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Archiving a Season

How-to

Season archiving saves a copy of the current season and creates a fresh blank season. Archiving is an irreversible process, so it is important to understand how the feature works prior to initiating an archive.

In this article

Important things to understand about archiving:

  • Archived seasons will have the same the features available as the current plan in the active season. This means if you downgrade plans in your active season and lose features, those features will also be inaccessible in your archives. If you upgrade plans again, the features will become accessible and no data will have been lost.
  • Archived seasons can only be viewed from the browser version of TeamSnap, they are not accessible in the mobile apps. 
  • Only an administrator that is also on the roster of the team/division being archived before archiving will be able to go into the archive and make edits if needed.
  • Complete schedule and availability data may not be copied to season archives if there are a large number of rosters or events, purely for technical reasons. The current threshold is (# rosters x # events > 9,500) which is typically enough for most teams, especially if they regularly archive each season.

About Organization Season Archiving

Applies To:
User
  • Members
  • Team Admins
  • Team Owners
  • Org Admins
  • Org Owners
Device
  • Web app Web
  • iOS app iOS
  • Android app Android
Plan
  • Trial
  • Free
  • Basic
  • Premium
  • Ultra
Country
  • United States USA
  • Canada CAN
  • Worldwide Worldwide

saves a copy of current season for archive, then clears all data for the new season with options to bring division and/or team names to the new season

Use the full organization archive process when:

  • You want to start your season with a totally clean slate
  • You are the organization owner or a commissioner with org level permissions 

Warning: Archiving does not close registration forms. Registrants that have the link to an archived season registration form can still fill out that form. We recommend closing all registration forms when you perform an organization archive.

These items are available for selection to bring into the new season. If not selected, they will be archived with the outgoing season and cleared for the new season:

  • Division names
  • Team names
  • Registration forms (does not include completed registrant information)

These items are not available for selection to bring into the new season and will be archived with the outgoing season and cleared for the new season:

  • Schedule (includes locations, opponents
  • Roster
    • *Division commissioner rosters are automatically copied to the new season
  • Photos and files
  • Tracking items
  • Messages: posts, emails, alerts, TeamSnap Live chats
  • Statistics
  • Payments
  • Registrant data (completed registration information)

Attention: New season registration forms are copies of archived season forms. Copied registration forms will not contain player or participant data from the prior season, and will have a brand new and unique Public Registration Address.


How to Archive a Full Organization Season

Do you have roster profiles or registration entries that you need to use in your upcoming season? Do not proceed with a full organization season if so, because that data will not be carried over or usable after a full organizational archive.

  1. Log into TeamSnap
  2. Click the League name under the My Leagues section of the dashboard
  3. Click the Settings tab
  4. Click the Seasons button
  5. Click the Archive Full League button
  6. Enter Completed Season Name and New Season Name
  7. Make selections for divisions and/or team names to be carried forward to new season if desired
  8. Click the Archive This Season and Start a New Season button

The archive will process and after a few minutes, the new season will be available. The archived season can be accessed on the web (not mobile apps) on the TeamSnap Dashboard screen by clicking Show Archived/Retired Seasons at the bottom of the My Leagues section.


About Division Season Archiving

Applies To:
User
  • Members
  • Team Admins
  • Team Owners
  • Org Admins
  • Org Owners
Plan
  • Trial
  • Free
  • Basic
  • Premium
  • Ultra
Device
  • Web app Web
  • iOS app iOS
  • Android app Android
Country
  • United States USA
  • Canada CAN
  • Worldwide Worldwide

clears everything in the selected division with the option to copy division/team names forward

Use the division archive process when:

  • You need to archive the season for a single division while leaving the rest of the organization active
  • You don't need to carry any team data over to the new season
  • You are the organization owner or a commissioner with division or org level permissions 

These items are available for selection to bring into the new season. If not selected, they will be archived with the outgoing season and cleared for the new season:

  • Subdivision names
  • Team names

These items are not available for selection to bring into the new season and will be archived with the outgoing season and cleared for the new season:

