⚠️ Important – Complete Season Rollover First

Before creating events or syncing members for the new season, complete the Season Rollover.

To avoid reporting issues:

1. Roll over ResultsHQ before your first member sync. Otherwise, new-season members may be imported into the previous season.
2. Ensure your Centre is linked to the new season in the Registration Platform before syncing. Otherwise, previous-season members may be imported into the new ResultsHQ season.
3. Wait until your Centre is receiving new-season registrations before performing your first sync.

Best Practice: Perform your first member sync only after both ResultsHQ and the Registration Platform are in the new season and new-season registrations have commenced.

Overview

If you've previously used ResultsHQ, your account contains member records and results for the current season. As members move into new age groups each season, you must complete a Season Rollover to prepare ResultsHQ for the new season and ensure members, events, and results are managed correctly.

How to Access Season Rollover

1. Log in to ResultsHQ.
2. Click on the More button in the top menu.
3. Under the Setup - Registration section, click on Season Rollover.

Step 1: Suspend All Members

This step removes members from their current season grouping, so you can update their details for the new season.

1. Click Suspend All Members.
2. When prompted, type SUSPEND (in all capital letters).
3. Click Submit to confirm.

Step 2: Archive Last Season’s Results

Archiving protects the results from the current season so you can start fresh in the new season.

1. Click the Archive Results button.
2. Enter your email address to receive a confirmation once the archive is complete and click on “Submit”.
3. Type ARCHIVE (in all capital letters).
4. Click the “Submit” button.

Optional: Export Previous Season’s Results

If you'd like to keep a local copy of your last season’s results:

• Click Export to Excel or Export to CSV to download the results in your preferred format.

Step 3: Approve Users

Once your results have been archived, the next step is to review and approve users for the new season. This ensures only the correct users carry over into the new season.

Optional: User Management

You can manage users from the same screen. For each user, you'll see several action options:

• Edit – Update user details.
• Send Password Reset – Help users regain access to their accounts.

To add a new user:

1. Click the Add button.
2. Fill in the required details.
3. Click Submit to save.

Final Step: Update to the New Season

After you've reviewed and approved your users, it's time to officially move your centre into the new season.

1. Click the Update Season button.
2. When prompted, type UPDATE (in all capital letters).
3. Click Submit to complete the process.

🎉 Season Rollover Complete

Your Centre is now operating in the new season.

Before performing your first member sync, confirm that:

✅ ResultsHQ has been rolled over to the new season.

✅ Your Centre has been linked over to the new season in your Registration Platform.

✅ Your Centre has started receiving new-season registrations for the new season.

Once all three conditions have been met, you can safely:

• Create new events.
• Import or sync members.
• Begin managing your new season.