a New Season

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

When to Set Up a New Season

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.

How to Set Up a New Season

Follow below the key steps for creating a new season in your club:

1. Creating the New Season

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.

2. Copying Products Over From a Previous Season

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.

3. Putting the New Season Live

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.

4. Registration Form

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.

New Questions (Optional)

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.

5. Season Opt-In (Optional)

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 > Edit Club Details > Season Opt-in > And select the season requiring opt-in.

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.

6. Moving Players Up an Age Group (Optional)

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.

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.

When I set the new season live, will I lose all the outstanding payments from last season?

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.

I want to clear out our Concessions. How do I do this?

Go to Manage Club > Manage Club Products. Select in the top right corner > Edit Concession list. Here, you can edit or remove concession products.

How do I change the name of the season?

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.