  • Schedule (includes locations, opponents
  • Roster
    • *Division commissioner rosters are automatically copied to the new season
  • Photos and files
  • Tracking items
  • Messages: posts, emails, alerts, TeamSnap Live chats
  • Statistics
  • Payments

How to Archive a Season by Division

  1. Log into TeamSnap
  2. Click League name under the My Leagues section of the dashboard
  3. Click the Settings tab
  4. Click the Seasons button
  5. Click the Archive Division button
  6. Enter Completed Season Name and New Season Name
  7. Make selections for the division and/or team names to be carried forward to new season if desired
  8. Click Archive This Season and Start a New Season button

The archive will process and after a few minutes, the new season will be available. The archived season can be accessed on the web (they will not be accessible in the mobile apps) on the TeamSnap Dashboard screen by clicking Show Archived/Retired Seasons at the bottom of the My Leagues section.


About Team Season Archiving

Applies To:
User
  • Members
  • Team Admins
  • Team Owners
  • Org Admins
  • Org Owners
Plan
  • Trial
  • Free
  • Basic
  • Premium
  • Ultra
Device
  • Web app Web
  • iOS app iOS
  • Android app Android
Country
  • United States USA
  • Canada CAN
  • Worldwide Worldwide

Please be aware that if you are a sports organization admin conducting a team-level archive, you will need to add yourself directly to the roster of the team(s) being archived if you want to access the archive in the future. Commissioner or org owner access does not carry into a team archive.

Attention: Archives are limited to 20,000 availability records. Records are determined by the # of rosters x # of games/events, including all statuses (blank, yes, no, maybe). If you are over the limit, the system will give you a warning. Currently you may receive the warning if your total availability count is over the limit, even if you are selecting a limited date range to archive. In that case, if you are confident that the date range you have selected contains fewer than 20,000 records, you can proceed with the archive without losing data. Continuing to process an archive with over 20,000 records will result in the permanent loss of data for all availability records. Need to reduce your availability count? Delete unneeded games and/or events under the Schedule tab, then you may proceed to archive your season or you can opt to export your availability data.

This archiving option is irreversible. Use the team archive process when:

  • You need to keep the same rosters for the new season.
  • Next season’s events have already been entered into the schedule.
  • There is team data that needs to be copied to the new season.
  • You are an independent team owner (in that case, this is your only archive option).

These items are available to select to bring into the new season. If not selected, they will be archived with the outgoing season and *cleared for the new season:

  • Schedule
  • Roster - *If selected, the following become available for selection:
    • Classic payments (PayPal)
    • Photos and files
    • Tracking items
    • Messages: posts, emails, alerts

*Team chat data, schedule locations and opponents, and invoice payments are always copied to the new season and are never archived with the old season.

TeamSnap Live (TSL) game and event chat data is not preserved and will be lost when the associated schedule is archived.


How to Archive a Season by Team

TIP: Any member (including administrators) that needs to access a team season once it has been archived, must be a member of the team-level roster before the archive. This means that a club or league admin that needs access should add another profile for themselves on the team itself before running the archive process.
  1. Log into TeamSnap
  2. Navigate to the desired team
    1. To archive a team that is part of a club or league: 
      1. Click the league name under the My Leagues section of the dashboard 
      2. Click the Divisions tab
      3. Click the team name
    2. To archive an independent team
      1. Click the team name under the My Teams section of the dashboard
  3. Click the Manager tab
  4. Click the Seasons tab
  5. Click the Start a New Season button
  6. Enter Completed Season Name and New Season Name
  7. Make selections for any existing data to be carried forward to the new season
    1. If any events for the new season have already been entered on the schedule, please make sure you pay close attention to the Event to Start the New Season selection. Once the archive has processed, games/events archived with the old season cannot be brought forward to the new season.
    2. Team chat data and WePay payments are always copied to the new season and is not archived with the old season
  8. Click Archive This Season and Start a New Season button

The archive will process and after a few minutes, the new season will be available. The archived season can be accessed on the web (not mobile apps) on the TeamSnap Dashboard screen by clicking Show Archived/Retired Seasons at the bottom of the My Teams section. If you don't need the new season, you can delete the new season's team that is created from the archive.

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