Email Attendees or Waitlist

Emailing Event Attendees and the Waitlist

Overview

Admins can send a formatted email, including links and images, to the Customers signed up for an Event or Clinic, or to the Customers on that Event's Waitlist. This is useful for last-minute updates such as schedule changes, location reminders, Promo Codes, or alternative Open Play options.

Open the Email Composer

Email Event Attendees

1. Navigate to the Event you want to message.
2. Open the attendee list (Manage Customers).
3. Click the Email button.

Email the Waitlist

1. Navigate to the Event you want to message.
2. Open the Waitlist panel.
3. Click the Email button above the Waitlist list.

The Email button only appears when the Waitlist is not empty. If the button is disabled, none of the Waitlisted Customers have an email address on file.

Choose Who Receives the Email

The composer opens as Email to Attendees or Email to Waitlist. The Edit Recipients panel is selected by default and includes everyone with an email address on file.

1. Click Edit Recipients to expand the recipient list.
2. Use Select all to include or exclude everyone at once.
3. Check or uncheck individual recipients as needed.

Only Customers with an email address can be selected. A Customer with no email on file appears in the list but cannot be selected.

Write the Subject and Message

1. Enter a Subject.
2. Write the message under Body using the editor tools.

The editor supports bold, italic, and underline text, font size, left/center/right alignment, bulleted and numbered lists, links, and images uploaded as JPG or PNG.

Keep image files small. Large images load slowly in email.

Send a Copy to the Company Email

If the Club has a company email configured, the composer shows a BCC company email checkbox with that address.

• Leave it enabled to send a copy of the email to the company email address.
• Turn it off if no copy is wanted.

Send the Email

Click Send. A confirmation shows how many recipients received the email.

Check the recipient count at the top of the Edit Recipients panel before sending to a large group.

Common Issues

• The Email button is missing or greyed out on the Waitlist: The Waitlist is empty, or none of the Waitlisted Customers have an email address on file.
• Fewer recipients received the email than expected: Skipped recipients are usually missing an email address, or they were unchecked in Edit Recipients before sending.
• A Customer cannot be selected as a recipient: That Customer's Profile has no email address. Add one to the Profile, then reopen the composer.