Seasonal Management
Use this guide to help you enable and configure the best setup for your team registration process. It walks through key configuration options and explains how each one impacts your workflow.
Keep in mind that these settings include a mix of pre-registration options (what teams see and complete before submitting) and post-registration options (what happens after a team has applied), so you can plan and manage the full registration experience from start to finish.
To begin configuring/managing season settings for Team Registration, select Seasonal Mgmt (Management), then select the edit icon next to the Season name.
Define Registration Settings at the Season Level
The Edit Season Settings dialog will display on the screen with options available for configuration. Settings configured at the season level are automatically applied to all groups or divisions beneath it and will appear as inherited at those lower levels.
In some cases, you’ll have the option to override these inherited settings within a specific group or division. This gives you the flexibility to keep consistent defaults across your season while still customizing configurations where needed.
Team Registrations
Registration Windows
IMPORTANT: To enable Team Registration and allow teams to begin registering, you must first set a Registration Window. This defines when teams can submit applications for the season.
Enter an Open Date & Time to mark when registration becomes available.
Enter a Close Date & Time to determine when submissions will no longer be accepted.
Teams can only submit applications within this timeframe.
Additional details to keep in mind for the Registration Window:
The timezone will automatically default to your organization’s configured location. If you need to update your timezone, please contact OTTO SPORT Support.
The Registration Window applies to all registration methods, including:
Registration through the team page within the system.
Public registration links.
Full Admins can not submit registrations past the designated closing date and time.
Just above the Registration Window settings, you’ll find the Direct Registration Link, which is a public URL that takes users directly to the team registration page for that specific season. You can copy and share this link via email, your website, or social media to make it easy for teams to begin their application.
Team Registration Fees
Fees set up in Team Reg > Fees & Discount area are applied here using the Seasonal Fees dropdown. Any fees chosen at the season level will be applied to all teams that submit applications.
Note: Leave specific fees that need to be applied to lower groupings unchecked; those fees can be added within the seasonal fee view for those subgroups.
Moving down the Edit Season Settings view, let's explore more configurations:
Register from Seasonal Club Team Pages: This setting allows club admins to start the registration process directly from Team Pages within the OTTO SPORT system. When enabled, admins can navigate to the Register tab and use the dropdown menus to select the appropriate program and season before beginning the registration. Click here to view this process.
Set Roster & Staff Min/ Max Limits: Require teams applying to the season to have a minimum and/or a maximum number of participants. If teams are outside of the requirements, they will not be given the option to submit a registration. Note: This does not apply to teams using the public registration process.
Lock Rosters & Staff with these Statuses: Rosters with defined team statuses or registration statuses will be frozen, “locked” from further changes after the team is accepted into the season.
Allow Game Date Blackout Requests: Enable this setting to allow registrants to submit conflict dates and times when registering. You can set a maximum number of blackout requests to help maintain balance and avoid scheduling issues. There is also an option to let teams specify available time blocks on those blackout dates for added flexibility during scheduling. Note: Game date blackout requests can only be managed by Commissioners with scheduling permissions or Full Admins.
Hide Team Status changes until: Prevent club and team admins from knowing any changes to teams' registration status by adding a specified date and time when this information will be visible to them.
Hide Team Grouping changes until: Prevent club and team admins from knowing any changes to teams' grouping by adding a specified date and time when this information will be visible to them.
BCC recipients on Registration Confirmation & Status change: This setting allows you to include additional recipients on notifications for team registration confirmations and status updates throughout the season. You can select users from the dropdown list of roles/admins or manually enter email addresses as needed.
Any recipients added at the season level will automatically apply to all groups and divisions beneath it. This setting can also be customized at the group or division level, allowing admins to receive notifications for specific teams or subsets of the season as needed.
Additional Confirmation Message: Ability to include any custom information for teams submitting registrations for the respective season. Text in this area will appear in addition to any existing information that is included within the Registration Confirmation Message. This setting can also be configured at the group/division levels, so information sent in the confirmation email can be specialized depending on the grouping a team is in for the season.
Payment Plans
Full Admins, Commissioners, and Registrars can set up an installment schedule to allow teams to pay fees in a series of payments ranging from 2 to 15 installments. Any seasonal fee can be made either installable or not. For fees that are installable, there are two options for setting up the payment schedule:
Default Dates: Installments will be charged monthly on the same day of the month as the initial registration (except orders placed on the 29th, 30th, or 31st, which will each fall on the 28th of each month).
Custom Dates: Use this setting to define specific dates (month and day) for installment payments. If an installment schedule is configured, teams will have the option during registration to either pay in full or select one of the predefined payment plans.
You can set up to four installment options for teams to choose from. Once a team selects a plan, they will receive an automatic reminder email three days before each payment date, and the saved credit card will be charged automatically on the scheduled due dates.
