INTRODUCTION
Feature Summary: On the Bulk Emails page, admins can manage drafts, sent emails, scheduled emails, and templates all in one place. They can save multiple drafts, duplicate or convert sent emails into templates, and even build templates from scratch. These tools make it easy to maintain consistent communications and streamline future email creation.
Use Cases:
Save a draft to collaborate with staff before sending.
Duplicate a past email to quickly reuse its layout and content.
Create and save branded templates for recurring announcements.
Review sent emails to measure open and click rates.
Re-schedule emails planned to go out.
Ensure consistent messaging across all club communications.
PREREQUISITES
Click here to view our additional article on creating an email.
All admins have access to this feature by default. For sub-admins, access can be granted or restricted by enabling the following permissions under Settings > Organization Settings > System Users > Sub-Admins.
Can Send Emails
Can Manage Email Templates
Can View Email Templates
Use the Draft & Sent Emails Dashboard
To get started, navigate to MEMBERS > BULK EMAIL on the dashboard.
Drafts Tab
System users will land on the Drafts tab of the dashboard. A draft is an email that has been started but not yet sent to players—allowing you to save your progress and return later without losing your work.
From this tab, users can view or delete drafts as needed. To continue working on a draft, click View. To delete or duplicate a draft, click the three dots and select Duplicate or Delete.
Sent Emails Tab
After an email is sent, system users can access its details from the Sent Emails tab on the Bulk Email page. The details include:
Email Name: The internal name of the email.
Send Date: The date the email was sent.
Sent By: The system user who sent the email.
Recipients: The total number of recipients who received the email.
Open Rate: The percentage of recipients who opened the email.
Click Rate: The percentage of recipients who clicked a link within the email.
Reply To: The email address where replies are directed.
These details help admins track performance, measure engagement, and ensure effective communication with their members.
On this page, the date selector can be used to filter emails sent within a specific date range.
Sent Email - Email Information: Understanding Metrics
From the Sent Emails tab, clicking View on a sent email gives users access to detailed metrics, the recipient list, and the full email content.
The Email Information section provides key metrics that help evaluate the effectiveness of the email:
Total Sent: The total number of recipients the email was sent to.
Open Rate: The percentage of recipients who opened the email at least once.
Click Rate: The percentage of recipients who clicked at least one link within the email.
Bounce Rate: The percentage of emails that were not successfully delivered.
Last Updated: Date and time the metrics were last refreshed. Metrics are updated daily for 14 days after an email is sent.
In the Email Information grid, users can click the Open Rate, Click Rate, or Bounce Rate values to view a list of recipients that fall under each category, and have the ability to notify these recipients.
Sent Email - Recipients
Users can also view detailed recipient-level information that shows how each recipient interacted with the email.
Recipient Details Fields:
First Name: The first name of the email recipient.
Last Name: The last name of the email recipient.
Email: The email address where the message was sent.
Sent On: The exact date and time the email was sent to the recipient.
Sent Status: The delivery status of the email, described as follows:
Processed: Email is received and ready to be delivered.
Delivered: Email was successfully sent.
Bounced: Email was permanently denied.
Deferred: Email was not immediately sent.
Dropped: Email was not attempted to deliver because of known issues, such as invalid email address, previous bounces, spam reports, or recipient suppression.
Spam Report: Occurs when a recipient marks your email as spam.
# of Opens: The number of times the recipient opened the email.
# of Clicks: The number of times the recipient clicked a link inside the email.
Last Action Date: The date and time of the recipient’s most recent interaction (open or click) with the email.
Sent Email - More Actions
To perform additional actions, users can hover over the three dots next to a sent email to duplicate it or save its content as a template. From this page, users can also navigate to the Templates dashboard or start a new email by clicking Create Email.
Duplicate Emails
After an email is sent, admins can duplicate its content for reuse. From the Sent Emails list, click the three dots next to the email and select Duplicate.
When duplicating an email, users can select which details to copy—such as the email content, recipient list, and more. After clicking Duplicate, the email can be edited and sent as needed.
Note: Emails sent from Notify Registrations (Events & Leagues), Notify Players (Reservations), and Reporting cannot be duplicated or saved as templates because a different email builder is used for these specific cases.
While users can view these emails on the Sent Emails dashboard, the options to Duplicate or Save as Template will not be available for these emails.
Scheduled Emails Tab
The Scheduled Emails tab displays all emails that are set to be sent, along with their scheduled date and time.
From Scheduled Emails, users can select the three dot More Actions menu in order to:
Reschedule Email – Update the send date or time.
Send Now – Send the email immediately.
Cancel Schedule – Move the email back to Drafts.
Clicking View on the Scheduled Emails tab opens the Scheduled Email Details page. This page allows users to view or modify the planned send schedule, review recipient and content details, and optionally save the email as a template for future use.
Use the Template Dashboard
A template is a reusable email layout that includes predefined content, formatting, and structure. Templates help save time, ensure brand consistency, and streamline communication by allowing system users to create and send messages without starting from scratch each time.
To create or manage templates, click the Templates in the top-right corner of the Bulk Email screen.
On the Templates dashboard, users can view all templates currently saved to their organization. To edit the content of a saved template, click Edit. When hovering over the three dots icon, users can:
Create an email using the selected template.
Duplicate a template’s content to create a new template.
Rename the template for clarity.
Delete the template when no longer needed.
Create a Template
Click Templates to go the Templates page then Create Template to start building a new template from scratch.
First, give an internal name for the template.
On the Create Template page, click Design Template to open the email builder and add content to the template. From this page, users can:
Create an Email from the template. Click to step through the create email process.
Duplicate the template.
Delete the template.
All changes, including names and content, are automatically saved as you make them. Once finished, the template will appear in the Templates Dashboard for future use.
Note: For more detailed help on designing the email content using the Email Builder, see the Advanced Email Editor article here.