Applicable to: Association Administrators
Application(s): Admin Portal > Competition Management > Seasons
This article will cover the following:
- Creating a new season
- Rolling over a season from an existing season
- Season settings and configuration options
- Editing and deleting seasons
Related articles:
A competition must have at least one season. Participants register to a season, are allocated to their team(s), and these teams are then allocated to grades. A fixture is created, and games are played across the season.
Create a season
There are two ways to create a season:
- Add Season - Create a new season from scratch
- Rollover Season - Copy settings from an existing season to save time
Creating a new season from scratch
- From the main menu, click Competition Management and select the appropriate Competition tile.
- Click the Add Season button.
- Complete the form with your season details.
- Click Create Season.
Rolling over from an existing season
Completing a season rollover will save you time by copying certain settings from an existing season to serve as a starting point for a new season.
- From the main menu, click Competition Management and select the appropriate Competition tile.
- Click the Rollover Season button.
- Select the source season you want to copy settings from.
- Complete the season details form (settings will be pre-populated from the source season).
- If club management was configured in the source season, complete the club management settings step.
- Click Create Season.
When is season rollover available?
The Rollover Season button will only be active if:
- At least one other season exists in the competition
- There is at least one season name available to create a new season
Season Details
| Field | Description |
|---|---|
| Season Name | Season names are configured by the sports governing body. Select the appropriate season name from the dropdown list. In any given competition, only one season can be named the same. However, different competitions can each have a season named the same. For example, a Junior Domestic competition and a Senior Domestic competition can each have a 'Summer 2025/26' season. |
| Season dates | Select the season Start and End dates. These dates will be visible to participants when they register. |
| Exception dates | Enter the From and To dates and provide a brief Reason for any exception dates that apply across grades in the season. The PlayHQ fixture generation engine will not schedule games to be played on any exception dates selected for a given grade. |
| Select venues | Search for and select all venues that will be used for this season. Venues are configured by the sports governing body. The Selecting the venues used in a season article contains further instructions. |
| Season visibility | Choose whether the Season is visible or hidden on the PlayHQ public site or via the mobile apps. |
Season start date matters for memberships
The season start date is used in certain circumstances if a new Membership needs to be purchased by a player. Set the season start date as accurately as possible before participants begin to register.
Season Age Settings
| Field | Description |
|---|---|
| Age Restrictions |
Age Restrictions can be set to limit season registrations to specific ages. This range is then displayed to participants in the competition and during registration. Administrators can turn restrictions on or off at any time. Clubs participating in a competition season inherit the age restrictions configured by the association or admin body. Registration forms for Participant to Season, Participant to Team and Participant to Club Team will display the age range that has been set. |
| Age Groups | Association administrators can set up Age Groups to manage players that register for the season. This helps manage registration and team numbers more effectively. Administrators can filter age groups on the participant tab, participation report, and when allocating players to teams. Age Groups allow clubs and associations to stop registrations for particular age groups to avoid accepting too many registrations. |
Understanding season rollover
The season rollover wizard guides you through copying settings from an existing season. The process varies depending on whether club management was configured in the source season.
What is NOT included in season rollover
The following are not copied during season rollover and must be handled separately:
- Grades (use separate grade rollover)
- Association teams (use separate team rollover)
- Club teams (use separate club team rollover)
- Participants and registrations
What is copied during a season rollover?
The following season details are copied over during a season rollover:
- Venues - All venues from the source season
- Age restrictions toggle - Enabled/disabled state (dates must be re-entered)
- Age groups - Enabled groups and year ranges (calculation date must be re-entered)
These club management settings are copied over during a season rollover:
- Invited clubs - All previously invited clubs (regardless of acceptance status)
- Roles - All enabled roles from source season
- Edit team name/assign player point toggles - Enabled/disabled states
- Registration fees - All fee structures
- Terms and conditions toggle - Enabled/disabled state
While the following settings are not copied over:
- Season name - Must select from available names
- All dates - Season dates, exception dates, age restriction dates
- Season Visibility - Always set to "Hidden" (can be changed)
- Club Team Allocation Dates - Must be re-entered
- Age Limits - Populated from season step settings
- Custom Fields - Must be rolled over or new questions created
You can update your season details at any time.
Edit a season
You can update the season details at any time.
- From the menu, click Competition Management and select the appropriate Competition tile.
- Click the appropriate Season tile.
- Click the Settings tab.
- Update the information you would like to change.
- Click Update & Save.
Be cautious when updating season dates
Changing season dates after registration has opened may affect participant eligibility and memberships.
Delete a season
- From the menu, click Competition Management and select the appropriate Competition tile.
- Click the appropriate Season tile.
- Click the Settings tab.
- Click Delete season.
- Confirm the deletion by clicking Delete season, or click Cancel to return to the previous page without deleting the season.
Warning: Deletion restrictions
The Delete season option will be disabled if the Season contains one or more grades, teams, or if a registration form has been configured.
Frequently Asked Questions
The Rollover Season button will be inactive if:
- No seasons have been created yet for the competition, or
- There are no more season names available to create a new season