Note: Custom installment dates must be scheduled at least one day after the registration close date to ensure all payments follow the defined installment schedule.
Follow the steps below to set up payment plans for team registration fees:
Move the slider to ON and select the payment frequency from the dropdown menu.
Enter a name for the plan, select any additional fees that might need to be included, and select the dates (default dates or custom dates) for the installment plan to charge.
To add another installment plan, click the Add Option button. Up to four installment plans can be created for the season.
Once complete, click Save.
During the team registration process on the checkout page, registrants will see an option to either pay in full or pay in installments if they are configured for the season.
Documents
Seasonal Registration Documents
This section allows you to control access to seasonal documents for club admins and team staff. Each setting is managed with a Yes/No toggle, and if multiple documents are available, you can choose exactly which ones are visible to each group.
Provide a printable Basic Team Roster option on individual Team Pages: Allows team staff and parents access to a printable roster with basic team information and contact details from the team page.
Allow Club Admin access to Team PDF Documents: This allows club admins access to team documents based on club data. If yes, use the dropdown menu option to choose which team documents the admins are permitted to access.
Allow Team Staff access to Team PDF Documents: Allows team staff access to team documents based on club and participant registration data. If yes, use the dropdown menu option to choose which team documents the team staff are permitted to access.
Permissions
This section is where you can configure permissions for organizational admins, coaches, and parents/players for the season. It includes settings for roster editing and roster visibility across team pages, the mobile app, and the public team widget.
Administrator Permissions
All ACCESS Commissions: List of Commissioners who have the highest level of access to the season.
Restrict registrations to specific Registrars: This setting will restrict selected registrars to only view/manage the chosen season.
Permissions for Registrars to EDIT Seasonal Structure and Team Placements: Allows registrars to modify the season structure and move teams into different groups/divisions. This option is managed from the Seasonal Structures permissions settings.
Allow Registrars to EDIT Seasonal Registration Settings: Allows Registrars the ability to have access to edit/ change all configurations within the Season Settings.
Allow Registrars to EDIT Player & Team Staff Roster Statuses: Allows Registrars the ability to edit/change player and team staff statuses for teams that are registered in the season. If set to YES, registrars will see an edit icon and a delete icon on team rosters. (See screenshot below)
Team Staff Permissions
Allow Team Staff to View Seasonal Team Roster (Dashboard & Mobile App): Enable this setting to allow Team Staff/ Coaches to view the team roster on the Team Page and within the mobile app.
Note: Turning this setting to YES also enables mobile app access for Coaches.
Allow Team Staff to EDIT Rosters (Players and Team Staff): Allows Team Staff/Coaches to modify seasonal team rosters, including adding, editing, and removing players and staff from rosters.
Player & Parent Permissions
Allow Players & Parents to view Season Team Roster (visible on Dashboard and mobile app): Enable this setting to allow Parents and Players to view the team roster on the Team Page and within the mobile app.
Note: Turning this setting to YES also enables mobile app access for Parents & Players.
Public Permissions
The settings under Public Permissions control what information is visible when using the Public Teams Widget. This widget allows you to manage how team details are shared publicly, including options to display roster information, game schedules, and standings. Click here to learn more about the Public Teams Widget.
Allow Rostered Staff to be publicly visible (only names and roles): Enables Team Staff/Coaches' names and roles to be displayed on the public widget.
Allow Rostered Players to be publicly visible (only names and uniform numbers): Enables Players' names and uniform numbers to be displayed on the public widget.
Note: The default for both these configurations is set to Yes.
Refund Policy
By default, the season will inherit the default refund policy that has been established in registration settings. The Refund Policy will be displayed to the registrant during the application process before their payment is submitted.
To modify for the season, click the slider to change the option from Inherited to Override and enter a specialized Refund Policy for this season.
External Data
IMPORTANT: In order to restrict externally connected Clubs from directly syncing teams into the season, thus bypassing the registration process, this will need to be set to NO.
“NO” is the default setting for this option.
Define Registration Settings at the Grouping or Division Levels
Settings configured at the season level are automatically applied to all groups and divisions below and will appear as inherited at those levels. As you move into configuring group or division settings, certain options can be further customized to better fit specific needs.
In many cases, you’ll have the ability to override inherited settings, such as Registration Windows, Team Registration, Seasonal Fees, Permissions, and Documents, directly at the group or division level. This provides the flexibility to maintain consistent defaults across your season while allowing for more tailored configurations where needed. To modify an inherited configuration:
Click on the edit icon for the grouping or division you wish to modify.
2. Go to the section within the grouping/division settings and move the slider for the configuration from Inherited to Override.
3. Edit as necessary. Once complete, click Save.
Tip: The top right will display the group/division you are currently viewing and also have the direct registration link for the group. In the screenshot above, we are looking at settings for the Girls > 2013 group.