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Who can create New Session?
- Community Data Admins
- Head Coach/Team Managers
Steps to create new Session:
- Create New Session for sport before old session get expired
- Fill out all necessary information (session Start Date and End Dates must be future dates)
- Select Session Status – New (Session status will be New even if a big club session is duplicated by DBA)
- Get it approved by SOO Staff (District Developers, Membership Staff)
- Enroll Head Coach/Team Manager
- Approve their enrollments with enrollment Start Date as of Today
When Session Status is New:
- It will not be available for online registrations
- Community & Club Admins will not be able to enroll members in it. Change Status to Active and Enroll members who have confirmed their registrations. After finishing your updates change session status to New, otherwise it be open for online registration.
- Session Status should remain New until community decides to open for online registration
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Thanks very much for this update. In the fall it was recommended that we use the early bird date to allow managers to enter enrollments before the date of the first practice. As the Start Date is no longer defined as the first practice I do need clarification.
After the Early Bird date and before the start date a manager can access enrollments once the session is marked as active. Will the club then be available for online self-enrollment at that time?
Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment?
A we have now been advised to start the next session before the end of the last session I am trying to understand how to best set up the summer sessions, as they will not expire at the end of their season in order to have them still in existence when the new season starts.
MaryAnn (Oakville)
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Thanks MaryAnn for your concerns.
By allowing communities to create new sessions for next season with Admins as active members we Early Bird Dates are no longer play much significant role. Now Session Satus will play major Role as i mentioned above.
Early Bird End Date was never supposed to allow admins to have an access to an expired session. Only Early Bird Start date was given them access before session really starts to populate it with members. and Early Bird End Date could not be after the expiry date of session.
Communities can still use Early Bird dates if they provide any fee concession to first comers.
After the Early Bird date and before the start date a manager can access enrollments once the session is marked as active. Will the club then be available for online self-enrollment at that time? Yes, when status will be Active and managers will be working on it, session will be available online, that’s why I mentioned to turn it back to New once manager has done updates.
Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment? No, there is no option for that.
A we have now been advised to start the next session before the end of the last session I am trying to understand how to best set up the summer sessions, as they will not expire at the end of their season in order to have them still in existence when the new season starts. Summer sessions must have to be expired in August /September, they can not be active through out the winter. Communities have full access to their expired members by using Reports and Inactive enrollments tab.
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Just to clarify one of Farkhanda’s replies:
Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment? No, there is no option for that.
If a club is full and does not wish to process new enrollments or waiting list enrollments, it can be hidden in the portal, so that no more online enrollments will come through. However, this will also preclude managers from processing enrollments in the portal. Any enrollments at that point would have to be processed by me or Farkhanda.
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From our 2019 DAT minutes:
“This new portal has great capacity. Strong suggestion would be to create a new session before the old expires as opposed to changing dates on old sessions – start thinking about summer session, create to 2020. If you have more than 50 athletes, reach out to Farkhanda to duplicate current registry. Community leaders and head coaches can add sessions. Think flow of seasons. A few challenges and glitches that are being worked out. ”
So which is it?
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A session can be hidden only if we update session status to Expired, New or Inactive and admins will also not be able to work on it including community Admins. Only Active status will provide access to session to all admins. Waiting list is the solution for new incoming applications when club is full. Team Managers can notify to athletes/parent/guardians of athletes with waiting list status.
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“Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment? No, there is no option for that.”
Could we please request this be added. The meaning would be that it is no longer offered as a choice for enrollment, but that the data availability be the same as active. Offering a club for enrollment when the website already says that a club is closed for new enrollments is already confusing.
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Good News!
“Is it possible to have a session marked as ‘Closed’ so that it is unavailable for self-enrollment, but still available to club managers for enrollment?
As I mentioned that we already have submitted ticket for this feature. Since yesterday I was in contact with SOC and pushing them to have it ASAP. This feature now is provided on staff side but not on Portal yet. I submitted a ticket to make it available on Portal to Data Admins as well.
Now data admins don’t have to play with session Status. New Active session has ability to hide itself from self enrollments (will not show up in online search) and admins will be able to work on New session. Closer to registration night or when community wants to open it for online registration, they have to ask SOO Staff to make it available.
It is a temporary solution till this feature is provided on the Portal to data admins.
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One Question:
“Now data admins don’t have to play with session Status. New Active session has ability to hide itself from self enrollments (will not show up in online search) and admins will be able to work on New session. Closer to registration night or when community wants to open it for online registration, they have to ask SOO Staff to make it available.”
Does this mean Data Admins only, or can club managers, head coaches access the session when club is CLOSED. If the later it will also be useful for when a club is full and no more enrollments are being considered.
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To clarify this for everyone’s benefit: The session status will remain Active, but when “Hide from Self-enrollment” is set to YES, a club will be invisible to athletes searching in the portal, but CCs, data admins, head coaches, and team managers will still be able to add enrollments within the portal. For now, you must ask me or Farkhanda to set “Hide from self-enrollment” to YES for a club, but this will eventually be a selectable option in the portal.
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