➧ Step 1) Choose to Compose an Email or Alert

Click +Compose button and determine whether you want to send an Email or an Alert.

 

 

 

Group labels in the To field are highlighted in green to differentiate from individual addresses, which are highlighted in blue. (Remember: green = group)

 

➧ Optional Selections

➧ Step 3) Compose Your Message

Type your message and include any attachments as necessary. 

Want to add images to your message?:

Pasting images in the body of the message is not supported. Either use the "insert image" option from the editor bar or if you know how to insert images using HTML, you can add images uploaded to your Settings > Uploaded Files page using the HTML editor "<>." 

» Note: There is a 5MB message size limit in outbound email messages. You will receive an error if you attach images or documents that are too large and will need to resize them to send the message.

 

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Sending Emails & Alerts to Groups Through Reports and Meets 

Do you want to send a message to a specific athlete roster group from the current or previous season, or members from seasons beyond the last? 

You can do this from the Reports tab. If you want to include your current season in that message, this will allow you to send one message to multiple seasons and the system will eliminate duplicate messages.

You may also send emails to other groups while working with reports and meet jobs & shifts. 

➞ See our Sending Email & Alerts to Groups through Reports and Meets tutorial for more details. 

 

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Additional Details and FAQs

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Sender Display and Team Email Tip

➧ Sender Display

All emails or alerts sent from your team website will be from the name and email address associated with your own login and are not visible across admin accounts.

➧ Team Email Tip

We highly suggest setting up team or role-based admin logins in an external email program of choice (gmail/yahoo etc). For example, board@teamname.com or treasurer@teamname.com or president@gmail.com, registrar@gmail.com etc.

Then set up SwimTopia accounts with these logins to send team-wide email/alert messages. Doing this will allow for easier role transitions, and retain a log of emails sent for future reference by new volunteers. Replies to emails will be sent to the email used when the message is sent.

» Note: These emails must be set up in an email program external to SwimTopia. We do not create/manage these emails.

➧ Team Email Setup Steps

Once you set up your new team email in Gmail (etc), you would either provide the login to those who should access it to see what communication comes in, or you should be able to set up an alias in that account to add the personal emails of those individuals, so any message sent to that generic email is also sent to these people. 

Then the SwimTopia setup comes in...Go to People and use the New Parent button to create the account, and grant Site Admin privileges (if appropriate).

You can also create a New Role to grant specific privileges to if you don't want to give these people access to everything, and assign this new account to this role for communication. This is done under Roles > Assign Roles button > Add/Remove

An activation email would be sent to this email for you to set up a password. Then you would provide that login to whoever needs it if they should be able to login to the account on your SwimTopia site.

 

Important Delivery Details

• Unsubscribe: At least one parent per family must be configured to receive team emails. Clicking "Unsubscribe" in a user's profile (under People) only pertains to emails directed to the "Members" groups. Emails directed to any other groups listed above are delivered without regard to the unsubscribe option in a user's profile. If someone is assigned to a Role and does not want to receive team communication, they need to be removed from the Role, or their email needs to be removed from their profile.
• Pending Registrations: These families are considered part of your Roster, and will receive messages if applicable based on the "group" used in communication. If you do not want this to occur, you can move them to Rejected status until approved. (i.e. your waitlist applicants)
• Email Duplication: A communication will not be sent to a single recipient more than once, even if you enter multiple groups in the recipient field and they are members of more than one group. For example, if you send to multiple age groups and the parent has more than one child, they will only receive one message.
• Athlete and Role Groups: (also stated above)
  • Athletes Under 18: Each Parent/Guardian listed with an email is included in the communication sent to an athlete directly, or athletes assigned to an athlete group or role, and sent from athlete-specific reports (i.e., Athlete Roster). This happens regardless of whether the athlete has an email in their profile, or the parent/guardian chose to opt out of team communication (only acknowledged for "Members" groups).
  • Athletes 18+: Parents are not automatically included for 18+ athletes. If you want to include parents they must be added manually or assigned to a role that you include. Exception: if a team has a Masters program where adult athletes are also parents - the parent email will receive the communication.
  • Don't want to include a parent?: Click on “Expand Groups” and remove the parents. Proceed with caution - - The Children's Online Privacy Protection Act ("COPPA") and SafeSport rules state that adults cannot communicate with minors under 13 (a parent or other adult must be copied).