Admins can create a fully customized season structure in Program Registration to match the exact setup of their program. Navigate to Programs > choose your program and season > Structure to get started.
Step 1: Define Your Season Levels
From the Structure tab, click the Edit icon at the season level.
Select Add Level to start defining how your season will be structured.
The most common structure for programs is Season > Gender > Age Group, but it can vary depending on your organization's needs. Here are some examples:
Recreational league - Season, Gender, Age Group
Competitive league - Season, Gender, Age Group, Division, Team
Camp or Clinic - Season, Location, Course, Week/Time
Note: Competitive age groups are usually based on Year of Birth. You will map each age group to the proper state association age group upon sync.
3. After saving your levels, an Add button will appear at each level. Click it to start adding your groupings, i.e., Boys, Girls, and Co-Ed under the Gender level, or U9, U10, U11 under the Age Group level.
Step 2: Set Required Fields at the Season Level
Select the Required Fields tab.
Check the boxes if you'd like to make participant photos and/or birth certificates required for all registrants. (Optional but recommended for competitive programs, photos will sync to the state system for player carding.)
Note: OTTO Sport has imported Proof of Birth verifications from your state system. If a player's Proof of Birth status is Yes, a birth certificate will not be required even if this box is checked.
Step 3: Build Out the Season Structure
From the Structure tab, click the Add button at the season level to add your first grouping (e.g., Boys, Girls, Co-Ed).
2. Once your top-level groupings are created, click the Add button within each grouping to add the next level down, i.e., age groups within each gender (e.g., 2016, 2017, U9, U10).
3. Continue building down until your full structure is complete.
Step 4: Configure Each Grouping
Click the Edit icon on any grouping to configure the following options:
Registration Dates
Set custom open and close dates for a specific grouping if it differs from the season-level dates.
Eligibility
Set eligibility based on gender, date of birth range, or custom eligibility fields to control who can register for the grouping.
Note: If you are using team invitations for a Competitive Program, the eligibility step is NOT needed.
Fees
Apply grouping-specific fees by selecting one or more fees previously set up under the Fees & Discounts tab. Make sure the Auto Apply Fee to Registration setting is disabled for any fee you plan to assign at the grouping level.
Invite Lists
Set up team invitations for invite-only groupings.
Seasonal Grouping Admins
Add limited access users to manage specific groupings without giving them full system access.
Group Permissions
Control which users have access to view or manage the grouping.
BCC Settings
Add BCC email addresses for grouping-level communications.
Group Requirements
Set any additional requirements specific to that grouping.
Step 5: Add Teams
Teams can be added from two locations:
Within the Season Structure tab - Click on the grouping level you want to add teams to, then click Add New Team and enter the team name.
From the Registration/Rosters tab - Navigate to the tab and add teams directly from there.
