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Season Rollover

A new membership year is a busy time for many clubs. The below information aims to assist clubs in preparing for a new membership year.

What is a Season Rollover

The rollover is a coordinated process of ending one season and opening a new season in your revSPORT portal.

The actioning of the rollover closes your current membership year and resets your portal to take registrations and fees for the new season.

This is a great time for some general 'housekeeping' which will ensure your new season is up and running. 

 Managing Season Rollover preferences

Your rollover preference is saved in your account settings.

When logged in to your revSPORT portal click on   account >  Account Details and scroll to ADDITIONAL INFORMATION and there is a drop down field called ROLLOVER PREFERENCE with months + rollover options listed.

 This is an information field that provides Australian Sailing with the data we need to then action season rollover on the 1st of the month. This is not an automated process.
 Rollover preferences explained


Your ROLLOVER PREFERENCE will determine how you will update your members. If you are unsure of what options your rollover preference provides the below table outlines the member renewal options for each rollover preference:

    Member Registration Options
Rollover Preference Member list action Online Registration Invoice Manually Update
Archive New season member list will be empty          
Bring Forward Your new season will include all member BUT members will appear as UNPAID           

 

Pre-Rollover

 Pre-Rollover preparation


An impending Season Rollover, is a great time to review your clubs portal and prepare.

Below are some tasks to carry out before your club rolls over:
  Check your REPLY TO email address

Why?

The right person needs to receive information from us.

Once a rollover is actioned, this email will receive a confirmation email that your rollover is complete.

How?

This can be accessed via ACCOUNT >  account details

Ensure the REPLY TO email has the correct person to receive the rollover confirmation email

Click here for more information about maintaining your club contacts
 
  Remove non-returning members

Why?

It is important to maintain a clean member list. 

If a member hasn’t renewed, you might want to remove the person from your portal so that they no longer count towards your membership total.

When you remove a member, you are removing them from your current season. The member will remain in your archives, and you will be able to renew them in future.

How?

MEMBERS >  search > under PAYMENT INFORMATION select UNPAID from the drop down click SEARCH

This will provide a list of all unpaid members

To remove a member…
Click on    view > remove member

Repeat this step for each unpaid member
 
  Segment your members into groups (optional)

Why?

This is an optional but useful step that makes invoicing and communicating with your members easier. 

This is a great maintenance task that can be carried out throughout your season as members join the club.

 

How?

MEMBERS >  search> under PAYMENT INFORMATION select one of your payment classes from the drop down > click search

This will provide a list of all members within that payment class

To add them to a group…

Select the BULK OPTIONS check box at the top of the list and select ADD TO EXISTING GROUP
 
  Check your registration form

Why?

Ensure your registration form is collecting the information you want from your members.

 

How?

MEMBERS >   settings to check/update your additional information fields

Then…

SITE >    settings to check/adjust which fields are mandatory

 

Having a clean membership list before the roll over will make next year just a little easier.  You will still be able to email the unpaid members from this year to ask them if they want to re-join after the roll over.

If you would like to download this checklist as a printable click here

Post-Rollover

 Post-Rollover admin


A season rollover allows your club to begin a new season. This is a great time for some general 'housekeeping' which will ensure your new season is up and running.

Please take the time to carry out the below administrative tasks
  Check and update Account Details

Why?

Please take this time to review and update any contact information as this is where we generate our mailing lists and contact you.

How?

These can be accessed via ACCOUNT >  account details

Click here for more information about maintaining your club contacts
 
  Bring forward Payment Classes

Why?

Payment Classes are archived at rollover.
This is required by the system as a new season requires new payment class ID numbers

 

How?

FINANCE >  utilities >  bring forward payment classes

Link to a National Payment Class
Ensure your payment classes are linked to an appropriate National Payment class

If you need to remove any payment classes, these can be easily removed by the
  deactivate or  delete options
 
  Update registration links

Why?

Once you have brought forward your payment classes, they will all have new ID numbers. 

You may need to update:
- QR Codes
- Posters or flyers
- Direct links used on your websites

How?

FINANCE >  payment classes
Click on edit > click on registration link
This will open the link for the payment class. You now have your new payment class link
 
  Set up Course Participant registration (for DSCs)

Why?

As above, once you have brought forward your payment classes, they will all have new ID numbers. 

To allow new participants to create a profile when signing up for a course, you will need to link your Course Participant payment class to even registration.

How?

EVENTS>   settings
Scroll to BECOME A MEMBER SETTINGS
For Course-linked whole-of-sport events select a payment class from the drop down
Scroll to the bottom and click SAVE SETTINGS


If you would like to download this checklist as a printable click here

 

FREQUENTLY ASKED QUESTIONS

Your rollover preference is saved in your account settings.

When logged in to your revSPORT portal click on   account >  Account Details and scroll to ADDITIONAL INFORMATION and there is a drop down field with months + rollover options listed.

 This is an information field that provides Australian Sailing with the data we need to then action season rollover on the 1st of the month. 

Rollovers are actioned on the 1st of the month or the nearest business day.

  Where the 1st falls on a Friday, season rollover will be actioned on the following Monday so as to not interfere with weekend sailing.

A season rollover does not happen automatically. 

Season Rollovers are actioned manually by Australian Sailing on the 1st of the month or the nearest business day. This is so every club rolls over on the same day each month. 

Clubs receive an automated completion email to the REPLY TO email in  Account Details which outlines your next steps post rollover.

It is not automatic.

Season Rollovers are actioned by Australian Sailing staff on the 1st of the month or the nearest business day.

This is so every club rolls over on the same day each month.

Each state takes approximately 10-15 minutes.

Your club will receive a confirmation email to your account Primary Reply-To email address. 

This email will outline your next steps to get your new season set up.

Payment Classes are archived at rollover. This is required by the system as a new season requires new payment class ID numbers

You can BRING FORWARD payment classes:

How? go to FINANCE > utilities >  bring forward payment classes

There may be a payment class you no longer need. These can be easily removed by the  deactivate or  delete options

Don't stress. revSPORT is able to reverse a season rollover if it has been actioned incorrectly. 

Get in touch with Online Services OR your local Club Support to have your rollover reversed.

Files available for download

Season Rollover Printable pdf