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How to use Bulk Email - Step by StepPrintable

There is Bulk Email and Bulk Email-Teams. Bulk Email is sent to Users that meet the specified criteria. If a User meets the criteria more than once they will get only one copy of the Bulk Email. Bulk Email-Teams is sent to TeamStaff where the Teams meet the specified criteria. If a User meet the criteria more than once they will get multiple copies of the communication. Bulk Email-Teams is accessed via the Table of Contents as a 3rd tier element.

Bulk Email

Step 1

Select one of the radio buttons in the first column. Your choices are:

  • Positions
    These are the people designated as Officers in the Clubs and Leagues and associated with a specific Club or League. Select Officers and/or Directors and combine with the Additional Specifications to target your email.
  • Parents, Players
    Use one or more of the boxes in Additional Specifications to target your email to a very select group of individuals. For example you can select just the players on a specific team or to all the Parents of boys teams.
  • Team
    First select Coach, Assistant Coach or Manager. then use one or more of the boxes in Additional Specifications to target your email to a very select group of individuals. For example you can select just Managers of District 1 teams playing in Redwood League in the GU12 Division.

Step 2

Write the Message. Enter a Subject and compose your email. See the Topic Bulk Email Data Elements for techniques to customize Bulk Email.

Step 3

Choose which email to send the message to. Users can have more than 1 email address in their Profile. Again use caution in selecting ALL as then some Users will get multiple copies of your message.

Users have subscribed to Lists. Select a List if you desire and I don't know how the time delay works yet.

Select Show

Step 4

A list of the Users that meet the criteria comes up. You can unselect any name or names in this column. This list of names is a good check to see if you selected your criteria properly (are the number of names about the right number?) Look in the first column to get the number of recipients that matched your criteria.

Hit 'Send Email' off to cyberspace we go!

Bulk Email-Teams

Get to LeagueOfficer:BulkEmail-Teams or Administrator:BulkEmail-Teams via the Table of Contents

Choose 'Primary Contact' or a combination of 'Coach1', 'Manager1', 'Manager2', etc. If you choose 'PrimaryContact' and 'Coach1', 'Manager1', etc. you WILL send the same person multiple messages. Multiple, identical messages to the same recipient leads to resentment.

The steps are similar to those for Bulk Email. The differences are:

  • A single User can get multiple copies of the same message.
  • The Team selection details are displayed when you confirm the recipients of the Bulk Email

Bulk Email-Teams is best used when you want to make an ad hoc selection among the teams targeted by your communication. For example, say you want to invite a handful of teams to a friendly set of round robin weekend scrimmages. You can select the Age, Gender and Class of the teams and compose your email. Then after you hit Show and before you hit Send you can deselect those teams that you do not want to invite to the scrimmages.