Manage Seasons
Create, update, and deactivate seasons from the admin area, including when to use profile-data snapshots for reporting.
Overview
Seasons help you organize activity periods so families and staff work within the right timeframe. Use seasons to keep current offerings visible, control where a season appears in the admin experience, and decide when an older season should no longer stay active.
Labels or layout can vary slightly by setup, but the workflow is the same. Use the Seasons area to review your season list, open an existing season, or select Add New Season to create one.
Create a new season
Create a new season from the Seasons list when you need a new registration period, program cycle, or membership timeframe.
Open the Seasons area
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Go to the Seasons area in the admin site.
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Review the list of existing seasons so you can confirm whether you need a new one or need to update an existing season instead.
Start a new season
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Select Add New Season.
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A season form opens where you can enter the season settings.
Enter the season settings
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Add the Season Name.
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Choose whether to show the season in the financial snapshot on the dashboard.
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Choose whether to show the season in dropdowns on the admin site.
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Set whether the season is a Membership Season.
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Leave Status set appropriately for how you plan to use the season.
Save the season
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Save your changes.
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After saving, the new season appears in the season list and is available based on the settings you selected.
Season settings
Use these settings to control how the season appears and how your team uses it.
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Season Name — The name of the season as it appears in the admin area. Use a clear name your staff will recognize quickly.
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Show In Financial Snapshot On Dashboard — Controls whether this season appears in the financial snapshot view on the dashboard.
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Show In Dropdowns On Admin Site — Controls whether staff can select this season from season dropdown lists in the admin site.
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Membership Season — Marks the season as a membership season when that applies to how your organization uses seasons.
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Status — Sets whether the season is currently active or inactive. Keep this set carefully, because changing it can affect user status.
Set a season inactive only after it has passed
Set a season to inactive when you no longer want it treated as a current active season. This is usually something you do after the season has ended.
Changing the Status from Active to Inactive will set users to Inactive as long as they are not also in another Active season. Only set a season to Inactive if that season has passed.
If you are unsure whether users still rely on the season, confirm that another active season already applies before you change the status.
Deactivate a season
Use this workflow when a season has ended and you are ready to mark it inactive.
Open the season you want to update
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Go to the Seasons area.
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Select the season from the season list.
Review whether the season should be deactivated
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Confirm that the season has passed.
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Check whether affected users are also in another Active season.
Change the status
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Find Status in the season settings.
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Change Status from Active to Inactive.
Save the change
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Save the season.
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After saving, the season remains in your records but is no longer active.
Deactivate live forms when a season goes inactive
When you change a season from Active to Inactive, you can also take that season's live registration forms offline in one step. Live forms are ones currently open on the parent portal — within their date range, visible, and active.
Where to find it
Go to Admin → Seasons → Edit Season using the icon or status link on the season row.
Set Status to Inactive. If the season was previously Active, extra options appear below the status field in the same area as Take a snapshot of the profile data.
The checkbox
The option is labeled: Take live forms in this season offline (sets them to Hidden).
| Behavior | Detail |
|---|---|
| Default | Checked when at least one live form exists for that season |
| Optional | Uncheck to leave forms as-is |
| Preview | Label shows count, such as Take 3 live forms.... Form names are listed below the checkbox |
| No live forms | Checkbox is hidden — nothing to deactivate |
What happens on save
If the checkbox is checked when you save an Active to Inactive status change:
- Every live form tied to that season is updated
- Visibility is set to Hidden
- Live status is turned off
This is the same outcome as opening each form individually and setting Visibility to Hidden. Families stop seeing those forms on the portal, and they no longer appear as live on the dashboard or forms list.
Forms in other seasons are untouched. Non-live forms in this season, including forms already hidden or outside their date window, are not changed.
When to use it
Use this at season close when registration should stop but forms are still live. Typical flow:
Confirm the season has ended
Verify the season has truly ended and registration should stop.
Set season to Inactive
Change the season status from Active to Inactive.
Leave the live forms checkbox checked
The Take live forms offline checkbox is checked by default. Leave it checked to deactivate all live forms in one step.
Optionally keep the snapshot checkbox checked
Leave Take a snapshot of the profile data checked if you want to preserve profile data for reporting.
Save
Save the season. All live forms are set to Hidden and families can no longer see them.
Uncheck Take live forms offline only if you need a form to stay open after the season is marked Inactive. This is unusual and should be done intentionally.
Use profile-data snapshots for historical reporting
The checkbox is labeled Take a snapshot of the profile data. Runs in the background after you save.
When you select this option, the system saves profile information as it existed at that moment. The snapshot starts after you save, and it runs in the background.
Later, customer reports can use that saved snapshot to filter profile data based on what was true at the time the snapshot was taken. This is useful when profile details may change over time and you need reporting based on the earlier values.
A snapshot does not happen until after you save the season, and it runs in the background. Use it when you want reporting to reflect profile data as it existed at that specific point in time.
When to use the snapshot option
This option is optional. It is most useful when historical profile values matter for reporting, especially if customer profile information may change after the season is saved.
Summary
Manage seasons from the Seasons area in the left hand navigation by creating new records, updating the visible season settings, and deactivating seasons only after they have passed. Use the profile-data snapshot option when you need later reports to reflect profile information exactly as it was at the time you saved the season.
FAQ
Yes, if your organization uses the season snapshot option, reports can use profile data captured when the season was saved. The exact historical views available depend on the reports your organization has access to.
You may be able to review historical reporting based on a snapshot taken when the season was saved. Exact point-in-time views for a specific week or month depend on the reporting tools available in your organization.
Use reporting that references the saved profile-data snapshot for the season. That snapshot reflects profile data captured at save time, but which historical answers you can view depends on the reports available to your organization.
Some organizations may be able to compare current data to historical reporting from a saved snapshot. Exact side-by-side comparison options depend on the reports and tools available in your setup.
This page only describes snapshots for historical reporting of profile data captured when the season is saved. Restore workflows or prior-version viewing may depend on features and access not described here.
The page confirms snapshots are used for profile-data reporting after the season is saved. Whether forms, registrations, balances, or custom field answers are included depends on how your reports use snapshot data in your organization.
Snapshot history depends on when snapshots were created and what reporting history your organization retains. This page does not define a specific retention window.
The page describes a snapshot option that runs in the background after you save the season. It does not indicate that snapshots run on a recurring schedule, so snapshot frequency depends on when that option is used.
Exact date and time selection for reports or exports may depend on the reporting tools available in your organization. This page only confirms that snapshot data is captured when the season is saved.
Start with reporting that uses season snapshot data captured when the season was saved. If you need an exact date-based view, availability depends on the report filters and historical reporting options in your organization.
Current reports may reflect updated profile data, while a snapshot report reflects profile data captured at the time the season was saved. Differences can also come from report filters, report type, and available historical data.
Change auditing between snapshot dates may be available in some reporting workflows, but this page does not describe that capability. What you can audit depends on the reports and access available in your organization.
Snapshot reporting is described here as a way to use saved historical profile data in reports. Running reports does not imply that live season data is changed.
Access to season snapshots and historical reporting depends on the permissions and reports available in your organization. If you cannot find a snapshot-based report, check with your administrator.
Export options depend on the reports and access available in your organization. If a report supports historical snapshot data, any download or export workflow depends on that report's available actions.