Selecting Message Recipients

Control exactly who receives your event messages by combining divisions, individual groups, custom lists, and BAND App communities.

Understanding Recipient Options

The right side of the Messaging page displays all available recipient options. You can combine multiple selection types - recipients from all your selections receive the message.

Selecting by Division

The Divisions section shows all divisions with performances in the current competition.

How to Select Divisions

1. Find the division you want in the list
2. Click the division name to select it (it becomes highlighted)
3. Click again to deselect

When you select a division:

• All groups performing in that division receive the message
• Staff members associated with those groups who have phone numbers on file will get the SMS

Multi-Round Divisions

Divisions with multiple rounds (Prelims, Finals, etc.) show each round as a separate option:

• "Scholastic A - Prelims"
• "Scholastic A - Finals"

Select specific rounds to target only groups in that portion of the competition.

Selecting Multiple Divisions

You can select any number of divisions. Each selection adds to your recipient list - there's no limit.

Selecting Specific Groups

For more precise targeting, select individual groups rather than entire divisions.

How to Select Groups

1. Click Select Groups (or Manage Groups if groups are already selected)
2. The Group Selection modal opens
3. Browse groups organized by division and round
4. Click a group to select it (it becomes highlighted)
5. Use the search box to filter by group name
6. Click Save Selection when finished

Selected Groups Display

After saving, your selected groups appear under the "Groups" section on the main page. Each group shows as a highlighted item.

Changing Group Selections

Click Manage Groups to modify your selections at any time. Previous selections are remembered when you reopen the modal.

Using Custom Lists

Custom contact lists let you message people beyond group staff, such as:

• Volunteer coordinators
• Venue contacts
• Board members
• Equipment managers

Available Lists

Custom Lists appear if your organization has created them. There are two types:

Optional Lists - Standard contact lists you can select or deselect.

Always Included Lists - Lists configured to receive every event message. These appear under "Always Included" and cannot be deselected.

Selecting Custom Lists

Click on a list name to select it. Selected lists appear highlighted. Click again to deselect.

Who Receives the Message?

Contacts on selected custom lists who have:

• A phone number on file
• SMS notifications enabled

Contact list membership is managed in People > Contacts in your organization settings.

BAND App Integration

If your organization uses the BAND App, you can cross-post messages to BAND communities.

Selecting BAND Communities

1. Available BAND communities appear under "Post to BAND"
2. Click a community name to include it
3. Click Manage Bands to add or remove communities

Setting Up BAND Integration

Click Select Bands (if no bands are configured) or Manage Bands to open the BAND App Selection modal:

1. Search or browse available BAND communities
2. Click to select communities you want to use
3. Click Save Selection

Selected communities are saved for future messages in this event.

How BAND Posts Work

Messages to BAND are posted as announcements in the selected communities. Members of those BAND communities see the message in their BAND App.

Combining Selection Types

You can use any combination of selection methods:

Recipients are combined - a person won't receive duplicate messages even if they appear in multiple selections.

Recipient Validation

Minimum Requirements

You must select at least one:

• Division
• Group
• Custom List

If you only select custom lists without any divisions or groups, CompetitionSuite asks you to confirm before sending.

Warning: No Recipients

If your message would reach no one (because selected groups have no staff with phone numbers), you'll see a warning before the message is sent.

Tips for Effective Targeting

Use Divisions for Broad Announcements

Select divisions when your message applies to everyone performing in that class - schedule changes, warmup announcements, results availability.

Use Groups for Specific Updates

Select individual groups when you need to reach just one or a few units - special circumstances, individual schedule changes, contest clarifications.

Use Custom Lists for Non-Performers

Custom lists are ideal for people who aren't associated with performing groups - volunteers, vendors, judges, board members.

Combine for Complex Scenarios

Example: "Finals divisions plus the judge coordinator list" ensures all finalists AND judging staff receive important announcements.

Troubleshooting

Division not appearing

• The division may not have any performances added yet
• Check that groups are scheduled in that division for this competition

Group not appearing in selection

• Groups must have performances scheduled in this competition
• Check the Event Setup > Performances page

Custom list not appearing

• Custom lists are created in organization settings, not per-event
• Contact your organization administrator to create new lists

BAND community not appearing

• BAND integration must be configured for your organization
• Previously selected bands may have been removed from your BAND account

Related Topics

• Sending SMS Messages
• Event Messaging Overview
• Creating and Managing Custom Lists