Messages: getting started

The whole picture

Click Messages in the left sidebar. The page has three tabs: Compose to email people already on your events, Activity to see how your emails did, and RecruitingPro to email college coaches who haven't worked for you yet.

Email your staff

1. Choose recipients. Click Choose recipients…. A panel slides out with two tabs, Officiating group and Event Staff (Day-of Staff & Coaches). Set your filters (see Who you can email), check the count, for example "This will message 24 people with the current filters.", and click Use these recipients.
2. Check who's on it. The banner reads "This email will be sent to 24 recipients." Click View 24 recipients to see the names. Want a colleague to see it too? Click Add Cc. Each Cc address gets one copy, with "[Cc]" in the subject.
3. Write it. Add a Subject, then write in Email body. The toolbar has bold, italic, underline, lists, text size, color and Link. ＋ Insert Event Details link adds a link to your event's details page, handy for confirmed staff.

   Stuck? Click Help me write this, tell Teddy the gist, for example "Reminder to confirm availability for Saturday's tournament", and click Draft it. You can edit what he writes.
4. Attach files (optional). Click Add files. Up to 15 MB per file and about 18 MB in total. For anything bigger, put a link in the message instead.
5. Send a test. Click Send test email. It goes to your own inbox with "[TEST]" in front of the subject, so you can check links and layout.
6. Send it. Click Send email, check the confirmation ("This email will be sent to 24 recipients… Continue?") and click Continue. You'll see "Sent to 24 recipients." If any failed, it says how many.

   Type {{first_name}} and each person sees their own first name ("Hi Jordan"). If we don't have a first name, it reads "there".

Who you can email

There's no "everyone" status on purpose, so a note meant for confirmed staff doesn't reach people you turned down. Need two groups? Send two emails.

See how your emails did

Open the Activity tab. Each send shows its date, subject, and how many were sent and failed. Filter by Last 7 / 30 / 90 days or All time, and by Sent OK, Some failures or All failed. Click a send to see what you wrote and what happened to each person.

Recruit college coaches

RecruitingPro lets you email college coaches in the Tourney Direct network, not just people already on your events. Search by division, conference, program, position and sport, then invite them to your event's interest page. It's the RecruitingPro tab.

1. Get access. RecruitingPro comes with a subscription for your organization, and everyone on your team gets it. If your organization doesn't have it yet, clicking the tab tells you how to reach us. Email info@tourneydirect.com to add it.
2. Find coaches. Under Find coaches to recruit, pick at least one of Division, Conference or Program, then narrow it with Position title, Coach type (Men's or Women's) and Sport. Click Apply filters. Every filter must match, so add filters to get fewer coaches.

   Start typing in Conference or Program and pick from the list. Using the same search often? Name it and click Save current filters, then reload it from Load a saved filter set.
3. Build your To: list. Coaches matching your filters appear under Coaches Found. Click a name, or drag it into the To: box, or use Select All. Only coaches in the To: box get the email.
4. Write it. Pick a template under Start from a template, choose your event next to it, and click Load template. The event's name and interest page link are filled in for you. Or write your own, or click Help me write this, for example "Invite head coaches to my July 20 showcase for a $500 stipend". Writing your own? Click ＋ Insert Interest Page link so coaches can sign up.
5. Send. Click Send recruit email. For 25 or more coaches you'll be asked to confirm first. Or check Schedule for later and pick a time; you can cancel it under Scheduled sends until it goes.

Sending a text instead

For game-day news that can't wait for email, ask Teddy on your event page. He can text your confirmed coaches, checked-in coaches, coaches who haven't accepted yet, or all checked-in staff. He shows you the message and how many people it's going to, and nothing goes out until you click Confirm.

Good to know