Archiving Best Practices

Season Archiving for Clubs and Leagues lets you remove data from your active season and store it in a past season. There are three basic archiving options: Full Organization, Division, and Team-level. The archiving option that is best for you and your organization depends on what you want to remove from your active season and what you want to keep. This guide will walk you through making the best decision for your organization!

In this article:

Choose Your Own Archiving Adventure

Questions to help you decide which archiving option is best for you!

Does Your Organization Have Divisions?

  • YES
    • You have all three archiving options available: Full Organization, Division, and Team-level. 
  • NO
    • You have two archiving options available: Full Organization and Team-level. 
      • TIP: If you want to have divisions in the future, you can set up divisions if you create them before creating teams. A Full Organization archive would allow you to clear out all teams and start your new season by creating divisions.

Have You Started Registration For Next Season? 

  • YES, I am accepting registrations now.
    • You will want to avoid archiving the Full Organization. Consider archiving by Division or archiving / retiring teams. 
  • NO
    • You may want to consider a Full Organization archive. Keep reading to narrow down which option is best for you!

Do You Have Player Profiles That You Need To Keep?

  • YES, I am not going to create new profiles and need to keep the ones I have.
    • You will want to avoid archiving the Full Organization. Consider archiving by Division or Archiving / Retiring teams. 
      • TIP: To archive by division without losing member profiles, use your Rostering tab to unassign member profiles from that division before archiving. Any profiles in a division are removed from the active season when that division is archived.
  • NO, I will be creating all new profiles in my new season.
    • You may want to consider a Full Organization archive. 

Full Organization Archiving

What's Removed:

  • All non-commissioner member profiles.
  • All registration entries.
  • All schedule data: game, events, standings, and Scheduler schedules.
  • All team data: Availability, Statistics, Chat history etc.

What Is / Can Be Kept:

  • Registration form set-up (the new season has copies of the old registration forms, with a new unique registration address, but without any registration entries.)
  • Division names
  • Team names
  • Commissioner profiles

Tips

  • Follow the steps in the Season Archiving guide. You'll be glad you did!
  • The 'clean sweep' of archiving options. Full Organization archiving removes all member profiles, all schedule data, and all registration entries from the active season.
  • Full Organization Archiving is the best option for organizations that haven't started collecting registration entries for next season and are going to be creating new member profiles. 
  • Full Organization Archiving is the only way to remove all organization-locations and organization-controlled schedule data. 
  • Full Organization Archiving does not close registration forms. If you archive an open registration form, it will remain open, and continue to accept registration entries from anyone who has the public registration address. For this reason, it is important to close registration forms before processing a Full Organizational archive, and make sure future registrants have the unique public registration addresses for the new season active forms.  
  • In the event of an emergency, Organization archives can be reversed by your organization support team. However, archives are not designed to be reversed, and reversing these edits can compromise or duplicate data. So it's best to resort to reversing archives for emergencies only. 

Division Archiving

What's Removed:

  • All non-commissioner member profiles in that division.
  • All schedule data generated within that division: game, events, standings, and Scheduler schedules.
  • All team data in that division: Availability, Statistics, Chat history etc.

What Is / Can Be Kept:

  • Everything in the active season that is outside of that division.
  • Registration forms and form entries.
  • Member profiles not in that division
  • Division and subdivision names.
  • Team names
  • Commissioner profiles

Tips

  • Follow the steps in the Season Archiving guide. You'll be glad you did!
  • Performs a 'clean sweep' of a single division, removing all member profiles and schedule data from that specific division. 
  • Division Archiving is the best option for organizations that have started collecting registration entries for next season or are Running Overlapping Seasons.
  • Division Archiving does not remove registration data or member profiles that are not in the division at the time of the archive.
  • To unassign member profiles from a division before archiving that division (so that those profiles are not removed from your active season when you archive) go to the organization-level Rostering tab, and assign those profiles to the organization-level or a new division. 
  • If you go to your division-level Rostering tab, all profiles searchable and visible from that division-level tab are profiles in that division that will be removed from your active season when you archive that division. 
  • If you have Scheduler schedules or events generated from the organization-level Schedule tab, archiving the division under that organization will not erase all of that schedule data. 
  • If you move all member profiles into a division without teams, and then process a Division archive, none of those members will see that division season, but you can still use that division to send them emails by Accessing Archived and Retired Seasons and using the archived division Messages tab. 
  • In the event of an emergency, Division archives can be reversed by your organization support team. However, archives are not designed to be reversed, and reversing these edits can compromise or duplicate data. So it's best to resort to reversing archives for emergencies only. 

Team Archiving

What's Removed:

  •  Teams have the most carry-over options, but the least options for removing data. 

What Is / Can Be Kept:

  • You can carry over almost all information when performing a Team archive.
  • All data not on that team
  • Member profiles
  • Schedule data
  • Team name

Tips

  • Follow the steps in the Season Archiving guide. You'll be glad you did!
  • Team Archiving is the only archive option that is absolutely irreversible (even our development team can't reverse team archives.) 
  • Only team members can access archived team seasons. Commissioners do not have access to archived team seasons. To assign yourself to a team prior to archiving that team so that you can view the inactive team season, use the Members tab to add yourself to that team as a team member.
  • Team Archiving is an option for organizations that have started collecting registration entries and do not have divisions.
  • Team Archiving will not remove any organization-controlled schedule data, teamlink games, or Scheduler-generated games or events.
  • If you want to remove a team and all team data from your active season without carrying over any information, you may want to consider Retiring a Team. Retiring removes a team from the active season without creating a new team season. 
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