Sending Email & Alerts to Groups through Reports and Meets

You may be familiar with sending emails to individuals or groups using our Communications module, but did you know that you can also send group emails or push notification alerts through the SwimTopia mobile app while working with reports and meet jobs & shifts?

We make it easy for you to select a subset of your members by running reports or checking on meet job assignments.  Once you've created your subset, with the click of a button, you'll be taken to our Communications Center, where your group email or alert message will be initiated.

» Note: When you are brought to the Communications center, you can choose whether to send an email or a push notification alert through the SwimTopia mobile app. If the user does not have the mobile app downloaded, or has the mobile app but does not have notifications enabled, they will receive the alert via their email. Learn more about the best time to send an alert here.

Covered in this Article:

• Email & Alert Tips
• Contacting Members from Reports
  • Reaching Past Seasons (beyond your previous season)
  • Age Group Reports
  • Volunteering Reports
  • Swim Meet Reports
• Contacting Swimmers and Volunteers by Meet
  • Reaching Swimmers by Meet
  • Reaching Volunteers by Meet

Email & Alert Tips

• In the Send To field, groups are labeled based on type, including (Age Group), (Role), (Roster Group), and (Group). 
• Group labels in the Send To field are now highlighted in green to differentiate from individual addresses, which are highlighted in blue. (Remember: Green = Group)
• All messages sent from your website will be from the name and email address associated with your own login. 
• Some teams opt to set up a generic team or role admin logins to send team-wide messages (i.e. president@teamname.com or teamname-treasurer@gmail.com). These must be created in an email program (i.e. Gmail, Yahoo...), SwimTopia does not host emails.

Contacting Members from Reports

Select the Reports tab in the Manage Team admin console to access different ways to message your members through email or push notification alerts through the SwimTopia mobile app.

➧ Reaching Past Seasons (beyond your previous season)

You can do this from many reports under the Reports tab. Registration Details / Data Export, Athlete Roster, Parent Information etc. In the example below, I chose the Registration Details report.

Click on the report name and select the season you want to reach. 

Once you generate the report, you'll see a button to Compose to send emails or alerts.

Now you can add your current Members (Group) or your Members - (Previous Season) or any other group you want to reach along with the season you filtered on for the report and the system will only send one message per user.

➧ Age Group Reports

Under the Reports tab, select the Registration: Athlete Count by Age Group report and select a season to search. Click Generate Report to create a swimmer count report organized by age group. 

Then click Compose Email corresponding to an age group to populate a new email or alert in the Communications Center with each member of this group.

You can also use the Athlete Information: Athlete Roster report in the same way, except you can limit your search to one age group, and the results display each name, phone and email in the group.

» Note: When you are brought to the Communications center, you can choose whether to send an email or a push notification alert through the SwimTopia mobile app. If the user does not have the mobile app downloaded, or has the mobile app but does not have notifications enabled, they will receive the alert via their email.

➧ Volunteering Reports

If you are needing to fill jobs/shifts and want to know who have athletes attending, but have not signed up to volunteer, the Volunteering Assignments Summary report under the Reports tab can be run for all meets or each meet individually. 

You can choose to "Restrict to families with swimmer in this meet." when you select a particular meet.

There is a great feature once you generate the report for a particular meet that allows you to email all families with or without assignments. So you can reach out to those who have not signed up to volunteer by choosing "without".

➧ Swim Meet Reports

The Swim Meets: Meet Participants and Missing Entries reports allow you to reach out to all members based on whether or not they have declared attendance at a particular meet.

See the Emailing Swimmers by Meet below for an alternate way to generate these email lists. 

Contacting Swimmers and Volunteers by Meet

Select the Schedule tab in the Manage Team admin console to reach volunteers and swimmers based on their attendance at a meet.

➧ Reaching Swimmers by Meet

Click on a meet from your schedule, and then click the Entries: Reports tab. You will be able to generate lists of Participants, Missing Entries, First Time Participants, and Absences for that meet.

From each report, click Compose to create a new email or alert in the Communications Center to that list of swimmers.

» Note: The message will be delivered to the parents IF there's no email address affiliated with the athlete, but will not be delivered to the parents IF the athlete has an email listed. The expectation in Summer league is that parents would have the emails, not athletes. 

➧ Reaching Volunteers by Meet

Click on a meet from your schedule, and then click the Jobs tab to view the jobs and shifts for your meet.

Click the All Assignees button to send an email or alert to all volunteers for that meet.

If you'd like to reach all volunteers who either signed up or were assigned to work any shifts associated with a particular job, click on the envelope icon located next to "Assignees" within that job section. 

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