Last Updated: Wednesday, 09-Apr-2025 11:17:03 EDT

Sessions

For the purpose of this discussion, 'Club Administrator' refers to those volunteers with the Head Coach or Team Manager role in the portal.

Basic Information

A new session must be created for each new season. All sessions expire on August 31 of the year. When a session expires, so do all enrollments in that session. Changing the end date on the session does not stop this from happening. All members must be re-enrolled each year.

Creating sessions with start date of September 1, and end date of August 31, regardless of the season in which the session is run ensures that Years of Service for volunteers are accumulated at the same rate for summer and winter volunteers. This is consistent with how they were accumulated before the current database was introduced.

New sessions may be created by duplicating the most recent session or by creating a new session.

At creation a new session will have "Available for Portal Registration?" set to yes or no. once created the club is unable to change this setting. To make a current session available, or unavailable for self enrollment you must request SOO make the change. Unfortunately the only way for a club to check this setting is to attempt to self-enroll.

Please note that SOO will still have to approve the session before anyone can be enrolled in it.

Once a session is created and made available to the Portal, members may submit their enrollments, or athletes may have enrollments submitted for them.

Session Duplicator

There is a SOO mediated Session Duplicator option that can be used before a session has expired. Please see the Documentation provided by SOO.

By default the enrollment status will be "In Progress" for all current members of the club. A Club Administrator enrollment MUST be accepted before the end of the current session, otherwise it will have to be done by the community data manager.

If the new session was not created before the end of the previous sesison you will need to have it created, either by the Community Data Admin, or requesting it from SOO.

Later, when preparing for the new season the club can determine who is returning and accept those enrollments, and discard enrollments of those not returning.

If not using the Session Duplicator

1. It is advised that the club create their new session and add a Club Administrator shortly before the end of the previous session. If this was not done your community Data Admin is able to help with this by creating the new session and accepting the enrollments of at least one Club Administrator.
2. Once a club has reached the point where no new enrollments will be accepted, or added to a waitlist, request that SOO reset the internal flag to 'No'.