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How To Resend a Skipped Team Site Welcome Email

  • Updated

The Team Site Welcome Email is a system-generated email that goes out to everyone on the Roster at the moment a Team Site is first published. Admins often discover afterward that the email never arrived, usually for one of two reasons:

  • The Announcement Email configuration was set to No when the Team Sites were published, so the system never sent it.
  • Players or parents were added to a roster or moved to a different team after the Team Site was already published. The system does not automatically send the Welcome Email to people added or moved after the initial publish.

There is no "Resend Welcome Email" button in TeamSideline. This article explains the two supported ways to get that information to your participants.

Before you start: check whether the email actually sent

Confirm what happened before you take action.

  1. Go to Communications > Communication Logs.
  2. Open the System Log tab. Automated emails such as the Team Site Welcome Email appear here (the Communication Log tab holds emails admins create manually, and the Team Site Log tab holds emails sent from inside a Team Site).
  3. Click the message title to open View Email Details and review the recipient list, the Sent date/time, and — for Premium subscribers — the Opened and Clicked date/times.

If there is no Sent date/time, the email was not delivered to that person. If there is no System Log entry at all, the Welcome Email was never triggered, which usually means the Announcement Email setting was off.

Also ask recipients to check their Spam, Junk, and Promotions folders, and to add your TeamSideline sending address to their safe-sender list.

Option 1: Turn the setting on, then archive and re-publish the Team Sites

This is the only way to make the system re-send the actual pre-built Welcome Email. Use it when the Announcement Email setting was off at publish time.

  1. Go to Programs > Configurations > Team Sites.
  2. For Announcement Email, use the dropdown to select Yes.
  3. Click the Save button.
  4. Go to Programs > Manage Programs and select the desired Program.
  5. Click the 5 Team Sites tab.
  6. Click the green archive icon in the Archive column for each Team Site you want to re-send to. Archiving un-publishes the Team Site and removes it from the public Team dropdown.
  7. Publish the Team Sites again from the same 5 Team Sites tab. Publishing triggers the Welcome Email to everyone on the Roster.

Important: Archiving and re-publishing sends the Welcome Email to everyone currently on the Roster, including people who already received it. It also temporarily hides the Team Sites from parents and coaches. Consider whether that is acceptable before using this method — for a handful of missing recipients, Option 2 is usually the better choice.

Note: archiving and republishing a team site does cause loss of any data that was manually entered by the coach.

 

Option 2: Send your own welcome message from Communications

Use this when you only need to reach newly added or moved participants, or when you do not want to disturb live Team Sites. This is the method support most often recommends.

  1. Go to Communications > Send Communication.
  2. Expand Registrations - Current Programs and select the desired recipients (the registrants whose Team Sites are live). You can select an entire program or specific individuals.
  3. Click the Next button.
  4. On the Create your Message page, compose your message. Use the standard Team Site Welcome Email text as your starting point — see the Team Site Welcome Email article for the wording and example.
  5. Click the Send button.

Tip: save it as a Communication Template

If you add players throughout the season, save your welcome wording once and reuse it.

  1. Go to Communications > Communication Templates.
  2. Click Add Communication Template, enter the Email Subject and the welcome text, and save.
  3. Whenever you need to welcome a new player or family, go to Communications > Send Communication, select the recipients, and on the Create your Message page click Retrieve Template and pick your saved template.

Good to know

  • Participants are not locked out without the email. They can log in to their customer account on your TeamSideline site at any time and click their team name under the Team Sites section.
  • The system Welcome Email is pre-built and cannot be edited today. If you want fully custom wording, set Announcement Email to No and send your own message from Communications instead.
  • Moving a player between teams does not generate a new Team Site email for the new team. Notify those families manually using Option 2.

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