How to send a mass message
It’s best to send mass messages from the organization level when you want to communicate with members across multiple programs, but you don’t need to filter by role or include attachments.
Sending a Message from the Organization Level
Follow the steps below to send an email message to your members from the organization level.
Navigate to the Messages Tab
- Go to the Messages tab at the organization level in your admin dashboard.
Click “New Email”
- Select the New Email button to start composing your message.
Choose the “Send Email From” Option
You can either:
- Send the message from your personal email address (the one you use to log into the system), or
- Select “Do not allow replies to this message” if you do not wish to receive member responses.
Enter a Subject Line
- Provide a clear and concise subject for your message.
Compose Your Message
Use the formatting toolbar to style your message and enhance readability. Here are a few formatting options to consider:
- Links: Add links to documents, registrations, schedules, or other important resources.
- Images: Add visual interest with images. Images must be hosted externally (e.g., your website, Imgur.com). Use the image’s direct URL ending in .jpg , .png , etc., to embed.
- Tables: Use tables to organize and present structured data clearly.
Select Recipients
- Choose the appropriate program(s) and/or division(s) you’d like to send the message to.
Send Your Message
- Once everything looks good, click Send to deliver your message to the selected recipients.
Helpful Tip
Need a head start? Here’s an example newsletter template that includes links, images, and tables. To use it:
- Open the source code editor (icon looks like <> )
- Paste the template into the source code field
- Customize the content as needed
Important Note on Formatting
Email formatting may appear differently across email clients. We recommend previewing your message before sending it to all recipients.
To preview:
- Create a test division and assign yourself (or other staff) to it
- Send the email to only that division
- View how the message displays in your inbox
Pro Tip: After previewing, copy the source code of your email to ensure formatting stays intact. Avoid copying directly from the email preview, as this can introduce styling issues. Re-paste the source code version when sending the final message.
Viewing Sent Messages
Organization level messages
You can view previously sent messages — including message content and selected recipients — on the Messages page at the organization level.
Season & Division Messages
For communication that spans multiple teams or divisions, it’s best to send messages from the season or division level. These messages support:
- Filters (e.g., Managers, Staff/Commissioners, Non-Players)
- Attachments
Get Started
- Navigate to an active season in your organization.
- Go to the Messages tab at the season or division level.
- Click the Email [Season Name] button to compose a new message.
Compose Your Message
- Subject — Add a clear and relevant subject line.
- From Address — The message will send from your personal email address used to log into the system.
- Message Body — Use the formatting toolbar to style and enhance your content. You can include:
- Links to documents, schedules, registrations, or external sites
- Images hosted on third-party platforms (e.g., your website or Imgur). Make sure image URLs end in .jpg , .png , etc.
- Tables to display structured data
Helpful Tip
Use a Message TemplateWant to make things easier? Try this sample newsletter template with links, images, and tables.
- Open the source code editor (icon looks like <> )
- Paste the template into the editor
- Customize as needed
Important: Preview Before Sending
Formatting can appear differently depending on the email client. To preview your message:
- Create a test division and assign yourself (or another admin).
- Send the email only to that division to view how it looks in your inbox.
Pro Tip:
Before sending your final message, copy the source code (<> icon) of your email. This lets you paste the content back in cleanly after previewing. Avoid copying directly from the previewed email, as that may cause styling issues.
Select Recipients
- Choose the teams and/or divisions you'd like to message.
- Filter your recipient list by:
- Everyone
- Managers
- Staff (Commissioners)
- Unassigned Participants
- Optionally, send a copy to yourself for confirmation.
Add Attachments
- Attach files (PDFs, images, schedules, etc.) that recipients can view directly from the email.
Send or Save
- Ready to go? Click Send.
- Need more time? Click Save as Draft and return to it later.
Viewing Sent Messages
- All sent messages (and their recipient selections) can be found on the Messages tab at the organization level.