To email the people who registered for a program, go to Communications > Send Communication, open Registrations - Current Programs, check the program and click Next. Checking a whole program emails every parent or guardian on each registered account, so expand the program first if you want only some of the people in it.
Applies to: Org admins whose role includes Send Communication · All plans · Organizations that take registrations
Where: Communications > Send Communication > Standard Distribution Lists > Registrations - Current Programs
How to email a program's registrants
- Go to Communications > Send Communication.
- On the Standard Distribution Lists tab, click the arrow next to Registrations - Current Programs to show your programs.
- Check the box next to the program. To choose part of it instead, click the program's arrow and check only what you need (see Who gets the email, below).
- Click Next.
- On Create Your Message, check From, Friendly Name and Reply To.
- Enter the Email Subject (up to 50 characters) and your message.
- To text people too, type a short message in Text Message. Leave it blank to send email only.
- Click Send Now, or click Next to set send options such as Delay Sending Until or Attach A File, then click Send.
The arrow next to each list or program opens it. The image below shows the arrow icon.
What you'll see: the To line on Create Your Message lists what you checked. After you send, "Your email will be sent out shortly." appears and the Communication Logs page opens. Click the email's subject there to see each address in Email Recipients.
Who gets the email
| What you check | Who gets it |
|---|---|
| The program | Every parent or guardian with an email address on each account that has an accepted or waitlisted registration in the program. That includes second parents, and the accounts of coaches and other volunteers who registered in the program. |
| An offering under the program | The parents and guardians on accounts with an accepted registration in that offering, volunteer registrations included. Waitlisted registrations aren't included. |
| All Volunteers in this Program | Every parent or guardian on the accounts of people with a volunteer registration in the program, such as coaches. |
| A volunteer type under All Volunteers in this Program, such as a coach type | Only the people with an accepted volunteer registration of that type. |
| All Waitlisted Enrollments in this Program (only when the program has a waitlist) | Accounts with a waitlisted registration. Open it to pick by offering. |
| A person's name under an offering | Only that person. |
Before you check a whole program
A whole program reaches more people than the players' families you may have in mind. To narrow it:
- Coaches and other volunteers only: open the program, open All Volunteers in this Program and check the volunteer types you want.
- Coaches of teams that are already formed: use Team Rosters - Current Leagues and check All Staff in this League, or the All Staff entry for a division or team. It reaches each team's contacts and the staff on its roster.
- One age group or level: open the program and check the offerings you want.
- Registered in one program but not another, or with incomplete registrations: use the Advanced Communications tab.
Add a text message
- The Text Message box shows only when your admin role includes texting and your organization has texts left for the subscription year.
- It holds up to 100 characters, or 300 on the Enhanced, Elite and Enterprise plans.
- The text goes to the phones of recipients who signed up for your organization's texts; their names show "(Text Enabled)" in the list. It starts with your organization's name.
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. Check a program, an offering or a person, then click Next.
- Registrations - Current Programs isn't on the page. Your organization doesn't take registrations, your admin role doesn't include the registration lists, or none of your current programs has opened registration yet.
- The program isn't listed. Programs appear once their registration has opened. An archived program is under Registrations - Archived Programs.
- The program's box can't be checked. Your admin account is limited to certain associated organizations, and the program belongs to another one.
- A name in the list is grayed out. That person has no email address on file. Point to a name to see the address it uses.
- "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.
- "You need a Subject line for your email." or "You need a Message for your email." Fill in Email Subject and the message.
- "We have detected an embedded image. Embedded images are not supported in all email clients. Remove the embedded image and use the Image Manager to upload and insert the image." An image was pasted into the message, often along with text copied from Word or another document. Remove it and insert it with the Image Manager. Pasting your text as plain text avoids this.
- A family says they didn't get it. Find their address in the email's Email Recipients list; see How to check whether an email was delivered or opened (Communication Logs), below.
Good to know
- Each address gets one copy, even when the family has several registrations or is in more than one list you checked. Each person gets a separate email, so recipients can't see each other's addresses.
- Canceled registrations aren't included. When you check a whole program, deactivated accounts are skipped too.
- The top of Send Communication shows how many email and text credits your organization has left for the subscription year.
- Reply To starts as your own email address. On the Elite and Enterprise plans, admins with the Send As permission can choose another admin's address instead.
- With Delay Sending Until, the recipient list is built when the email goes out, so people who register before then are included.
- To reuse a message, click Save As Template on Create Your Message. Next time, click Retrieve Template, choose it in Template and click Apply.
Related articles
- How to send Team's communications
- Which communication tool should I use? (email, text, announcements, App Chat)
- How to check whether an email was delivered or opened (Communication Logs)
- How to get members to opt in to text messages
- How many emails and texts can we send? (communication credits by plan)
- Communication Recipient Lists Explained & Fixing Zero-Recipient Sends
- Who do our emails come from? (From, Friendly Name, Reply To, Send As, custom sending domains)