INTRODUCTION
Feature Summary: Use the Email Players feature to send custom, one-time messages that are not tied to system-generated notifications. This allows you to communicate important updates, announcements, or reminders directly to your players.
Use Cases:
Announce upcoming tournaments, clinics, or events.
Notify players about temporary facility closures or schedule changes.
Share special promotions or club news.
Welcome new players with a personalized onboarding message.
In This Article
SETUP REQUIREMENTS
Log in to the admin dashboard.
Go to the side menu and click MEMBERS > EMAIL PLAYERS.
Configure the message (see below).
Click the Send Emails button.
Configuring an Email Message
At the top of the page, the From Name field is auto-filled. Go to the two required fields and add information:
Click the Reply To field and select one email address. System users can add a CC address later.
Enter text in the Subject line.
Writing a Message
Go to the text field and enter the email message. Use the toolbar to format text or insert a link. Optionally, click the Select file button to add documents or images to the message.
Filter the Recipients
System users can use one or more filters to narrow the list of recipients.
Groups - If players are organized by groups, use this field to select one or more groups for this message. Otherwise, leave the field blank to enable the default ALL option.
Memberships - Click this field and create a mailing list according to membership type. For instance, a system user could send a message to every player with a Full Member plan. Players with a different plan (e.g. Family) would not receive this message. Otherwise, leave the field blank to enable the default ALL option.
Include Active / Inactive players - Check one or both boxes to Include only Active Players or Include only Inactive Players. If both boxes are unchecked, CourtReserve sends all members (active and inactive) the message.
Filter Players By Family Roles - Send the message to players with a specific family role (e.g. parent).
Filter Players By Gender - Select male or female. The default setting is ALL.
Tennis / Pickleball - Click a field and send the message to players with a specific rating level. Choose one or more rating levels or leave the field blank to include all.
Reservation/Event Start & End dates and times - Include players with a facility booking or event registration that starts or ends by a specific date.
Click Filter Players each time to update and refresh the list of players to email based on your selected filters.
Next, use the Send Email checkbox(es) to select the specific players who will receive the email.
Select Recipients and Send
The Selected Email Recipients list shows the eligible players based on the enabled filters. Check the box for each name that should receive the message, or optionally check the Select All box.
Additional Recipients
Optionally, at the bottom of the screen, system users manually can add other players to the mailing list and one or more system users to the mail-out as CCs.
After finalizing and selecting recipients, system users can send the email by clicking Send Email.
Examples of Additional Recipient Filtering Options
When a system user adds or removes a filter, CourtReserve adjusts the Selected Email Recipients list near the bottom of the page. In the screenshot below, the system user unchecked both the Include Active Players and Include Inactive Players box, so both Active and Expired members are included for this Club.
Finding Players Without a Rating
Optionally, the system user can click the Tennis or Pickleball fields and select the No Rating option. CourtReserve displays a list of players with No Rating. A system user could contact these players and ask them to update their profiles.
Email History
After sending an email using Email Players, system users can view details of previously sent messages by clicking Email History. This section provides a record of past emails along with delivery metrics.
Email History Fields:
Subject: The subject line of the email that was sent.
Message: A snippet of the email content.
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.
Date: The date and time when the email was sent.
Sent By: The name of the system user who sent the email.
When a specific email is selected from Email History, users can 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:
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.
Duplicating Emails
After an email has been sent, admins will be able to duplicate the content from this sent email. When clicking View Email History, a Duplicate button will be on the table displaying sent emails.
A Duplicate Email button can also be found when viewing the details of a sent email.
VIDEO TRAINING
Click here to watch the section of the Communication: Overview video that covers the information in this article.