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Each database can have a number of seasons defined within. Seasons can be used to define EVENTS – Practices, Games that are being scheduled for a defined period of time. Within each Season has its own unique definition of Divisions, Centres, Teams, and Facilities.
Once created the Seasons may be copied in its entirety or only a portion of the season. This can be a powerful tool when setting up your association schedule, as there may be times when a Season may be a unique period where you schedule ice that is not directly associated with your Regular Season Ice. However, each year this type of format is copied year over year. For example, your association may have a regular season where games, practices are played, divisions, centres, teams, facilities. Another season may be created for the tryout ice schedule, or a tournament schedule. As this again is a different period of time, unique divisions, team names, and facilities. You may want to separate out these so that the ice time is calculated separately.
Remember: Conflicts are only determined for events schedule within a season. Conflicts do not cross seasons.
1. Select the Seasons option from the submenu.
2. As in the image below, complete each of the respective fields.
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· SEASON – this is the season ID - only use numbers and characters. No spaces, hyphens or other character.
· DESCRIPTION – this is the friendly name that describes the season ID – Use of number, characters, spaces, and hyphens may be used. The description is what is seen on reports and when working with the schedule.
· START DATE – This is the first day that you will be scheduling an event for this season. You may change this date at any time throughout the season.
· END DATE - This is the last day that you will be scheduling an event for this season. You may change this date at any time throughout the season.
· INACTIVE – When this box is selected the season is no longer is an option on your drop down menu. You may make any season inactive or active at any time.
· DROPDWN DESC – No input required here. The system will auto fill this with the data filled in the description field.
4. Select the SAVE & CLOSE button from the bottom option bar. You may verify that you season has been created. On the MAIN XSPORT Screen using the DROP DOWN ARROW beside Select a Season to Work With: find the Season you created.
Before continuing to create divisions, centres, teams or facilities for this season make certain you have this season active and you have the name of the season displayed in the field Select a Season to Work With:
Tip There are quick links to create a season that will return you to the same screen as show. They can be found when you Select a Season to Work With: <add a new season>
PREFERRED METHOD FOR COPYING SEASON TO SEASON
To Setup a SEASON when copying the format from another SEASON to the new SEASON. Use this option only if you have previously setup a season that has defined divisions, centres, teams, or facilities that you wish to duplicate.
To setup a SEASON from the XSport menu toolbar (toolbar: Is the menu bar at the top of the main screen with the buttons and options that you use to carry out commands.)
2. Select the Setup New Season option from the bottom of the submenu.
3. As in the image below, complete each of the respective fields.
· CREATE A NEW SEASON BEFORE COPYING – check this box to create the new season while the system copies.
· COMPLETE each of the respective fields:
a. SEASON – this is the season ID - only use numbers and characters. No spaces, hyphens or other character.
b. DESCRIPTION – this is the friendly name that describes the season ID – Use of number, characters, spaces, and hyphens may be used. The description is what is seen on reports and when working with the schedule.
c. START DATE – This is the first day that you will be scheduling an event for this season. You may change this date at any time throughout the season.
d. END DATE - This is the last day that you will be scheduling an event for this season. You may change this date at any time throughout the season.
· DATA COPY DETAILS – Select Do Not Copy Data or Copy Data from Season box as required.
· If Copy Data From Season box is selected select the Season you wish to have copied from the drop down menu. - typically last years season is used. Then check each level you wish to copy from that Season - Divisions, Centres, Teams, Facilities
4. Select the SAVE & CLOSE button from the bottom option bar. You may verify that you season has been created. On the MAIN XSPORT Screen using the DROP DOWN ARROW beside Select a Season to Work With: find the Season you created.
Before continuing to create divisions, centres, teams or facilities for this season make certain you have this season active and you have the name of the season displayed in the field Select a Season to Work With:
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