INTRODUCTION
Feature Summary: Create customized emails and target the right audience with recipient filters.
Use Cases:
Send targeted announcements to specific membership types.
Notify selected players of schedule updates or cancellations.
Remind players about upcoming membership changes.
Schedule emails to send automatically at the most effective time.
PREREQUISITES
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
Create an Email
To create an email, navigate to MEMBERS > BULK EMAIL.
Click Create Email in the top-right corner.
To begin, enter an Email Name in the Create Email pop-up and click Save. This name is for internal use only and will not be visible to recipients.
Next, you will be guided through four steps to complete the email.
Step 1: Select Recipients
(1) Send to All Recipients (toggle): Enables or disables sending the email to all recipients in the system. By default, this is set to All, but in many cases you’ll want to use the Filters option to narrow the recipient list.
(2) The Recipient List (grid) displays all eligible recipients with the following columns:
First Name / Last Name: The member’s name as stored in CourtReserve.
Gender: The gender listed on the member profile.
Member Group(s): Any groups the member belongs to.
Email: The recipient’s email address.
Membership: The membership type assigned.
(3) Checkboxes (left side): Allows you to select or deselect individual recipients.
(4) Search Recipient (top right): Search for a specific member by name or email.
(5) Filters (top right): Use filters to narrow down your recipient list when sending an email. Learn more about each filter option here.
(6) Additional Recipient(s): A text field where you can type or paste additional email addresses (separated by commas). Useful for including non-members or external contacts.
Note: CourtReserve limits the number of email addresses that can be added in the Additional Recipient(s) field to 200 characters. This field is intended for admins to add a few extra addresses (for CCs or testing), not for bulk emailing non-members.
To comply with anti-spam regulations such as the CAN-SPAM Act (U.S.) and CASL (Canada), and to prevent misuse, CourtReserve scaled back this limit. Bulk emails must only be sent to recipients who have opted in to receive them.
(7) CC the Following System User(s): Allows you to select one or more CourtReserve system users to be copied on the email.
(8) When finished, click Next (bottom right) to move to the next step, or click Save Draft (top right) to save your progress in the Drafts tab.
Step 2: From and Reply To
From Name
This is the name that will appear in the recipient’s inbox as the sender of the email.
Example: If the From Name is set to North Star Racquet Club, that’s what recipients will see in the “From” field of their email client.
Reply To
This determines the system user that replies will be directed to if a recipient responds to the email.
In short: From Name controls who the email looks like it’s from, while Reply To controls who actually receives the replies.
Step 3: Subject Line
Subject (required field):
This is where you enter the subject line that recipients will see in their inbox.
Example shown: “Exciting December Membership News!”
This subject line is important because it’s the first thing members see—it directly affects whether they open the email.
Here is an example from a recipient's inbox:
Step 4: Create Email Content
Click Design Email to begin adding content to the body of your email.
If your organization has saved templates, users can choose from the following options:
Design From Scratch: Create an email without using any pre-existing template content.
Select Template: Use a saved template as a starting point before adding additional email content. Learn more about templates here.
Click Continue to open the email editor and begin adding content. The editor uses a drag-and-drop design, where you add rows into the layout and then fill them with content blocks. Be sure to preview the mobile view of your email and use merge tags (like First name) to personalize your message. When finished, click Save in the upper right.
For more detailed help on designing the email content, see the Advanced Email Editor article here.
To attach a file to the email, click Select File at the bottom of the page.
Send Test Email
After you’ve added content to your email, a Send Test Email link will appear to the right of the Edit Design button. Clicking this allows system users to select multiple system users to receive the test, as well as type in additional recipient emails in the following field. Once ready, click Send to deliver the test email. This feature is helpful for reviewing layout, checking personalization, and ensuring everything looks correct before sending it to your full audience.
The Create Email information and any attached files will be auto-saved for this email. Email content will be saved when the Save button is clicked within the email builder. If a user leaves the page without sending the email, it will remain in a draft state, allowing it to be completed and sent at a later time.
Sending or Saving an Email
Once all steps are complete, choose one of the following options to proceed:
Save as Draft: Select Save as Draft to store your email in the Drafts tab. You can return later to review, edit, and send when ready.
Send Email: If Send Email is selected, a confirmation window will appear showing the total number of recipients and two delivery options:
Send Now: Sends the email immediately to all selected recipients.
Schedule Email: Allows you to set a specific Send Date and Send Time.
After scheduling an email(s), users can manage the email from the Scheduled Emails tab.
Details on Filter Options for Recipients
Use filters to narrow down your recipient list when sending an email. The filter options are as follows:
Member Group(s): Filter recipients by selecting one or more specific member groups.
Membership Type(s): Filter recipients by selecting one or more specific membership types.
Current Membership Status: Include recipients with an Active, Inactive, or All membership status.
Gender: Filter recipients by selecting either Male or Female.
DUPR Doubles From/To: Filter recipients based on a minimum and maximum range for DUPR Doubles ratings (if DUPR integration is enabled).
DUPR Singles From/To: Filter recipients based on a minimum and maximum range for DUPR Singles ratings (if DUPR integration is enabled).
Custom Rating(s): Filter recipients by selecting specific values from the custom ratings in the organization.
Reservation/Event Start Date/Time & Reservation/Event End Date/Time: Filter recipients based on their times and dates for at reservations.
Click Clear All to clear all currently applied filters from the recipient list.
Once all necessary filters have been selected, click Apply Filters to display the filtered recipient list to the email recipients.
In this example, CourtReserve will pull recipients with an active membership status in the three selected membership types.
USER PERSPECTIVE
Selected recipients will receive the customized email as designed. Two examples are below:
