Season rollover without losing last year’s clearance history

August should not mean amnesia. When you roll to a new season, you need fresh rosters and packages — but you also need last year’s clearance history, injury notes, and contact truth. Spreadsheet culture often duplicates a file named "FINAL_v7" and loses the thread.

Academy OS conversations include year-to-year carry-over: close a season without erasing the history staff still need. Talk-first. Quote after conversation. No checkout. No public OS price. https://www.getcccm.com/academy-os

What must survive rollover

- Clearance and physical dates that still matter - Return-to-play notes that did not magically expire with the calendar - Guardian contacts that were corrected mid-year - Attendance history for disputes or eligibility questions - Which athletes left vs which are returning

What should not clutter the new season: last year’s travel chat noise and obsolete group assignments presented as current truth.

How spreadsheets lose history

Typical failure:

1. Duplicate workbook for "2026-27" 2. Copy-paste athletes 3. Leave clearance columns blank "to fill later" 4. Discover in October that last spring’s limited-contact note is gone 5. Argue from memory

Duplication feels clean. It is often deletion with extra steps.

Public season packages vs ops history

Your **public working site** should show new season packages, deadlines, and Register for returning and new families. That marketing refresh is good. It is not a substitute for ops history. Do not delete staff records because the homepage banner changed.

Clubs refreshing season signup: https://www.getcccm.com/sports. Staff desk continuity: Academy OS.

Invented sample (not a client)

"South Pier Academy (invented) archived the wrong Sheet at rollover and lost physical dates for returning athletes. Parents were furious about re-sending everything. They started an Academy OS talk focused on season rollover without wiping clearance history." Invented — not a live academy.

Returning family UX

Returning families still deserve a clean public re-enrollment path. Staff deserve to see that Jordan was cleared through March and that a new physical is due. Both can be true. Parent-facing simplicity plus staff-facing memory is the point of separating site and desk.

Name the seasons clearly

Use explicit season labels staff understand — "Fall 2026 Travel," "Spring 2027 Skills" — instead of "current" forever. Rollover fails when everything is named "final." Clear labels make archive and restore boring, which is the goal.

Returning vs new on the public side

Public Register can offer returning-family and new-family paths. Ops should already know who returned historically. Do not make staff re-type clearance from scratch because marketing launched a new banner.

Plain next step

Open https://www.getcccm.com/academy-os before your next rollover if last year hurt. Tell us how you archive today and what you cannot afford to lose. Expect a conversation and a quote after we understand scope.

Email hello@getcccm.com.