Seasons

Seasons define the time period for volunteer hour tracking, lesson registration, team signups and dues. Manage them at Admin > Settings > Seasons (/admin/settings/seasons).

Creating a Season

1. In the Create Season card, enter:
   • Season Name (e.g. “Summer 2026”)
   • Start Date and End Date
   • Volunteer Hour Buyout Rate ($/hour) — dollar amount per unfulfilled hour (defaults to 25.00)
2. Under Base Volunteer Hours by Account Type, enter the base hours for each account type (e.g. General = 50, Emeritus = 10)
3. Under Activity Types, click + Add Activity Type for each team or activity that carries extra hours, with a Name and Hours (up to 10 per season)
4. Click Create Season

Families enrolled in an activity have its hours added to their base requirement. Enrollment happens automatically on a paid team registration, or by hand on the family’s Volunteering tab.

The current season

A season is Current when today (in the club’s timezone) falls between its start and end dates and it is not archived. There is no manual switch — dates decide. Keep one season current at a time; it is the season used for hours, lessons and dues.

Editing, ending and archiving

The All Seasons list shows each season’s base hours per account type, activity types and buyout rate, with badges for Current and Archived:

• Edit — opens the same form as Edit Season. Click Update Season to save.
• End Now — on the current season only; sets the end date to today.
• Archive / Unarchive — an archived season is excluded from current-season lookups and from the volunteer Google Sheet.

Caution

Saving a season keeps existing activity types and every family’s enrollment in them, even when you rename one or change its hours. Removing an activity type from the list deletes the enrollments of every family enrolled in it for that season — those families drop back to their base hours. Rename rather than remove-and-re-add.

Note

Dues amounts are not on the season form. Set them per season under Settings > Membership Dues.