In the world of sports team management, a “season” is more than just a block of time on a calendar—it’s the backbone of your team’s operations. A season defines a specific span of time, from a start date to an end date, during which all team activities occur. Whether organizing events, affiliating athletes, assigning roles, managing sponsorships, handling registrations, or generating reports, the season serves as the framework that keeps everything in order.
- Why Seasons Matter
- How to Set the Current Season
- New Season Transition Setup Guide and Checklist
- How-To Video: Creating Your New Season
- More Information
Why Seasons Matter
When you set up a season, you’re essentially creating a timeline that dictates the flow of all team-related activities. This timeline helps in:
- Organizing Events: Every team event falls within the boundaries of a season. This organization ensures that everything is scheduled with a clear beginning and end, making it easier to manage.
- Affiliating Athletes and Assigning Roles: During a season, athletes are affiliated with the team and assigned roles. This ensures that everyone knows their place and responsibilities within the team for that season.
- Creating and Managing Registrations: Athlete registrations are linked to a specific season. This helps track and manage team memberships effectively.
- Assigning Volunteers: Effectively managing volunteers during the season ensures that every job is filled, responsibilities are clear, and your team operates smoothly from start to finish.
- Team Sponsorships: Sponsorship deals are linked to a specific season, which helps track, manage, and recognize your team’s supporters.
- Communications: All communications sent out are season-specific. This means emails and announcements are relevant to the current season, keeping your team informed and up-to-date.
- Reports: Many reports generated are pulled from the specific season. This helps track athlete performance and helps coaches make meet-day decisions.
Setting the Current Season
One of the most critical aspects of managing a season is setting the “current season.” This setting determines the active season, regardless of the actual date. It’s essential to be mindful of this because:
- Registration Accuracy: Any registrations submitted on your site will automatically be added to your roster for the current season. If the current season is not set correctly, you may end up with registrations in the wrong season, causing confusion and administrative headaches.
- Roster, Meet Schedule, and Reports: Your roster, meet schedule, and reports will all default to the current season. If the season is not set correctly, all these critical aspects of team management could be out of sync.
When logging in to your SwimTopia site for the new season, you may be prompted that your season is out of date:
If this is the case, click the Manage Season button to be taken to the Seasons tab automatically. If you do not see this message, you must select Schedule > Seasons to be taken there.
If you see a message telling you your season is out of date, selecting the Fix Current Season will automatically create a new season based on your previous season settings.
You can manually create a new season at any time by selecting the green + Add Season button, completing the season information, and Saving your changes:
To select which season is set as your current season, use the dropdown menu found next to Current Season, choose the applicable season, and hit Save.
New Season Setup Guides
As you gear up for your new season, take the time to review our New Season Setup Guide for Team Admins. This guide provides step-by-step details to ensure you’ve thoroughly reviewed and modified your website for a smooth season transition. It covers everything from updating registration forms to ensuring all communications align with the new season’s timeline.
Print or follow our New Season Transition Checklist if you prefer a more condensed version.
How-To Video
If you need more hands-on guidance, you can watch our How-To Video. This video offers a detailed walkthrough of the season transition process, making sure you’re fully prepared to manage the new season effectively.
More Information
Before kicking off a new season, double-check that everything is set up correctly. It’s a simple step that can save you a lot of headaches later. Remember, getting the season right from the start makes everything else easier. So, use the checklist, watch the video, and ensure your team is ready to hit the ground running!
- New Season Setup Guide for Team Admins
- New Season Transition Checklist
- Printable New Season Transition Checklist
- Quick Start Guide (New Site Admins)
- What’s New? Making SwimTopia Better for You!
- Anchor Your Team’s Success – Update Your Financial Details for the New Year
Published 01/07/2025. SwimTopia regularly releases new features, enhancements, and updates. Please visit our Help Center for the latest information on Starting Your New Season.
