What is a Mail Merge Used for in TeamSideline?

Mail Merge is used to automatically insert participant or team-specific information into documents. This is especially helpful for enrollment forms, check-in sheets, rosters, team packets, and weigh in documents.

What Templates are available?

By default, a Player Enrollment Information Report is available to all organizations. Contact support@teamsideline.com for other requests.

Can I build my own Template?

Yes, basic templates can be created using the standard text editor. HTML is optional and only needed if you want more advanced formatting (for example, adding logos, custom tables, or specific layout styling).

How do I know which fields are available to merge?

You can view a list of available fields when editing your template (usually shown in a merge field dropdown menu). If you’re unsure, you can ask TeamSideline Support for a field reference list or field mapping guide.

Where do the fields pull data from?

Fields in a Mail Merge template pull data from your enrollment fields, custom fields, or system default fields in TeamSideline. It’s important that the field names match exactly between your forms and your Mail Merge document.

What happens if my information is not populating correctly on the Mail Merge Document?

Usually this is because the field name used in the template doesn’t exactly match the field name in the enrollment or custom data. Double-check spelling and capitalization, and make sure you’re using the correct field type. 

For example, if your enrollment form collects data under the field name "School Attended", but your Mail Merge template uses "School Attending", the system won't recognize it and can’t populate that field. Another common reason is that the template might be set up to pull from an enrollment field instead of a custom field, or vice versa. To avoid this, always ensure that the fields in your form match exactly — both in name and in how they’re referenced in your Mail Merge template.

Can I share templates across multiple sites?

Yes! TeamSideline supports a Mail Merge Library feature, which allows templates to be shared across multiple organization sites. This is managed by TeamSideline Support and is useful for conferences or leagues with multiple local sites.

Can I include images or logos in my Mail Merge Templates?

Yes, you can include images, such as your organization or league logo, by embedding them in the template (especially if using HTML). This gives your documents a more professional look.

Can I edit a Mail Merge Template after its been created?

Yes — you can edit your own templates to update fields, fix typos, or adjust formatting. However, if it’s a shared template from a Parent Organization (via the Mail Merge Library), those are usually managed and updated only TeamSideline Support with direction from the Parent Org.

Can I create different templates for different divisions or programs?

Yes! You can create separate templates tailored to each division, age group, or program. This is especially helpful if you need to include division-specific details like different schedules, locations, or requirements.

What if my Parent Org uses a Mail Merge Template but I forgot to collect some of the information needed to complete the form?

If you did not collect all the required information during registration or in your custom fields, the missing fields will not populate on the Mail Merge document. In these cases, the fields will usually appear blank.

To avoid this, always review your Parent Organization’s template requirements in advance and make sure your forms collect all the necessary data using exactly matching field names. 

If you've already opened registration and realize you’re missing required fields, you may need to:

• Update your enrollment forms to include the missing fields for future registrations.
• Manually collect the missing data from participants if needed for current documents.

• Reach out to your Parent Organization or TeamSideline Support for guidance on next steps.

   

  For support regarding mail merge templates, please email support@teamsideline.com.