League admins can use the Communications module to send messages to other league members who are set up on the site, to team members who are assigned to Shared Roles, and even to all members of all your teams who are using SwimTopia.
Covered in this Article
Accessing the Communications Center
The Communications Center is found by going to Manage League > Communications:
Permissions Required to Send Emails
Any league admins with full Red Badge site access along with any members assigned to a Role or a Shared Role with Manage Communications permissions are able to send emails and alerts through the communications center.
Role-based communications permissions are assigned within each individual Role or Shared Role:
➧ Shared Roles with Communications Permissions:
Any individual team member assigned to a League Shared Role with Manage Communications permissions can access the communications center (Manage League > Communications) on the league site to send messages to other members. This can be especially useful for, as an example, a team rep or head coach from one team to be able to communicate to all the other team reps or coaches throughout the league. Their permissions on the league site would be limited to only accessing the communications center.
Steps to Send an Email
Step 1: Choose to Compose an Email or an Alert
Click the +Compose button and determine whether you want to send your message as an Email or an Alert.
Step 2: Determine Your Audience
In the To: field, begin typing in a name, role or group, and the system will begin to autofill your choices. See below for more options on types of members and role options that can be used.
➧ Member Options:
To send to an individual league member listed on the league's People page, simply type their name in the To: field. We also offer several pre-loaded Member groups as defined below:
- Members (Group) - sends to all members listed on the league's People page
- Members (Previous Season) - sends to all members listed on the league's People page in the previous season
- All League Members (Group) - sends to ALL the members of ALL the league's SwimTopia teams
➧ Role Options:
To send to a group of people assigned to a role, simply type the name of the role in the To: field
- League Role - sends to all members of your league (on the league's People page) who are assigned to that Role.
- Shared Role - sends to all members of your SwimTopia teams who have been assigned to that shared role. See ➞ League Shared Roles
➧ Optional Selections:
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Also publish as news post: will create a news post of your message along with the communication sent out that uses the email subject line as the title and the message as the content of the post.
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Send me a copy: Will send a copy of the message to the account being used to send the message.
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Allow recipients to see each other: divides the recipients into groups of approximately 50 and sends the messages out in batches. Delivery to every member will take longer when sending in batch, so give it time (hours to be safe) before submitting a support ticket thinking something went wrong. Since these messages are sent in batches of 50, not everyone will be able to see every other recipient, only those within their group of recipients.
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. 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.
Step 4: Send Your Message
Click Send to send and save your message in the Sent Messages area.For more details, see our other Help Center articles (including a video demo) in our Communications Module.
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