Getting Ready For The New Season

The end of one season and the start of the next is the busiest fortnight in any club admin’s year. Products need rolling forward, players need moving up age groups, and declarations need refreshing. Start the season right, and everything else falls into place.

This guide walks you through the annual reset step by step, using Teamo’s new Season Setup workflow and the tools that sit around it. Whether you run a football, hockey, rugby, netball, tennis or multi-sport club, the flow is the same. Half a morning of admin now, and you can hand your managers a clean slate.

Every season action now lives in one place. Head to Manage Club → Setup → Season Setup. From here you can see the current live season’s opt-in status, every season on record, and the Options menu that drives all create, edit and archive actions.

The + Create New Season button is the fastest path into the flow, and the Options menu in the top-right offers the same action plus Edit and Archive when you need them.

On the Season Setup page, click + Create New Season (or Options → Create New Season). Teamo will first explain what creating a season does and offer a clean way to start fresh without losing historical data. Click Continue to name your season and set the start and end dates.

Here’s the important bit: new seasons are created as DRAFT by default, and they stay invisible to members until you’re ready. That means you can set up your teams, products and registration questions in peace. The draft only goes live when you archive the previous season (see step 6).

Rather than rebuilding every membership, match fee and kit bundle from scratch, Teamo can lift the whole set from last season and drop it onto the new one in a single click. Go to Manage → Club Products, open the three-dot menu in the top-right corner, and select Copy Products.

A few things worth knowing before you press the button:

• It saves hours of re-entry: Every product, price and description carries across.
• Do it before go-live: Copy while the current season is still active so the new season is ready the moment you archive.
• Everything stays editable. Copy first, tweak second — you can update prices, add new products or retire old ones before the season goes live.

While you’re here, toggle all membership products to treasurer-only for the moment. This makes them invisible to members while you tidy the rest of your setup, so nothing is chargeable by accident before you’re ready to collect (we’ll switch it back off in step 10).

Copying rolls last year’s catalogue forward, but most clubs have a handful of additions each year. This could be new merchandise, a new social event, a new registration fee. Any product that didn’t exist last season needs to be added directly to the new one.

Under Manage → Club Products, click + Add New Product. Set the price, pick which teams and member types the product applies to, and choose whether it’s a subscription (recurring), a one-off payment, or a match / training fee. Keep new products as treasurer-only alongside the copied ones until step 10. That way you can review the whole catalogue side-by-side before anything goes live.

Open your concessions list from the Club Products page and work through them:

• Retire concessions you no longer offer: Archived concessions still show on last season’s reports for accounting, but they won’t be applied to new memberships.
• Edit the ones that are staying: Update the discount value, the eligible member types, or the qualifying rules (e.g. “3rd sibling free”, “U8s pay half”, “student rate”).
• Sanity-check family discounts: If you’ve renamed or merged teams during Season Setup, double-check the discount is still pointing at the right groupings.

Once your products are ready, it’s time to move players into the right teams for the new season. Teamo gives you two ways to do this, and most clubs use both:

• Team Migration Method: players who’ve moved up a year (U11 to U12, U16 to Colts, U18 to Seniors) are flagged automatically from their date of birth. Accept the move in bulk for a whole age group, or step through player-by-player for the handful playing up or down.
• Squad Allocator: head to Manage Club → Members Center → Tools → Squad Allocator. Drag players between squads, split age groups into A and B teams, or merge two thin squads into one healthy one, all in a single view.

Availability history, payment history and parent links all follow the player, so nobody loses their place in the queue. Once the migration is done, take five minutes to check that managers and captains are attached to the correct team, squad and club section.

When you set the new season live, members will be prompted to review and refresh their declarations the next time they open the Teamo app. Their existing registration answers are copied across, so they don’t need to fill in the whole form again, only the parts that have changed.

If you want to add or amend the questions members will see, head to Manage Club → Registration Forms. Select Review Registration Questions → Add Question, then use Toggle Live on the new question(s). Members will be asked to complete these along with any declarations.

Before you turn it all on for members, use the Preview button on the registration page to walk the form yourself as if you were a returning parent. It’s the fastest way to catch a typo, a missing option or a question that’s no longer needed.

Season Opt-in is a small feature with an outsized impact on your admin workload. When it’s switched on, players get a pop-up the next time they open the app asking whether they’re returning for the coming season.

To switch it on, go to Manage Club → Season Setup → Season Opt-in, then select the season requiring opt-in. Players will get the pop-up automatically. As an admin, head to the Members Center to see who has responded, and anyone with a tick next to their name has opted in.

For the members who haven’t made up their mind, use the built-in Email undecided action to send a nudge. It’s far more effective than a generic club broadcast because it goes only to the people who need it.

Archiving is the key handover step: it closes off the old season, transfers registration data and team info to the next live season, and gives you one final chance to copy products across if you didn’t do it earlier.

From the Season Setup page, open the Options menu on the season you want to close, then choose Archive. In the dialog:

• Pick the season to archive (usually the current live one).
• Pick the draft season to set live next.
• Tick Copy Products if you didn’t already do so from the Club Products menu

The moment you confirm, your draft becomes the live season for the whole club. Members are prompted to opt in (if you’ve enabled it), declarations become due, and any products that aren’t treasurer-only become chargeable. It’s a single button press that flips the whole club forward.

With the season live, the next job is to get the calendar populated Teamo has two tools that do the heavy lifting: Import Fixtures for league games, and recurring events for training, socials and anything else that repeats.

Head to manage club → select Import Fixtures → here you can upload a xlsx or csv file or you can upload via Full Time, GMS, or PlayCricket.

Next, add the rest of the season’s calendar as recurring events. Use the event creation tool to mass-add training sessions as weekly recurring events, along with any club socials, AGMs and pre-season friendlies. Pick the day, time, venue and squad once, and Teamo rolls the series forward for the whole season.

With the new season live, it’s time to open the taps and start collecting.

• Turn off treasurer-only: head back to Manage → Club Products. Double-check each product is linked to the correct teams and season, then remove the treasurer-only toggle and save. Memberships are now chargeable.
• Send the go-live broadcast: a short message from the club chair or membership secretary lets members know they can now pay memberships, mark availability on events, and ping their manager or Teamo Support if anything looks off.
• Follow up with a Teamomail: for maximum coverage, and to reach parents and guardians who might miss in-app notifications, send a Teamomail alongside the broadcast.

Direct-debit mandates roll forward automatically for returning members, so you don’t need to re-collect bank details. What does change is the amount being collected, and that’s the figure your members will be looking at when the first email lands.

If you get stuck at any point, don’t work around it, drop us a message. Our support team walks admins through the season turnover every summer and would be more than happy to help you get set up. You can reach us on the in-app support chat or by email at info@sportplan.com.