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How to email teams (Team Rosters, Team Contacts and Registrations lists)

  • Updated

To email teams, go to Communications > Send Communication and open Team Rosters - Current Leagues (each team's contacts plus everyone on its roster) or Team Contacts (from 2 Teams Page) - Current Leagues (only each team's contacts). Check a league, division or team, then click Next. Before players are placed on teams, use Registrations - Current Programs to reach the families who registered.

Applies to: Org admins whose role includes Send Communication and the team lists (League Recipients) · All plans · Leagues and divisions with teams

Where: Communications > Send Communication > Standard Distribution Lists

Which list to use

List Who gets the email Use it when
Team Rosters - Current Leagues Each team's contacts (the Primary Email and Alternate Email on the division's 2 Teams page) and the people on the team's roster: coaches and other team staff, every parent or guardian on a rostered youth player's account, and adult players. Teams are formed and players are on rosters.
Team Contacts (from 2 Teams Page) - Current Leagues Only each team's contacts: the Primary Email and Alternate Email saved for the team on the division's 2 Teams page. You keep coach or manager emails on the 2 Teams page, for example in a league that doesn't take registrations.
Registrations - Current Programs Every parent or guardian on each account with a registration in the program, or in the offering you check. Teams aren't formed yet, or you want everyone in a program whatever their team.
Team Rosters by Location or Team Contacts by Location The teams with a game or practice at one location on one day, from two weeks back to three weeks ahead. A field closes or weather stops play at one site.

Past seasons are under Team Rosters - Archived Leagues and Team Contacts (from 2 Teams Page) - Archived Leagues.

Email teams

  1. Go to Communications > Send Communication.
  2. On the Standard Distribution Lists tab, click the arrow next to Team Rosters - Current Leagues or Team Contacts (from 2 Teams Page) - Current Leagues. A list's name has no box of its own: you check what's inside it.
  3. Click the arrow next to a league to show its divisions, and next to a division to show its teams.
  4. Check what you want to reach: a league, a division (for example one age group or grade), a team, or an All Staff entry (Team Rosters only). In Team Rosters you can also open a team and check individual people.
  5. Click Next.
  6. On Create Your Message, check From, Friendly Name and Reply To, then enter the Email Subject (up to 50 characters) and the Email Message. To text people as well, type a short message in Text Message.
  7. Click Send Now, or click Next to choose send options such as Team Schedule Link, Team Roster Link or Delay Sending Until, and then click Send.

The arrow next to each list, league, division and team opens it. The image below shows the arrow icon.

Arrow icon that opens a list on Send Communication

For a location list, open By location, then date (location with multiple dates) and the location, then check the day; or open By date, then location (date with multiple locations) and the day, then check the location.

What you'll see: the To line on Create Your Message names what you checked, for example "All Team Roster members in (division) Division", "All Staff of (team) Team" or "All Team Contacts in (league) League". After you send, "Your email will be sent out shortly." appears and the Communication Logs page opens.

What each Team Rosters choice reaches

You check Who gets it
A league Every team in the league: its contacts and everyone on its roster.
All Staff in this League Each team's contacts and the coaches and other staff on its roster. Admins limited to certain associated organizations don't see this entry.
A division Every team in the division: contacts and rosters.
All Staff in this Division The division's team contacts and the staff on its rosters.
A team That team's contacts and everyone on its roster.
All Staff on this Team That team's contacts and its roster staff.
A person's name under a team Only that person.

If it doesn't work

  • "Before you click the Next button, make any combination of selections from the list of potential email recipients to build your email "To" list." Nothing is checked. Open the list and check a league, division, team or person inside it, then click Next.
  • A team shows no names under Team Rosters. Nobody has been placed on its roster yet. Checking the team still emails its contacts from the 2 Teams page, if it has any. To reach families before teams are formed, use Registrations - Current Programs.
  • A team is grayed out under Team Contacts. It has no Primary Email, Alternate Email or text-enabled phone on the division's 2 Teams page. Edit the team on 2 Teams, add the contact and try again.
  • A name is grayed out under a team. That person has no email address on file. Point to a name to see the address it uses.
  • You can check teams but not a league or division. Your admin account is limited to certain associated organizations, so you can choose only your organization's teams.
  • Team Rosters or Team Contacts isn't on the page. Your admin role doesn't include the team lists (League Recipients), or your organization has no current leagues. Ask an Administrator to check your role.
  • "You have exceeded your communication email credits for the subscription period. To add credits, please email support@teamsideline.com" Your organization has used its emails for the subscription year, and Next is turned off.
  • A coach or parent says they didn't get it. Open the email in Communications > Communication Logs and look for their address in Email Recipients. See How to check whether an email was delivered or opened (Communication Logs), below.

Good to know

  • Each address gets one copy per send, even when it's on several teams or lists you checked. With Team Schedule Link or Team Roster Link, someone on two teams gets one email per team, each with that team's link.
  • Each person gets a separate email, so recipients don't see each other's addresses.
  • Addresses on the Communication BCC list (Communications > Configurations > General) get a copy of every communication you send.
  • For a message you send often, such as a rainout notice, click Save As Template on Create Your Message. Next time, click Retrieve Template, choose it in Template and click Apply. Saved templates are listed under Communications > Communication Templates.
  • In the TeamSideline app, families can also read the emails sent to the address they sign in with.

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