Mail Merge allows you to automatically insert participant, volunteer, or team-specific information into documents using data stored in TeamSideline.

Common uses include:

• Enrollment forms
• Check-in sheets
• Rosters
• Team packets
• Weigh-in documents
• Compliance or verification forms
• Other participant-specific documents

Mail Merge saves time by generating documents with information already collected during registration.

How do Mail Merge fields work?

Mail Merge fields pull information from:

• Enrollment fields collected during registration
• Custom Enrollment Fields
• TeamSideline default/system fields

When a Mail Merge document is generated, TeamSideline looks for fields in the template that exactly match available enrollment data.

For a field to populate correctly:

1. The information must have been collected on the enrollment.
2. The Enrollment Field must be linked to the Program.
3. The Mail Merge field name must exactly match the enrollment field name.

What Mail Merge templates are available?

By default, all organizations have access to a Player Enrollment Information Report template.

If you need additional templates or a specific shared template, contact TeamSideline Support.

Can I create my own Mail Merge template?

Yes. Basic templates can be created using the standard text editor.

HTML formatting is optional and can be used for more advanced layouts, including:

• Organization logos
• Custom tables
• Additional formatting
• Specialized document layouts

How do I know which fields are available for Mail Merge?

When editing a Mail Merge template, use the Links dropdown to view available fields.

The dropdown shows the fields that TeamSideline can pull for the Program you are working with.

Whenever possible, select fields from the dropdown instead of manually typing them. This prevents errors caused by spelling, punctuation, or formatting differences.

Why are fields blank on my Mail Merge document?

When a Mail Merge field is blank, it is usually caused by one of these issues:

1. The Enrollment Field is not linked to the Program

Creating an Enrollment Field under:

Programs > Configurations > Enrollment Fields

is only the first step.

The field must also be added to the specific Program where the Mail Merge is being run. If the field is not linked to the Program:

• The information will not be collected on that enrollment.
• The field will not appear in the Mail Merge Links dropdown.
• The Mail Merge cannot populate the value.

How to confirm the field is linked:

1. Go to Programs > Configurations > Enrollment Fields and confirm the field exists.
2. Go to Programs > Manage Programs and select the Program.
3. Open the 2 Configuration tab.
4. Scroll to Enrollment Fields.
5. Confirm the field is listed.

If the field is missing:

1. Click Add Enrollment Field.
2. Select the field.
3. Save your changes.

Once added, the field will become available for Mail Merge.

2. The Mail Merge field name does not exactly match the enrollment field name

Mail Merge requires an exact match between the field name in the document and the field name stored in TeamSideline.

Small differences will prevent the field from populating, including:

• Different wording
• Missing prefixes
• Different punctuation
• Different symbols
• Singular vs. plural wording

Examples:

How to fix this:

1. Go to Reports > Mail Merge.
2. Open the template and select Edit.
3. Remove the incorrect field.
4. Use the Links dropdown to insert the correct field.
5. Save the template.
6. Run the Mail Merge again.

3. The template is using the wrong field type

A common issue occurs when a template references:

• A default TeamSideline field instead of a custom field.
• A custom field instead of an enrollment field.

Make sure the Mail Merge field matches the exact field type where the data is stored.

4. A custom field has the same name as a TeamSideline default field

If a custom Enrollment Field has the same name as a built-in TeamSideline field, the Mail Merge may select the default field instead of the custom field.

For example:

• Default field: Emergency Contact Phone
• Custom field: Emergency Contact Phone

The Mail Merge may not know which field you intended to use.

How to fix this:

1. Go to Programs > Configurations > Enrollment Fields.
2. Edit the custom field.
3. Rename it slightly to make it unique.
   • Example: Add a prefix or identifier.
4. Return to Reports > Mail Merge.
5. Remove the old field.
6. Insert the renamed field from the Links dropdown.
7. Save and rerun the merge.

What if my Parent Organization provides a Mail Merge template but information is missing?

If a Parent Organization provides a template that requires information you did not collect during registration, those fields will appear blank.

To prevent this:

• Review template requirements before opening registration.
• Add required Enrollment Fields to your Program.
• Use the exact same field names as the Mail Merge template.

If registration has already opened and information is missing, you may need to:

• Update your enrollment forms for future registrations.
• Manually collect missing information from participants.
• Contact your Parent Organization or TeamSideline Support for guidance.

Can I share Mail Merge templates across multiple sites?

Yes. TeamSideline supports a Mail Merge Library feature that allows templates to be shared across multiple organization sites.

This is commonly used by:

• Parent organizations
• Conferences
• Multi-site leagues

Shared templates are managed through TeamSideline Support.

Can I include images or logos in Mail Merge templates?

Yes. Images and logos can be added, especially when using HTML formatting.

This is useful for creating professional documents with:

• Organization branding
• League logos
• Custom layouts

Can I edit a Mail Merge template after creating it?

Yes. You can edit your own templates to:

• Add or remove fields
• Correct errors
• Update formatting
• Change document content

If a template is shared through the Mail Merge Library, updates are typically managed by TeamSideline Support with direction from the Parent Organization.

Can I create different templates for different Programs or divisions?

Yes. You can create separate templates for different:

• Programs
• Divisions
• Age groups
• Registration types

This is useful when different groups require different information, such as:

• Schedules
• Locations
• Requirements
• Division-specific details

Quick troubleshooting checklist

If your Mail Merge document has blank fields, confirm:

✅ The Enrollment Field exists under Programs > Configurations > Enrollment Fields
✅ The Enrollment Field is added to the Program under 2 Configuration > Enrollment Fields
✅ The field name in the template exactly matches the enrollment field name
✅ The field was inserted using the Links dropdown
✅ The template is using the correct field type (custom vs. default/system field)
✅ The custom field name does not duplicate a TeamSideline default field
✅ The participant actually has data entered for that field