Seasons

Note

If your association’s membership renews year after year without the member having to do anything, you should not use seasons.

Seasons make it possible to copy all (or selected) teams to a new season with each team reset, so new and existing members can enroll again. It is particularly well suited for e.g. gymnastics associations, swimming clubs and similar, where members must actively enroll at season start.

Enabling the module

Click your association’s name in the top left corner. Here you must tick “Season module” under “Add-on modules”. Click “Save” at the bottom of the page, after which seasons become visible around the system.

The first thing to do is create a season. This is done under “Configuration -> Seasons -> Season list & renewal” where you click “Create new season”.

Linking activities (teams) to a season

When the season has been created, you can subsequently link a department (i.e. a list of activities) to the season. This is done by clicking into the details for a department under “Configuration -> Club -> Departments” and then choosing the season.

When the season is to be renewed at a later point, the system will make a copy of all the teams that belong to the department, and all the new teams will not have any participants linked.

Renew season

At the end of a season it is time to create the new season. This is done by choosing “Configuration -> Seasons -> Season list & renewal” and then clicking the icon on the far right in the “Renew” column for the season to be renewed — this will usually always be the current season that must be renewed.

You must now give the season a new name and a new period and then click “Save season”. The system will then copy all the activities (teams) that belong to the departments linked to a season.

When the old season is over and more than 30 days old, the teams for that season are automatically archived in the activity list. You can always find the teams again if you want to look at them.

Discount schemes & free enrollment

Special discount schemes can be created in connection with a season. Discounts can be created both for members and special discounts for e.g. instructors and board members.

If you are a multi-sport association with for example gymnastics, swimming, badminton, fitness, etc., the discounts can be set up so they apply per department.

Discount for members

The first team a member enrolls in will always cost the full price stated on the team. Enrollment in team no. 2, 3, etc. can be linked to a discount of either a fixed amount or a percentage of the full amount. And the discount size can vary for enrollment in team no. 2, 3, etc., so that discount on enrollment in the 2nd team is for example 200 kr. (or e.g. 10%), while enrollment in team no. 3 triggers a discount of for example 400 kr. (or e.g. 20%). Discounts are set up under the individual season via “Configuration -> Seasons -> Season list & renewal”.

Free enrollment for instructors and/or board members

It is possible to set up free enrollment on teams for selected groups. This can e.g. be instructors and/or board members. This is done by creating an activity — for example named “Swimming instructors” — and then adding all swimming instructors to this activity. You then contact MemberOrganizer and ask for this activity to grant free enrollment. If you use departments, free enrollment can be set up to apply across all departments, or only specifically within one department — for example swimming, gymnastics or badminton, etc.