What is Mail Merge? (documents, Mail Merge libraries and Print Forms)

Mail Merge turns one document you write, such as an emergency contact form, a check-in sheet or a player card, into a filled-in copy for each registration. You put fields such as {Enrollee First Name} where the information goes, and TeamSideline fills in each copy from that registration, ready to print or save as a PDF.

Applies to: Org admins whose role includes Mail Merge · All plans (printing uploaded documents and signed terms: Enhanced, Elite and Enterprise) · Registration programs

Where: Reports > Mail Merge

What you can do with Mail Merge

Print a document for a whole program, one offering or one person: emergency contact and medical forms, check-in or weigh-in sheets, team packets or player cards.
Print the photos and documents families uploaded when they registered, such as birth certificates, one page per player.
Let families print their own filled-in forms from their account on your website (Print Forms).
Let coaches print forms for their own team from their Team Site.

Mail Merge only prints: it never emails anyone. The steps for writing and running a document are in How to create and run a Mail Merge document, under Related articles.

How a document is filled in

Each copy comes from one accepted registration. Canceled and waitlisted registrations aren't merged.
Fields come from the registration: the player, the parents or guardians, emergency contacts, the program, offering and team, your enrollment fields, add-ons, player custom fields and your Terms and Conditions. Your organization's name, address and website, and the date you run the merge, are fields too.
A field prints only what the registration collected, and only if its name in braces matches exactly. Insert fields from the editor's Links drop-down, under Mail Merge, rather than typing them. Anything in braces that isn't a field prints as nothing.

The documents on your Mail Merge page

Your own documents

Click Add Document to write your own. The editor takes text, tables, pictures and formatting, and you can work in its HTML view for advanced layouts such as a logo header or a custom table. Make as many documents as you need, for example one for each program or division. You can edit, copy or delete your own documents at any time.

Library documents

A Mail Merge library is a set of documents that TeamSideline maintains and shares with every organization assigned to it, for example an association's or a conference's player cards, check-in sheets, weigh-in forms or team packets for all of its member organizations. Library documents are listed on Reports > Mail Merge with the library's name in the Library Name column. The Player Enrollment Information document, with each player's program, player, parent or guardian, emergency contact and medical information, is shared with organizations the same way.

What you can do: run a library document, deploy it to parents or coaches, and copy it with Copy Document to get your own version that you can edit.
What you can't do: edit or delete a library document (its Edit and Delete icons are grayed out), or add or remove a library.
Who changes them: TeamSideline staff set up the libraries, choose which organizations get each one and update its documents. Changes to an association's forms are made once the association approves them. To ask for a library, a shared document or a change to one, contact TeamSideline Support.
Before registration opens: a library document prints a field only if your registration collects it under the exact name the document uses. Check the document's fields and add any enrollment fields your program is missing. What you didn't collect prints blank.

Pictures and uploaded documents

{Enrollee Picture} prints the photo saved on the player's profile, and {Enrollment Picture} prints the photo uploaded with that registration (its Enrollment Image). Both work on every plan. The Links drop-down offers Enrollee Picture; type {Enrollment Picture} yourself.
A File-type enrollment field or player custom field prints the uploaded file itself, such as a birth certificate or a report card, on player registrations. This needs the Mail Merge Embedded Image permission, which comes with the Enhanced, Elite and Enterprise plans. JPG, JPEG, PNG and PDF files print, and a PDF shows its first page only. Without the permission, the file's name prints instead.
A Terms and Conditions field prints the terms text and, for each enrollee who accepted them, the acceptance and eSignature. It needs Embedded Image too; without it, the field prints nothing.

To print every player's uploaded document at once, see How to bulk download or print uploaded documents (birth certificates, report cards) with Mail Merge, under Related articles.

Forms for parents and coaches

Parents (Print Forms): deploy a document to a program on its 2 Configuration page, under Deploy Merge Forms. Families with a registration in that program then get a Print Forms tile when they sign in on your website. They choose the Enrollment and the Form and click Print to get the form filled in with their own registration. Only accepted player registrations are filled in. The Deploy Merge Forms section appears once TeamSideline turns it on for your organization; contact TeamSideline Support.
Coaches: deploy a document to your Team Sites from the program's 5 Team Sites page with Deploy Forms. The team's Coach or Manager then prints it, filled in for their own roster, from the Roster page of the team's site on the website. See Deploy Emergency Contact Forms to Team Sites, under Related articles.

If it doesn't work

A field prints blank. The registration didn't collect it, the field isn't on the program, or the name in braces doesn't match exactly. The Mail Merge FAQ & Troubleshooting Guide walks through each cause.
Edit and Delete are grayed out on a document. It's a library document. Copy it with Copy Document and edit your copy.
A program's 2 Configuration page has no Deploy Merge Forms section. TeamSideline hasn't turned it on for your organization. Contact TeamSideline Support.
An uploaded document prints as its file name. Your plan or your admin role doesn't include Embedded Image.

Good to know

Mail Merge is for admins. Families see only the forms you deploy with Print Forms, and coaches only the forms you deploy to Team Sites.
Merges with many pictures are slow. Run them for one offering, or one date range, at a time.
TeamSideline Support can help you build a basic document or make a small change to one of yours.

Search

Welcome to Support