Communications - Emails

The emails tab on the Communications page allows organizations to manage their saved email communications.

Purpose of Email Communications

The Emails tab allows organizations to create email communications to send to their participants.

Email Communication Fields

• Date: The date and time associated with the email communication.

  • Note: This field determines the sort order of the records in the table.

• Email Type:

  • Simple: Simple emails are written using a text editor and have the option to add links and attachments. When sending to All Participants, the email will include the organization’s logo at the top of it. This type of email is not time-intensive.

  • Advanced: Advanced emails allow you to customize the entirety of the email, including background colors, spacing, margins, etc. This type of email is much more time-intensive than simple emails.

• From:

  • Organization: The email will be sent from the organization and include the organization’s name and address.

  • League: The email will be sent from the league and include the league’s name and address.

    • Note: Selecting All Contacts as the recipient will send the email to all rostered players in the selected league, regardless of their email communication preferences.

• Subject: The subject of the email.

• Recipients: A table of recipients to receive the email.

  • Action: Include or exclude recipients from receiving the email.

  • List: List of recipients to include/exclude.

  • Sublist (if applicable): Sublist of recipients to include/exclude.

  • Note: See Recipient Lists section below for additional information.

• Email Content:

  • Simple emails: The content included in simple emails is a text editor, a table for links, and table for attachments.

    • Links will show up as buttons below the main text of the email.

    • Attachments will be attached to the email. Acceptable file types are pdf, bmp, jpg, and png.

  • Advanced emails: The content includes an email builder tool to construct an email from scratch.

    • Note: To add a placeholder in an advanced email for a person's first name, type @firstname where you want their first name to appear in the email.

Recipient Lists

Emails can be send to the following lists. Options may be different depending your subscribed package(s) and the From field selection:

• Active Contacts: All participants who have elected to receive Email Communications.

• Administrators: All participants with an administrator access level.

• Employees: All participants marked as employees.

• Officials: All participants marked as officials.

• Activity Registrants: All participants who register for a specific activity.

• Division: All participants on a roster in the selected division.

  • Note: Divisions are pulled from the Current Season preference.

• Group: All participants in an Email Group.

• Membership: All participants who have purchased the selected membership.

• Signup Event: All participants who have registered for a specific signup event.

• Team: All participants on the selected team’s roster.

  • Note: Teams are pulled from the Current Season preference.

• Specific Contact: A specific contact.

Note: If you include All Contacts, do not try to include any other lists. Different requirements are placed on the list of recipients when All Contacts is selected.

Email Actions

Send a Test Email

To send a test email, click the Send Test Email icon in the Actions column of the email you want to send.

Send the Email

To send the email, click the Send Email icon in the Actions column of the email you want to send. A popup will appear to allow you to select the date and time to send the email. After clicking the Send Message button, the email will be added to the Email Queue. See the Email Queue tab documentation for instructions on removing items from the email queue.

Copy Link (Advanced Emails)

The email link will allow anyone to open the email in a browser. To copy the link, click the Copy Link icon in the Actions column of the table.

Generate QR Code (Advanced Emails)

The QR code will link to the email in a browser. To generate a QR code, click the Get QR Code icon in the Actions column of the table.

Create PDF (Advanced Emails)

To create a PDF of the email, click the View Email PDF icon in the Actions column of the table. Once it opens, you will be able to download or print it.

Note: the PDF link is only available for 24 hours, so if you want to use it at a future point, you will need to download it.