Mail Merge forms can be deployed directly to Team Sites so coaches can access and print forms specific to their team roster. This is especially useful for Emergency Contact Forms, medical information, waivers, or other player information that coaches may need to have available during practices and games.

When a merged form is deployed to Team Sites, each team will receive a version of the form containing information for the players on that team's roster.

Create or Find the Mail Merge Document

1. From the Admin Site Map, under Reports, click Mail Merge.
2. Find the Mail Merge Document you want to use OR
3. Click Add Document to create a new Mail Merge document.

4. Create your Emergency Contact Form using the available document fields.

   You can include registration fields such as:

   • Player Name
   • Parent/Guardian Name
   • Emergency Contact
   • Emergency Contact Phone
   • Medical Information
   • Allergies
   • Other registration information collected from your registration form
5. To add registration information to your document, place your cursor where you want the information to appear and click Links > Mail Merge.
6. Select the appropriate registration field. The field will be replaced with the player's information when the Mail Merge is run.

Adding Files to the Mail Merge

You can also include uploaded documents such as a birth certificate, physical, proof of address, or other registration files.

To include an uploaded file:

1. Add a table to the document.
2. Place your cursor inside the table cell.
3. Click Links > Mail Merge.
4. Select the registration field containing the uploaded file.

For example, if your registration includes an enrollment field called Medical Release, adding that field to the Mail Merge will pull the corresponding file for each player.

Run the Mail Merge

Once your Emergency Contact Form is created:

1. Click Run Mail Merge.
2. Select the appropriate options from the drop-down menus.
3. Set the Date Range to define the start and end dates that the enrollment date must fall between.
4. Click Run to generate the Mail Merge.

The Mail Merge creates a separate page for each player/enrollee.

No email will be sent. The Mail Merge is designed to generate information for printing.

Deploy the Form to Team Sites

After creating your Emergency Contact Form, you can deploy it to your Team Sites so coaches can access the forms for their individual teams.

1. From the Admin Site Map, go to Programs.
2. Select 5 Team Sites.
3. Click Deploy Forms.
4. Select the Mail Merge document you want to deploy.
5. Complete the deployment options and save.

Once deployed, the merged forms will be available directly on the appropriate Team Sites.

What Coaches See

The forms are merged based on the team's roster. This means coaches can access and print the Emergency Contact Forms for their team, rather than having to run a Mail Merge for the entire program.

For example, if a coach has 12 players on their roster, the deployed Emergency Contact Form will contain the emergency contact information for those 12 players.

This makes Team Site deployment a convenient way to give coaches access to the information they need without requiring them to have access to the full administrative Mail Merge report.

Edit or Remove a Deployed Form

From the Team Sites page:

• Click the Edit icon to modify the document-specific information.
• Click the Delete icon to remove the document from the Team Sites.

Recommended Use

Deploying an Emergency Contact Form to Team Sites is a great way to make important player information available to coaches before practices, games, or tournaments.

Because the form is roster-specific, each coach can print the information for their own team directly from their Team Site.