Exporting a Season
Click on the Programs menu and select Seasons. Find the old season you would like to use as the skeleton for the new season. To the right of that season, Click the Export button.
Type the new Season's name.
Enter in the Prior Year's Season name. If there is not one, then leave the selection as "None".
Verify the Location of the new season. In some cases you can export a past season to a different location on your database.
Choose a start and end date for the season. This will effect whether you will need to search as a "future" or "current" season.
For Seasons that involve teams, you can require a deposit for new teams that register online. This means that the player or coach who signs the team up, will be required to at least pay the deposit in order to sign the team up. If your individual price for the class, camp, or house team is more than the deposit than the customer can have the choice of paying in full at registration or just paying the deposit amount. The remaining balance will be invoiced for them to pay at a later point. You can create a payment schedule to collect the balance with a credit card stored on the customer's profile page.
If you would like to have DaySmart Recreation automatically pro-rate for the remaining classes left in the session, click the "Allow Pro-Rating" option. Keep in mind you will need to have the class schedule tied to the calendar in order for this to work correctly.
Online registration: This can be turned off when you would like to close off individual registrations or new team registrations online. If you would like teams to be able to register online, click the toggle on.
Enter dates and time for your general online registration period (if applicable). If the online registration is closed or is in the past, customers will not be able to see available teams to register for.
Priority Registration: If the season you are exporting over had any priority registration options attached, you can choose to include these with the new season. Be sure to update the dates and prior seasons if needed.
Online Description: When the customer is in DaySmart Recreation Online and scrolls over the Season name, they will see the Season Description. You can put what the season dates are going to be or how many games or classes there will be for example.
Registration Form: If you would like to have your customers receive a pre-set form of questions that you have created to fill out prior to registration, you can choose which form to add to this season. To learn how to create Forms, go to our Custom Registration Forms Set Up article.
Registration E-mail: You can create an e-mail template (Click the Gears or Settings Icon and select Email Templates) to send to all your customers that register online to give them pertinent information about the season they just signed up for.
Export Rosters: For Class and Camps seasons, you will typically not export class rosters. For teams, you may choose to do this to save you from individually exporting each team when they tell you they are coming back. Then inactivate the ones that are not returning.
Age Restriction: If you want to view your age restrictions that you set up at the league level by age or by date, you can toggle between these 2 here.
Shift Start Dates: Enter a number of days to push the start date of all listed groups.
Invoice Teams: If you choose to export teams into the new season, you can invoice them automatically if you leave this box checked. This does not effect classes or camps).
DO NOT PRESS EXPORT AT THIS POINT!
Below the Export and Cancel button are all the leagues that were associated with the old season. You can choose which levels you want to carry over to the new season or click "ALL" to automatically check all the leagues and then un-check the ones you will not need.
Once a level has been checked, the class, camp, or team that was associated with that level will show up under this. If you would like to export them you can leave them checked but not export the roster. For classes and camps, this is a time saver to export all these classes over so that you are not having to re-create all new classes. Even if you need to make some minor name changes to some of these because of a different section or time, you can do this once they have been exported.
Camp/Class/Team Fee: You can edit fees at the Level or each group/roster.
Other Details: You can also change the DOW, Start Date/Time, and more in this section.
Once you have all the levels checked that you want to move over and have chose which classes, camps or teams to export, you can scroll back up to the Export button to Export the season.
If you exported a "Class" season, I suggest you print out a total list of classes that you exported over to see if there are any holes or changes that need to be made with the classes you know you will be offering in the new session. Next add all of your classes to the calendar so that the pro-rating can work properly.