Season Rollover - Getting ready for a new season

Important: Complete This Step Before Setting Up Events or Importing Members

Before you start creating new events or importing members for the new season, it's essential to complete the season rollover process. This ensures your data is accurate and ready for the upcoming season.

Overview

If you've already used ResultsHQ for a past season, your account holds member records and results linked to that season. Each member was assigned an age group based on that season, but age groups will change for the new season. That’s why we need to update the system through a process called Season Rollover.

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Once your results have been archived, the next step is to review and approve users for the new season.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:

• Manage Certificates – View or issue certificates.
• 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.

🎉 You're All Set!

Your centre is now updated to the new season, and the season rollover process is complete. You can now begin setting up new events, importing members, and managing your upcoming season with confidence.