How to send a communication to part of a program (age groups, new registrants, volunteers only)

To email only part of a program, open the program under Registrations - Current Programs on Communications > Send Communication and check what's inside it, such as one offering or one volunteer type, instead of the program itself. To pick people by what's missing, such as a registration for this season or proof of a player's age, use the filters on the Advanced Communications tab.

Applies to: Org admins whose role includes Send Communication and Program Recipients · All plans · Registration programs

Where: Communications > Send Communication > Standard Distribution Lists > Registrations - Current Programs; Communications > Send Communication > Advanced Communications

Which choice reaches the people you want

You want to reach	Check this
One age group or level that is an offering	The offering, inside the program under Registrations - Current Programs
One age group that is a division, once teams are formed	The division, under Team Rosters - Current Leagues; see How to email teams (Team Rosters, Team Contacts and Registrations lists)
One week or one session of a youth camp	The week ("Week of" and its date) or the session's date, inside the camp's offering
Coaches and other volunteers only	All Volunteers in this Program, or a volunteer type inside it to reach only the volunteers themselves
Families on the waitlist	All Waitlisted Enrollments in this Program, or an offering inside it
A few families	Their names, inside the offering
Players registered last season but not this season	Advanced Communications: Registered in Program A but NOT registered in Program B
New accounts that haven't registered for anything yet	Advanced Communications: Incomplete registration between time period
Players whose proof of age or address hasn't been received	Advanced Communications: Proof of Age Not Complete, or Proof of Address Not Complete
People who registered after a certain date	A scheduled send, or a list exported from a report (see Reach new registrants, below)

Who each entry inside a program reaches, for example which parents on an account get the email, is in How to email the people who registered for a program (Registrations - Current Programs).

Email part of a program

Go to Communications > Send Communication.
On the Standard Distribution Lists tab, click the arrow next to Registrations - Current Programs, then the arrow next to the program.
Check the entries you want inside the program, such as an offering or a volunteer type, and leave the program's own box unchecked. Click an entry's arrow to see who's in it.
Click Next.
On Create Your Message, enter the Email Subject and your message, then click Send Now, or click Next to choose send options and then click Send.

What you'll see: the To line on Create Your Message names each choice, for example "All Registrants of (offering) Offering" or "All Volunteers of (program) Program".

A Youth Camp Registration program's offerings open into weeks or session dates, and each of those opens into the people registered for it. Youth Camp programs have no All Volunteers in this Program entry.
All Waitlisted Enrollments in this Program shows only when the program has a waitlist.
If you check the program as well as something inside it, the whole program gets the email.

Use the Advanced Communications filters

Go to Communications > Send Communication and click the Advanced Communications tab.
Under the filter you want, check Include.
Make that filter's choices (see the table below).
To add more people, check Include under another filter, or check lists on the Standard Distribution Lists tab. Everything you check is combined, and each address gets one copy.
Click Next, then write and send your message.

Filter	Choose	Who gets the email
Registered in Program A but NOT registered in Program B	Registered In and Not Registered In: two different programs	Every parent or guardian on the account of each player or adult with an accepted registration in the first program and no accepted registration in the second. A waitlisted or canceled registration in the second program doesn't count as registered.
Incomplete registration between time period	Range: a Start Date and an End Date ("Filters on Account Created date")	Every parent or guardian on the accounts created between those dates that have no registration of any kind with your organization. It doesn't look at programs.
Proof of Age Not Complete	Program	Every parent or guardian on the account of each player with an accepted registration in the program whose birthday hasn't been marked validated.
Proof of Address Not Complete	Program	Every parent or guardian on the account of each player with an accepted registration in the program whose account address hasn't been marked validated.

What you'll see: the To line names each filter, for example "Registered in program A Not B:" followed by the two programs.

Each filter can be used once in an email, so Registered in Program A but NOT registered in Program B compares one pair of programs. For another pair, send another email.
The filters' program lists show only programs that aren't archived.
The two proof filters are meant for organizations that track Birthday Validation or Address Validation (Programs > Configurations > General). If nobody marks players validated, they reach every player with an accepted registration in the program. To mark one, see How To Validate Birth Certificates and Addresses.

Reach new registrants and people no list covers

Include people who register before the email goes out. Set Delay Sending Until on the send options. The recipient list is built when the email goes out, so people who register before then are included. TeamSideline doesn't send your emails automatically when someone registers; each send is set up by hand. See Can I schedule an email to send later? (Delay Sending Until and templates).
Email only the people who registered after a date. Send Communication has no date filter for registrations. Check the names inside the offering, or build a list from a report, as below.
Email families who made an account but never registered. Use Incomplete registration between time period, or export the Account Information report with Exclude accounts with an enrollment and a Date Range, which filters on the date each account was created; see How to find accounts or players with no enrollments (Account Information Report).
Email people who were in an archived program but haven't registered again. Export the Who's Not Enrolled report, which lists archived programs too (same article).

To email the people in a report:

Go to Reports > Report Exports and click the report, for example Enrollment Information. For recent registrants, choose the program and set Date Range to the dates the registrations were placed.
Under Columns, include the email address and name columns, choose CSV in Export Type and click Export.
Go to Communications > Custom Contact Lists, click Add Contact List, enter a List Name and click Add.
Go to Administration > Import Data, click Contact Import, and import the file into that list, matching its email column to Contact Email.
On Send Communication, click the arrow next to Custom Contact Lists, check the list and click Next.

The import steps, and how to remove the list later, are in How to create and manage a Custom Contact List (add, import, remove, export).

If it doesn't work

"Before you click the Next button, make any combination of selections from the list of potential email recipients to build your email "To" list." Nothing is checked on Standard Distribution Lists, and no Include box is checked on Advanced Communications.
"Program selection is required for Advanced Communication "Registered in Program A but NOT registered in Program B"." Choose a program in both Registered In and Not Registered In.
"Program selections cannot be the same for Advanced Communication "Registered in Program A but NOT registered in Program B"." Choose two different programs.
"Date entry is required for Advanced Communication "Incomplete registration between time period"." Enter both the Start Date and the End Date.
"Program selection is required for Advanced Communication "Proof of Age Not Complete"." (or "Proof of Address Not Complete") Choose the program for that filter.
There's no Advanced Communications tab. Your admin role doesn't include Program Recipients, which also controls the Add Contact button. Ask an admin who manages users to check your role.
The program you need isn't in a filter's list. It's archived. Use the Who's Not Enrolled report and email its list instead.
All Volunteers in this Program isn't listed. It's a Youth Camp Registration program, or your admin account is limited to certain associated organizations.
An offering shows no names. It has no accepted registrations yet. Waitlisted families are under All Waitlisted Enrollments in this Program.
A name can't be checked. That person has no email address on file. Add one to their account, or email them with Add Contact.
A proof filter reached everyone in the program. No player in it has been marked validated; see the proof filters note above.

Good to know

Each address gets one copy, even when it's in several of your choices. Canceled registrations are never included.
A volunteer type reaches only the volunteers themselves. All Volunteers in this Program reaches every parent or guardian on each volunteer's account.
If you add a Text Message, it goes to the text-enabled phones of the same people.
To see who an email reached, open it in Communications > Communication Logs and check Email Recipients; see How to check whether an email was delivered or opened (Communication Logs).

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