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How to allow a parent organization to send emails to your customers (Enable Email/Text Sharing)

  • Updated

A parent organization, such as a league or an association, can email the families on your teams and in your programs only after you allow it. On Administration > Associated Organizations, click Edit next to the parent under Shared Organizations, set Enable Email/Text Sharing to Yes and click Save. The setting comes with the Multi-Org Registration module, which both your site and the parent's site need.

Applies to: Admins of child (member) organizations, and the parent organizations that email them · All plans, with Multi-Org Registration on both sites · Parent and child (associated) organizations that each have a TeamSideline site

Where: Administration > Associated Organizations > Shared Organizations > Edit (pencil) > Enable Email/Text Sharing

Before you start

  • The parent must be listed under Shared Organizations on your Associated Organizations page. It appears there once the parent has added your organization on its own site and TeamSideline has linked that entry to your site.
  • Enable Email/Text Sharing shows only when your site has the Multi-Org Registration module and your admin role includes the setting. The parent's site needs Multi-Org Registration too, or your teams and programs don't appear in its lists. Multi-Org Registration is an add-on to your plan (on an older package, it comes with the package). To add it, contact TeamSideline Support.
  • Only your site can turn this on. The parent organization can't turn it on for you.

Allow the parent to email your families

  1. Go to Administration > Associated Organizations.
  2. Under Shared Organizations, click Edit (the pencil) next to the parent organization's name.
  3. On the page titled with the parent's name, set Enable Email/Text Sharing to Yes. The note beside it reads: Select "Yes" to allow this associated organization to send emails to your customers.
  4. Click Save.

What you'll see: "Associated Organization Updated." and your Associated Organizations page. The parent can now choose your teams and programs when it sends an email.

To stop sharing, follow the same steps, set Enable Email/Text Sharing to No and click Save. Your teams and programs then drop out of the parent's lists.

What the parent can send, and to whom

The parent sends from its own Communications > Send Communication page. With sharing on, your organization appears there in two lists:

  • Associated Organizations Team Roster - Current Leagues: your active leagues from this year and last year, grouped by season, then sport, then organization. For each of your teams in them, the email goes to the team's primary and alternate contacts, the coaches and other team staff, and the parents and adult players on the roster.
  • Associated Organizations Registrations - Current Programs (on a parent site that takes registrations): your current programs from this year and last year, grouped the same way, for the families registered in them.

The parent organization sends the email: it shows the sender name the parent chooses, and replies go to the parent's Reply To address. It's logged in the parent's Communications > Communication Logs, not in yours.

If it doesn't work

  • The parent isn't listed under Shared Organizations, or the list says "No organizations have enabled sharing." The parent hasn't added your organization, or TeamSideline hasn't linked the parent's entry to your site yet. Ask the parent organization, or contact TeamSideline Support at support@teamsideline.com.
  • Enable Email/Text Sharing isn't on the edit page. Your site doesn't have Multi-Org Registration, or your admin role doesn't include the setting. Contact TeamSideline Support.
  • The parent can't find your teams or programs on Send Communication. Check that Enable Email/Text Sharing is Yes for that parent, and that the parent's site has Multi-Org Registration. Only active leagues whose Season is set by Year and Season, for this year or last year, are listed; a league whose season is set by a Start date isn't. Archived programs aren't listed either.
  • Some of your families didn't get the parent's email. The parent opens the email in its Communication Logs and looks for their addresses in the Email Recipients table. TeamSideline doesn't send to an address with an email filter (a red flag). If your families are missing from the table, the parent contacts TeamSideline Support with the email's date and subject.

Good to know

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