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How to email or share your Free Agent list (Entry Form responses)

TeamSideline has no built-in list of the people who filled out an Entry Form, such as a Free Agent sign-up, and no live link to share one. Export the responses from Reports > Report Exports > Entry Form Responses. Then import them into a Custom Contact List and email that list from Send Communication, or send the file to your coaches or team captains.

Applies to: Org admins · All plans · Entry Forms on legacy websites, and the Entry Form widget on Editor 2.0 (CMS) websites

Where: Reports > Report Exports > Entry Form Responses; Communications > Custom Contact Lists; Administration > Import Data; Communications > Send Communication

Before you start

  • Your form needs a name field and an Email field, so each response has someone to write to. To add fields, see To edit or add Entry Form data fields, below.
  • Responses to the website builder's own Form widget on Editor 2.0 websites stay in your website's dashboard and aren't in this report. Only Entry Forms built in Content > Entry Forms are.

Step 1: Export the responses

  1. Go to Reports > Report Exports and click Entry Form Responses.
  2. In Entry Form, choose your Free Agent form. All of its fields are selected under Entry Form Fields; deselect any you don't need.
  3. Optional: set a Response Date Range, for example to get only this season's sign-ups.
  4. Under Columns, make sure at least one field is in Show these fields in this order, such as the response date.
  5. In Export Type, choose CSV if you'll import the list, or Excel if you'll share or print it.
  6. Click Export and save the file.

To run the same export next time, click Save Report, enter a Report Name and click Save. Saved reports are listed on Report Exports with a save icon.

Step 2: Load the list into a Custom Contact List

  1. Go to Communications > Custom Contact Lists and click Add Contact List.
  2. Enter a List Name, such as Free Agents, and click Add. You'll see "Contact List Added."
  3. Go to Administration > Import Data and click Contact Import.
  4. Choose your CSV file in File Name, leave Includes Headers checked, choose your new list in Contact List and click Next Step.
  5. For each TeamSideline Field, choose the matching column: your email column for Contact Email and your name column for Contact Name. For Contact Phone, choose a phone column or "No Mapping, Leave Blank". Click Next Step.
  6. Click Queue Import. You'll see "Your import has been successfully uploaded and will be processed shortly."

Check the result with the Status link at the top of Import Data. Contact Name takes one column, so if your form has separate first and last name fields, join them into one column in a spreadsheet program before you import. The Sample File for Contact Import on the Import Data page shows the expected columns: Contact Name, Contact Email and Contact Phone.

Step 3: Email the list

  1. Go to Communications > Send Communication.
  2. Click the arrow next to Custom Contact Lists and check your Free Agents list.
  3. Click Next.
  4. Enter the Email Subject and your message.
  5. Click Send Now.

Share the list with coaches or team captains

  • Email it as a file (recommended): export the responses as Excel. On Send Communication, check the coaches' list, for example Team Contacts (from 2 Teams Page) - Current Leagues, which reaches each team's contact emails, and click Next. Write your message, click Next, add the file in Attach A File (one file, up to 10 MB) and click Send. Recipients get a link to open the file.
  • Post it on your Downloads page: save the list as a PDF and add it in Content > Downloads with Add File. You can then link to it from an email with the editor's Links drop-down (Downloads group) and, on legacy websites, from a page or news item. Files on Downloads can be opened by anyone, so take out email addresses and phone numbers first.

Place free agents on teams

In Team Registration plus Roster programs, a team manager can invite a free agent to their team with Add to Roster on their roster, using the name and email address from your list. The invitation email lets the player register onto that team. Admins can do the same from the team's page under the program's 4 Rosters. The related articles below have the steps.

Keep the list up to date

  • The list doesn't update itself. Export again whenever you need the latest sign-ups, and import the new file into the same Custom Contact List: addresses already in the list are skipped.
  • A saved report keeps the Entry Form it was saved with, along with its fields, date range and columns. When you create a new form for a new season, open the saved report, choose the new form in Entry Form, click Save Report, check Overwrite? and click Save.
  • To leave out players you've placed, delete their responses: on Content > Entry Forms, click the form's View Responses icon (magnifying glass), then the Delete icon on the response, and confirm. Deleted responses no longer appear on that page or in the export, so export a copy first if you want a record.

If it doesn't work

  • "Please make a selection for Entry Form." Choose your form in Entry Form, then click Export.
  • "You must select at least one Field before exporting report." Move at least one field into Show these fields in this order under Columns.
  • "The Start date cannot fall after the End date." Fix the Response Date Range.
  • "The file type you have chosen is not allowed. You must select a CSV file." Contact Import takes CSV files only. Export again with CSV as the Export Type, or save your spreadsheet as CSV.
  • "Please enter a value for "Contact List"." Choose the list in Contact List. If your list isn't offered, create it in Custom Contact Lists first.
  • "'Contact Email' is a required field." On the mapping step, choose your email column for Contact Email.
  • Status shows "Record not loaded due to invalid email address:" or "Record not loaded due to duplicate email address:" followed by the address. That row's email isn't a valid address, or it's already in the list. Correct the address in your file and import again if needed.
  • Your list isn't under Custom Contact Lists on Send Communication. A list shows there only after it has contacts. Check the import's Status; it's processed shortly after you queue it.
  • Downloads says "The file type you have chosen is not allowed." Downloads accepts a short list of document types, such as PDF. Save the list as a PDF and add it again.

Good to know

  • Free agent responses hold people's contact details. Share them only with the coaches and captains who need them.
  • Each person on the list gets their own copy of your email, so they can't see each other's addresses.
  • Who is emailed when someone submits the form is set on the form itself; see Who gets an email when someone submits an Entry Form?, below.

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