Closing tryouts and seasons, and retention
When the last Eval Group is done, a league Admin closes the tryout to freeze it; phones still have 48 hours to send scores made before the close. When all of a season's tryouts are closed, an Admin closes the season. Closing a season is final, and it starts the retention clock: tryout photos are deleted 60 days later and scores and notes 12 months later, unless the league changes those settings or turns on a legal hold.
Who can do what
| Step | Who |
|---|---|
| Close, reopen or delete a tryout | League Admins, from the tryout's Setup page |
| Close a season | League Admins, from league Settings |
| Change retention, turn on a legal hold | League Admins, from league Settings |
| Erase a player | League Admins, from the league's Players page |
Closing a tryout
On the tryout's Setup page, press Close tryout… and confirm. Closing freezes check-in, moves, photos, walk-ups, player import and setup, and stops evaluators from joining or adding scores. Scores made on phones before the close still sync for 48 hours.
While a tryout is closed:
- every page stays readable, with a banner saying it is closed;
- you can still re-weight sessions, enter paper scores, correct scores and release reports;
- Reopen tryout undoes the close, as long as its season is open.
Deleting a tryout
A closed tryout can be deleted from its Setup page with Delete tryout…, typing its name to confirm. If anyone joined it as an evaluator, deleting waits until 48 hours after the close, so no phone can still send late scores.
Deleting removes the tryout's sessions, divisions, Eval Groups, check-ins and the photos only it showed, evaluators, pairs, every score and note, and report releases. It can't be undone. The league's players and their parent contacts stay.
Closing a season
In league Settings, under Seasons, press Close season… and type the season's name to confirm. Every tryout in the season must be closed first.
Closing a season is final: there is no reopen. Its tryouts become a read-only archive. They can't be reopened, no tryout can be added to the season, and scores can't be corrected. Reports stay readable, and players stay in the league for the next season.
How long does ScoutSheet keep tryout data?
Retention starts when a season is closed. A daily job then deletes, for that season:
| What | When (default) | Setting |
|---|---|---|
| Tryout photos, including retakes | 60 days after the season closes | Delete tryout photos: 1 to 3,650 days |
| Scores, evaluators' notes and score history, and signup links | 12 months after the season closes | Delete scores and notes: 1 to 120 months |
A photo still shown by another season's tryout is kept. The Seasons list shows each closed season's deletion dates.
Retention never deletes players, parent contacts, tryouts, evaluators or check-in history. Player records are never deleted automatically: an Admin erases a player from the Players page by typing the player's name, which removes the player and everything about them. Each retention run and erasure is recorded, with counts only, in the league's Audit log.
Legal hold
Under Data retention in league Settings, Legal hold stops retention deleting anything of the league's while it is on, whatever the settings say. Deletion resumes when it is turned off.
Retention covers what ScoutSheet stores. The database also keeps point-in-time history for up to 7 days; see the privacy policy for backups.