Managing Seasons

Seasons are associated with Roster related workflows. Some examples include:

• Tryouts
• Team Rostering
• Registrations
• Practice Schedules
• Competitions and related Game Schedules

The management of Seasons will be described in this document. You will need the appropriate permissions (see section 3).

*Permissions and Process Considerations should be reviewed before implementing new Seasons:

Workflow Season Considerations

Tryouts

Each Tryouts workflow is associated with a season. The season determines which teams are available for player placement. The season is within the Tryouts settings..

Program Registrations

A Program Registration (Shareable Form Based) where collections began in one season but needs to exist in the new season can be moved to the new season. When doing this, the associated teams will move to the new season.

There are instances when a program can not change to the new season. In these cases, contact Byga Support.

Data Collectors

Data Collectors do not migrate to a new season. If needed in the new season, they should be copied, teams added and activated.

Evaluations

Evaluations have a Season setting. Evaluations can be moved from one season to another. Contact Byga Support if considering moving an evaluation that is live.

Club Library

Libraries that are shared with a team in a season will move to the team in the new season if the team was linked during the season transition.

Competitive Registration Workflow

The season associated with a Competitive Registration can not be changed but installment plans continue to get charged and payment issues continue to be reported to users. Unregistered users continue to get reminders to register. For this reason, it is important to review registrations from previous seasons and remove unregistered players, close the remaining open invoices (suspend or terminate as appropriate).

Practice Schedule

Practice schedules have a start and end date. The events are associated with specific teams. For a team linked between the old and new seasons, the Season Transition process is used to deal with events that span in the new season.

Note, there are some limitations when copying practice schedules across seasons.

Field Reservation for Home Game Scheduling

Each Field Reservation for Home Game Scheduling workflow is associated with a Season. This season can not be changed. Each season needing this field reservation requires a separate workflow.

Permissions

There are various permissions related to Managing Seasons. The permissions that are made available depends on the personnel responsibilities of each club.

• Managing Seasons

Here are the primary permissions.

Other permissions related to Managing Teams, Competitions, and Schedules are associated with making a new season current. Because of all of the operational permissions required, only a few administrators in the Club will have the necessary permissions (or they may be given the permissions temporarily while this process is completed). In addition, some of the capabilities are currently done by Byga Support.

Other Process Considerations

A Season is intended to simplify the organization of various Club operations. Seasons should therefore be created considering the Club’s natural breakpoints (e.g., payment cycles, competitions).  Some Clubs with a full year payment cycle with minimal roster changes during the season create full year Seasons. Others with the same full year payment cycles  find it more convenient to break the year into multiple seasons to better match competition schedules.  Either option is viable and has its own advantages and disadvantages.

Managing Season - Getting Started

To get started with a new Season workflow, go to the Admin on the top menu and click on Seasons. This will enable you to create new or edit existing Seasons.

For more information, please reference Season Management Workflow