Sending Email Notifications to Your Groups

Learn how to create and send email messages to your organization's groups, judges, and event participants.

Before You Begin

Make sure you have:

• Organization Contact access or higher
• At least one group or judge in your organization (to have recipients)
• The message content you want to send

Steps to Send a Message

1. Access Organization Messaging

1. Navigate to your organization
2. Click Messaging in the main navigation
3. The compose form appears automatically

2. Write Your Message

Subject Line

• Enter a clear, descriptive subject in the Subject field
• Keep it brief but informative (e.g., "Schedule Update for March 15 Event")

Message Body

• Type your message in the Email Body field
• Use the formatting toolbar to:
• Make text bold or italic
• Create bulleted or numbered lists
• Add links
• Insert images

3. Add Attachments (Optional)

1. Locate the Attachments section below the message body
2. Either:

• Drag and drop files onto the upload area, or
• Click the upload area to browse for files

1. Uploaded files appear in a list above the upload area
2. To remove an attachment, click the file name and select remove

Supported file types: Documents, PDFs, images, and other common file formats.

File size: Keep attachments under 5 MB each for best results.

4. Select Recipients

Before sending, you must select at least one recipient group. See Select Recipients for detailed instructions.

The Recipients panel on the right shows your current selections:

• Groups - Group admins and/or staff members by group type
• Judges - Judges by group type
• Events - Participants at specific events

5. Send Your Message

1. Review your subject, message, and recipient selections
2. Click Send Message
3. A confirmation appears when the message is queued for delivery

Message Delivery

Messages are queued and sent in batches. Delivery timing depends on the number of recipients, but most messages arrive within a few minutes.

Note: Recipients receive the email from your organization's configured email address. They do not see who on your staff sent the message.

Validation Requirements

The system validates your message before sending:

Tips for Better Messages

Subject Lines

Message Content

• Lead with the most important information - Recipients may skim long messages
• Use formatting sparingly - Too many styles make text harder to read
• Include action items - Tell recipients what you need them to do
• Add contact information - Let recipients know how to reach you with questions

Attachments

• Use descriptive file names - "2024-Spring-Schedule.pdf" is better than "schedule.pdf"
• Keep file sizes reasonable - Large files may be slow to download
• Mention attachments in your message - Some email clients hide them

Troubleshooting

Message won't send

1. Check that you've entered a subject line
2. Verify the message body isn't empty
3. Confirm you've selected at least one recipient group

Attachment upload fails

1. Check your internet connection
2. Verify the file is under 5 MB
3. Try a different file format if the type isn't supported

Recipients didn't receive the message

1. Check the Past Messages view to confirm it was sent
2. Ask recipients to check their spam/junk folder
3. Verify the recipient has a valid email address in their account

Related Articles

• Select Recipients
• View Past Messages
• Manage Email Addresses