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hakutani

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 #1 
So we are getting going with our new year and our first with SportsEngine.
Some hiccups, but nothing that hasn't been a show stopper.

I realize now that in our initial setup, we probably should have specified two separate seasons.
We've got 4 teams (by age group) - U19, U16, U14, and a Rec team.

Come the end of November, we will age up players to their new teams.  I need to be able to collect RSVPs for availability, and parents need to know when the various practice times will be.

At this point, what are my options?  Full schedules for practices and tournaments have been uploaded and parents are RSVPing properly, so that is good.

I'm willing to bite the bullet now and figure out how to split the seasons - what is the easiest way to do that and hopefully retain RSVPs?

For example, Player "A" is currently on U14.  At the end of November, that player gets moved to U16.
Do I take the current U14 team and rename it U14 (2019)?  And then do the same for U16 (2019).  Then create a U14 (2020) and only roster the players staying on U14.  Create a U16 (2020) and roster the players staying on U16 (from 2019) AND the players aging up (from U14-2019)?  I assume I lose their availability data at that point, since their RSVPs are for current U14 "season"

I can always print out all the current RSVPs and manually enter it, I guess.

Oh the things you realize a little too late...
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jim

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 #2 
Here's a good article that I think will help you out

https://organization.help.sportsengine.com/customer/en/portal/articles/619378-create-a-new-season

When you copy to the new season, you can choose to copy the current rosters. Then you would rename the teams. 



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Jim Dahline
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hakutani

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 #3 
Thanks.

So I created a new season, hit the checkmarks to copy, named the new season 2020, and renamed the old season 2019.
It did copy over all the players.

However, none of the schedule (in whole or in part) copied over, so no RSVPs either.

It does look like I can delete or add players on the roster (into the separate seasons) so that is good.
(related note:  if a player has a picture added, it doesn't look like it is attached to the player, but the player+roster combination only?)

The big issue now is the "current subseason" setting.  Since guardians won't see the non-current season, that won't help me at all with RSVPs or calendars.
season-screenshot1.png 

So I guess I'm back to the idea of creating different teams with a 2019 U14 + a 2020 U14 (and also the same for U16 & U19)???

Which is fine, I guess.  Can I create a new team and then copy over the schedule, rosters, and RSVPs????

Thanks

 

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jim

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 #4 
Maybe I'm confused.

Do you have kids who are in season now as 14U for example, and also want to create a new season for the same team and call them 16U but have both of those teams and seasons live for them to do things?



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Jim Dahline
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hakutani

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 #5 
We’ve got a U14 team, and a U16 team. Currently in-season with schedules & RSVPs.
On December 31, six players from U14 age up to the U16 team.
I need those six players to be able to see the U16 schedule and RSVP for anything after December 31. And I need them to be able to do that now.
But, I don’t want them to get alerts for the current U16 team.
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jim

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 #6 
You're right, a team can only have one current season/subseason. 

The big challenge, which I don't really have an answer for is that you want to get RSVPs from kids before they are technically on the team.

But I think you want to have the current 16U team, which has the future events, and get rsvps from kids who aren't on it now, but will be in the future. Not sure you can do that. You could roster them on to the 16u team, but tell them to RSVP for events after November. 

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Jim Dahline
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hakutani

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 #7 
I did consider just rostering the aging up U14 players onto the U16 team.
The problem with that is that most parents and players are subscribed to calendars and alerts (thankfully).  We don't want current U14's getting all the alerts about practices and games that don't involve them yet.

What I have now:
a. [U14 2019-2020] - all U14, schedule / RSVPs from now - June 2020.
b. [U16 2019-2020] - all U16, schedule / RSVPs from now - June 2020.
c. [U19 2019-2020] - all U19, schedule / RSVPs from now - June 2020.

My thinking is that I create:
1. [U14 2019]  - all the U14 players, schedule / RSVPs from now - December 2019.
2. [U14 2020]  - all the younger (non-aging up) U14 players, schedule / RSVPs from January 2020 - June 2020.
3. [U16 2019]  - all the U16 players, schedule / RSVPs from now - December 2019.
4. [U16 2020]  - all the younger (non-aging up U16 players) AND new (aging up U14 players), schedule / RSVPs from January 2020 - June 2020
5. [U19 2019]  - all the U19 players, schedule / RSVPs from now - December 2019.
6. [U19 2020]  - all the younger (non-aging up U19 players) AND new (aging up U16 players), schedule / RSVPs from January 2020 - June 2020

So now the question is, can I *copy* a team (say the current U16 team #b) including ALL rosters, schedules and RSVPs?  Name it [U16 2020] (#4). 
I could then delete all the scheduled items that happen BEFORE January 2020.  Then add all the aging up U14 players from #1 onto the roster. 
They would be on two teams (#1 and #4) and be able to do RSVPs and see the schedules, I think. 
When December rolls around, I would delete the aged up players from their 2019 team and they would be back to one 2020 team.

I assume that if a player is on two teams, they can subscribe to alerts, do RSVPs, etc. - they will just have 2 teams on the app screen, correct?
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hakutani

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 #8 
Ok, my solution was to create all new 2020 teams, create new mapping codes, upload the 2020 schedules, roster players, manually enter availability, delete 2020 events from the old teams, and send a message out to the team.

I would like to see a way to programmatically deal with calendar year "aging up" roster issues.  I can't imagine we are the only ones.  Thank goodness we are a small club!

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