Compose Message

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The compose message feature allows the organization staff members to compose, send, and draft all Emails, text messages (SMS), and mobile notifications. 

You can access this feature by clicking on ‘Message’ from the menu on the left in the organization area. Then scroll to find the ‘Compose Message’ tab.

Message > Compose Message.

 

The ‘Message’ feature is essential for organization staff members.

For example, organizers can conveniently send welcome messages, send important announcements or policy changes, send reminders for the payment dues, and attach invitations to registered programs, which helps everybody stay in the loop.

Note: The compose message option will only be available to those organization staff members that have access to the ‘Message’ feature.

Sender:

At the top of your screen, you can find the sender information displayed for your reference.

The sender, by default, is the account holder. However, you can send this message as the organization or as a sender of the accessed account.

You can also find a checkbox that reads, “Send messages with Organization email address () and sender name ().”

Clicking this checkbox will allow you to send your message from the organization’s email and name defined by the Super admin.

You can conveniently go to this page by clicking on the “Update” button next to this checkbox.

You can also customize the “from email address” by navigating to

Super Admin > Organization settings > Communication Settings >  Sender details.

Note: The update option will only be available to those staff members with admin access.

Recipients

Here, you will choose the message recipients.

There are different types of recipients you can choose from.

 

Organization members:

You can select one or more of the organization members to send messages:

· All members: All your organization members.

· Players: The organization players only.

· Staff Members: The organization staff members.

· Coaches: The organization coaches. This includes only coaches marked as organization coaches and does not include the team coaches.

· Board Members: The board members of the organization.

· Referees: All the referees of the organization.

· Volunteers: All the volunteers of the organization.

· All Non-Players: All organization members except players (coaches, board members, staff members, referees, volunteers & parents).

Note: For staff members, coaches, board members, referees, volunteers, and all non-players, you get another dropdown wherein you can select either one or more members from the list.

 Program Registrants:

You can select any of the program registrants to send messages:

· All registrants: All the registrants of a selected program. You can choose the programs from the dropdown menu.

· Incomplete registrants only: Only those members that did not complete their registration for a program.

· Unpaid registrants only: Only those members that did not pay for their program yet.

· Send Welcome Message: Send a welcome message to the selected programs’ registrants.

Note: You can edit this default welcome Message from the Templates (add link to templates page) page.

 

Overdue members:

You can select any of the overdue members to send messages:

· Program registrants that are not paid: The members registered for a program but haven’t paid yet. Select the program from the dropdown menu.

· Unpaid item orders: The members that have ordered items from a particular item list but haven’t paid for them yet.

Team members:

You can select any one of the following recipients to send messages:

All teams: All the teams in the organization. You can select between the players, staff, and parents.

· Selected Teams: All the members of the selected teams from the dropdown menu. You can choose either one team or multiple teams from the list. In addition, you can select from the players, staff, and parents.

· All Teams in the Division: All the teams of the selected division.

  • Select the division from the dropdown menu.

  • You can select one or more recipient groups. These groups include players, staff members, and parents.

· All Teams in the Age Group: All the teams of the selected age group.

  • The Message will be sent to all the teams of an age group.

  • Select the age group from the dropdown menu.

  • You can select one or more recipient groups. These groups include players, staff members, and parents.

 

· Send Welcome Message to All Team Members: You can send a welcome message to all your organization’s team members. You may either select:

  • One specific team

  • Teams under a particular division or

  • Teams under a specific age group

Note: You can edit this default welcome Message from the Templates (add link to templates page) page.

 

Selected Archived teams:

You can send a message to all the selected archived teams.

  • Select the archived team from the dropdown menu

  • You can select one or more recipient groups. These groups include players, staff members, and parents.

 

Tournaments:

You can select a tournament from the dropdown menu. You can also choose one or multiple options between Team players, Staff, and Parents using the checkboxes provided.

 

Club Members:

You can choose one or multiple clubs of an association from the dropdown menu. You can also choose one or multiple options between players & parents, volunteers, referees, coaches, board members, staff, and admins.

View Message Recipients:  You can review the list of potential recipients and the number of recipients based on the above selection before sending a message.     

Message :

Subject: A brief description of the Message itself.

Note: You cannot leave the subject empty as it is convenient for recipients to identify the purpose of the Message at a glance.

Tip: Keep the subject short and easy to understand. This will allow the readers to get the gist of the Message and take action promptly.

You can also find a dropdown menu titled “Load subject and body from a template.” Clicking on it will display existing subject and body templates and allow you to choose a template.

Note: This option is available only after manually loading the system-defined templates or adding any templates. (need to add a link to the template page)

  • Body: This is the Message’s contents, mention relevant information, and edit extensively using our in-built text editor and a wide range of formatting options.

Options:

  • Message Type: You can choose to send either an email, a text message (SMS), or a notification using the checkboxes. The Message will be sent to all the selected recipients that have opted to receive notifications.

Note: Choosing an option is mandatory. You can select all three options as well.

Tip: Beware of the cancel button, as clicking it will erase all progress.

Add Attachments: You can add multiple attachments to your Message.


1. Give a relevant Attachment Title.

2. Click on ‘Choose file’ to browse and Upload a File from your device.

3. Click Add Attachment. You can also click on the delete icon to delete the attachments.

Note: You can add up to 5 attachments of 5 MB each. You can only add attachments with particular file formats. The accepted file formats are .docx, .txt, .pdf, .xlsx, .CSV, JPEG, PNG, and GIF.

 

Send: After composing the message, you may either:

  • Click on Save as a draft to save the message and the attachments for future use.

  • Click on Send a test email to send a test message before sending it to the recipients.

  • Click on Send to send the message to all the recipients.

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