Introduction

We've made improvements to Season Rollover to make the end-of-season process simpler and easier to manage.

These changes will take effect from 01/09/2026.

Previously, several end-of-season tasks needed to be completed separately. The new Season Rollover screen brings these tasks together into one guided process, helping you work through them in the right order and reducing the risk of accidentally missing an important step.

From reviewing potential Event Records and suspending members, through to archiving results and moving your centre into the new season, everything is now managed from one place.

You'll find Season Rollover under Setup → Season Rollover.

Before you begin

Only start a rollover when your current season is completely finished.

Rolling over will suspend your current members, archive the season's meets and results, and eventually move your entire centre into the new season. Make sure you're ready to close the current season before you begin.

What This Document Covers

1. Feature Explanations — what's on the screen and how it works.
2. Step-by-Step Guidance — how to complete each of the five steps.
3. Important Notes — what can't be undone, and what happens to your data.
4. FAQs — quick answers to common questions.

Feature Explanations

A quick tour of the screen.

The season summary

The top of the screen shows the season you're in now and, when one is available, the season you're moving to. Below that, a chip shows the account you're signed in with.

If the next season isn't available yet, the steps don't appear. You'll see a message confirming you're up to date instead, and the steps will appear automatically when the new season is ready.

The five steps

The rollover is broken into five steps, completed in order. Each step unlocks the next, so you can't miss one by accident. A progress bar tracks how far through you are, and your progress is saved if you leave and come back.

Status labels

Confirmation words

Three steps make changes that can't be reversed. For these, type the word shown — SUSPEND, ARCHIVE or ROLLOVER — in capitals to activate the button.

Archived Meets and Results

A table at the bottom of the screen lists every past season, with Excel and CSV exports. Archiving moves data here, it doesn't delete it — and archived data stays available in Report Builder.

Rollback

Two different undo options share this name, so it's worth knowing which is which:

1. Rollback Members — a link on the Suspend Active Members card once that step is done. Re-activates the members you just suspended.
2. Rollback — a section at the very bottom of the screen. Restores the whole previous season if your centre has been rolled over too early.

Step-by-Step Guidance

Work through the five steps in order.

Step 1 — Action Potential Records

Potential records are results from last season that beat an existing event record but haven't been confirmed yet.

1. Select Review Potential Records to open the Potential Records page.
2. Narrow the list using the Age, Gender and Event filters, or tick Only Show Best Results. Use Export All if you'd like a copy to review offline.
3. Confirm each result that should become an event record.
4. Return to the rollover screen and select I've Actioned These.

Step 2 — Suspend Active Members

This sets all active members to Suspended so last season's list doesn't carry over. Nothing is deleted — member history stays intact.

1. Check the number of members shown in the warning — this is how many will be suspended.
2. Type SUSPEND in capitals.
3. Select Suspend All Members.

Members are re-activated as they register for the new season. The card also shows Last performed, so you can see when a suspension was last run.

Step 3 — Archive Results

This archives last season's meets and results, and emails you an export.

1. Type ARCHIVE in capitals.
2. Select Archive Results.

Archiving runs in the background and can take a few minutes. The card shows the progress while it's running, and Step 4 unlocks automatically once it's finished. 

Step 4 — Approve Existing Users

This confirms who keeps access to ResultsHQ in the new season. The card lists each user's name, surname and email, and tells you how many will be approved.

1. Review the list of users shown.
2. To add, edit or remove someone, select Open User Management, make your changes, then come back.
3. Select the Approve button — it names the number of users being approved.

Prefer to handle access separately? Skip This Step moves you on without approving anyone.

Step 5 — Complete the Rollover

The final step. This moves your centre into the new season for everyone.

1. Type ROLLOVER in capitals.
2. Select Complete the Rollover.

Once you've rolled over

Your centre is now in the new season. Before your first member sync, confirm:

1. ResultsHQ has been rolled over.
2. Your centre is linked to the new season in your Registration Platform.
3. New-season registrations have started.

Once all three are true, you can safely create events, sync members, and start managing the new season.

Exporting an archived season

Go to Archived Meets and Results at the bottom of the screen, find the season you need, and select Excel or CSV.

Restoring a season

Only use this if your centre has been rolled over prematurely.

Go to the Rollback section at the very bottom of the screen and select the Restore button — it names the season it will restore — then confirm.

All athletes in that season are re-activated and all meets and results are restored, and the rollover steps reset so you can work through them again when you're ready.

Important Notes

1. Roll over before your first member sync. Syncing early affects your reporting.
2. Unconfirmed potential records are lost. Action them in Step 1 or they're gone.
3. Archiving doesn't delete anything. Archived data stays available for export and in Report Builder.
4. Step 5 affects everyone. It moves the whole centre, not just your account.
5. Rollback is a safety net, not a routine tool. Use it as soon as you notice, before new-season data is entered.

FAQs

The rollover steps aren't showing. Why?

The next season isn't available yet. The steps will appear automatically once it is.

Can I stop partway through and come back?

Yes. Your progress is saved, and the next step will be waiting when you return.

Why is a step greyed out?

It's locked until the step before it is finished. The card tells you which one.

What happens to last season's results?

They're archived, not deleted. Export them any time from Archived Meets and Results, or use Report Builder.

I suspended members by mistake. Can I undo it?

Yes — select Rollback Members on the Suspend Active Members card and confirm. All the members you just suspended are re-activated.

We rolled over by mistake. Can it be reversed?

Yes — use Rollback at the bottom of the screen. Do this before new-season data is entered.

Do I have to approve every user?

No. Step 4 can be skipped if you'd rather manage access separately.

Why do I have to type a word to confirm?

Those actions can't be undone from the screen. It's a deliberate pause to make sure it's intentional.