This feature is available for the following products:
(Note: If you have issues with a player not receiving emails or bounced emails, please review the article "Players not Receiving Emails.")
A great way to communicate with your players is via email. When managing your emails, you can:
Compose professional-looking emails using a rich text editor.
Include all or a subset of players in the recipient list.
Include Managers and non-players in the recipient list.
Include individuals from your Contact List.
Include one or more attachments.
Create and save email templates to be used for future emails.
View the Email Delivery Report to ensure emails were received and identify those that were not. If you have players who are not receiving emails, Click Here for more details.
In this article, we will discuss how you can compose and send emails to your players as well as manage email templates.
Accessing the Email Center:
To send and manage your emails, go to one of the following:
Customer Center (Master Roster) Email Center: When you'd like to send emails (not specific to any event or league) to players on your Master Roster, go to your Customer Center > Master Roster > Manage Emails.
Event/League Email Center: When you'd like to send emails specific to an event or league, go to the Manager Site for that event/league then Golfers > Manage Emails.
Round Email Center: When you'd like to send emails to players in a specific round of an event/league, go to Rounds > Manage Emails.
When accessing any of the email centers (shown below), you can compose a new email, view the Email Delivery Report, view the 10 Day history of emails, updated suppressed emails, view and edit templates, and view a summary of sent emails.
Sending Emails:
To compose and send a new email, follow these instructions:
Go to one of the email centers discussed above.
Click "Compose Email".
Select the email recipients. Note: When sending emails, each recipient will receive an individual email and cannot see other recipients. You can choose:
None: Do not send to any golfers on your roster.
All Golfers: Depending on the email center you are in, you can send to all golfers in your Master Roster, Event/League, or Round.
Specific Golfers: Select the specific golfers that you'd like to add to the recipient list. Players that cannot be selected either do not have an email address or have unsubscribed from the emails.
Filter Recipients: Create one or more filters to create a recipient list that meets the appropriate parameters. These filters include custom fields, age, handicap gender, and division.
Attending Roster (Available only in the Round Email Center): Send an email to only the players who are confirmed as attending in the Round Roster.
Not-Attending Roster (Available only in the Round Email Center): Send an email to only the players who are confirmed as not attending in the Round Roster.
Others From Contact List: Select contact or a distribution list for your contact list:
All Contacts: Send to all the contacts on the Contact List.
Specific Contacts: Manually select the specific recipients in the Contact List.
Distribution List (Event/League Only): Select a distribution list as the recipients. To select multiple distribution lists, click the "+" button and choose the additional distribution list.
CC any additional email addresses that may be stored as a custom field in the roster. For instance, the primary email address may be the player's personal email address. However, if you also have their work email address stored as a custom field, you can CC their work email address. Another scenario of CCing custom field email addresses would be when the player is a junior and you would like to send an email to the mother and father's email address. Click Here for more details on storing multiple email addresses for a player.
BCC any Customer or League/Event Managers.
Select the Reply-To recipients. Whoever is selected, will receive any replies to the email being sent. By default, this will be your Communication Officer.
Include the email addresses of any non-players or non-managers who you'd like to add to the recipient list.
Compose and format the email using the rich text editor. Data fields are available (on the right) to be included in the email.
Upload one or more attachments (if necessary).
Include the Round Invitation (if using Round Signups and sending an email within a round).
Review the email summary below the drafted email to ensure the email will be sent to the correct recipients.
Click "Refresh Preview" to preview the email before sending. The preview will be available below the email summary
If you'd like to save the email for future use, click "Save as Template" (Templates are discussed later in this article).
Review the number of recipients next to the send button to ensure this is the correct number of recipients. If the number is incorrect, review your recipients as outlined in steps 3 & 4 above.
Click Send when the email is ready to be sent.
Below is an example email draft.
This email draft above is being emailed to all players in the event, all of the managers, the general manager, and the superintendent of the golf club.
Also notice that the "First Name" data field is included in the body of the email.
Managing Templates:
If you send emails frequently that include the same content, you can create templates to be used for future emails, thus removing the need to create new emails from scratch every time.
To do this, compose a new email using the instructions in the previous section and click "Save as Template" (as shown below).
After saving the template, it can be accessed and used by going to the Email Center and clicking "New Email from Template" (as shown below).
From there, you can make any changes to the template and either save the template again or send to the selected recipient list.
Viewing Email History:
The email summary page (shown below) will display the past emails that have been sent.
You can view the email subject, number of recipients, # of opens/clicks/errors, and the time the email was sent. If any emails failed to send, you can attempt to resend the email to the recipients who originally failed to receive the email (as shown below).
You can also use the following email history tools:
Email Delivery Report: This reporting tool allows you to filter and find emails sent to individual players. You can view the email content, delivery status, and see if the player/manager opened the email. Click "Email Delivery Report" in any of the email centers to access this tool. Click Here for more details.
10 Day History: Quickly filter and find emails that were sent in the past 10 days. Click "10 Day History" in any of the email centers to access this tool.
Searching Emails and Email Templates:
If you are trying to find a previously sent email or template, you can use the search feature. This feature will help you narrow down your available templates or previously sent emails to quickly find the one you are looking for.
To use the search feature, go to Golfers > Manage Emails. In the search bar start typing a unique word or phrase from the email subject line or template name you are looking for. As you search, results will be displayed below the search line. When you see the template or email you are looking for, select it from the list (as shown below).
Managing Email Unsubscribes:
Players can unsubscribe from the following emails:
Emails sent from the Master Roster (Customer Center > Master Roster > Manage Emails)
Emails in an event/league sent from Golfers > Manage Emails
Marketing Campaign emails
When they receive emails from any of the sources above, they will have an option to unsubscribe at the bottom of the email (as shown below).
When unsubscribing, they will no longer receive emails from all three of the sources listed above. However, they will still receive event/league emails sent from Rounds > Manage Emails.
You can view your players email subscription status for the roster (as shown below).
To view the email subscription status in the roster, follow these directions:
Master Roster: In the Customer Center, go to Master Roster > View Master Roster. On the left panel click "Fields" and check the box for "Email Subscription." The field will be added to your roster, and you can see who has unsubscribed
Event/League Roster: Go to Golfers > Event/League Roster. On the left panel click "Fields" and check the box for "Email Subscription." The field will be added to your roster, and you can see who has unsubscribed (as shown below).
For details on resubscribing players, Click Here.
Player Not Receiving Emails:
There are several reasons a player might not be receiving an email:
Email address misspelled
Emails going to spam
Golfers has Unsubscribed to email
Email has been suppressed by Golfers email provider
For more assistance with troubleshooting why a player is not receiving emails, Click Here.