Sending Email & Alerts to Groups through Reports and Meets – SwimTopia Help Center

Did you know that in addition to going through the Communications Center directly, you can also send emails or push notifications (through the SwimTopia mobile app) while working with reports and from your meet jobs?

We make it easy for you to select a season and a subset of your members by running reports or viewing your job assignments within your meets. 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: You can choose whether to send an email or a push notification alert through the SwimTopia mobile app. If the user is not logged into their account on the mobile app or does not have notifications enabled for the app, 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
Contacting Athletes and Volunteers by Meet

Email & Alert Tips

When you go through the Communications center, you are only able to reach members registered in the current season using "Members" or your previous official season using "Members (Previous Season)."
If you want to reach members prior to your previous season, you can do that from your reports.
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 notifications (through the SwimTopia mobile app).

➧ Reaching Members from Past Seasons

Option 1: 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.

» Note: No duplicates are sent. You can add your current Members or your Members - Previous Season group 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.

Option 2: An alternate option for reaching prior seasons is to change your "current season" under Schedule > Seasons to that season and then send the communication to "Members." The message will reach anyone who was registered during that season. Make sure you go back to change the "current season" back when done.

➧ Athlete Roster Groups

If your team is using the Athlete Roster Groups feature (under Settings), and you need to reach specific roster groups from the current or previous season, you can do this from the Athlete Roster report (under your Reports tab in the Manage Team admin console).

When you email directly from the Communications center, you are only able to reach members of your athlete roster groups registered in the current season.

So, if you've already updated your season, the Athlete Roster report is the best way to reach previous groups.

➧ 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.

➧ Volunteering Reports

Suppose you need to fill jobs/shifts and want to know who has athletes attending but have not signed up to volunteer. In that case, 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 Athletes 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 Athletes 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 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.

Guidelines when Emailing Athletes

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/Guardians 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?: You can click on “Expand Groups” and remove them. 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).

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