How do seasons work and how do I manage them?


Seasons help organize programs, teams, athletes, schedules, invites, and roster activity by time period. A season usually represents a school year, sport season, club season, or other defined operating period.

What a Season does

A season keeps program and team data grouped together. When you are working in SafeTeam, the selected season helps determine which programs, teams, rosters, athletes, invites, and calendar items you are managing.

For example, a Girls Basketball program may have a Winter 2026 season. Teams created under that program should use the same season if they are part of that same basketball season.

Why Seasons matter

Seasons are important because they help prevent mixing old and current information. They can help separate:

  • Last season's athletes from this season's athletes.
  • Last season's teams from this season's teams.
  • Past events/games from current events/games.
  • Old invites or join codes from current setup.
  • Graduated or inactive athletes from active rosters.

How to manage Seasons

  1. Open the SafeTeam web app.
  2. Go to the program or team area you are managing.
  3. Confirm the selected season before making changes.
  4. When creating or editing a program, choose the correct season.
  5. When creating a team inside a program, make sure the team season matches the program season unless there is a specific reason it should not.
  6. Review rosters, invites, and schedules in the correct season context.
  7. Archive or end seasons when they are no longer active. a. An archived season will not show up in the normal program or team lists, but can still be accessed to view historical data. b. An ended season will not show up in the normal program or team lists, and cannot be accessed by admins.

What to check before inviting or rostering

Before sending invites or changing rosters, confirm:

  • You are in the correct program.
  • You are in the correct season.
  • The destination team is in the same season as the program.
  • The athletes being rostered belong in that season.

Possible issue

If a coach, athlete, or household cannot see the expected team or program, one possible cause is that the program, team, or roster assignment is in a different season than expected. The only time there should be different seasons is if a program has multiple seasons running at the same time, because of the way seasons are set up in the program settings. For example, at the end of a current season the new season may already be active before the old season is archived or ended.

Tip

Make checking the season part of your normal setup process before creating teams, sending invites, adding athletes, adding events/games, or applying roster changes.

Category: Seasons

Tags: seasons,programs,teams,rostering,calendar,invites,admin-coach

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