Sending SMS Messages

Learn how to compose and send SMS text messages to groups during your event.

Composing a Message

Write Your Message

Navigate to Messaging from your competition
Type your message in the large text area on the left side of the page
Your message can be up to 1600 characters

Your organization's initials are automatically added to the beginning of every message. For example, if your organization initials are "NJBA", your message "Performance times have been delayed by 30 minutes" will be sent as "NJBA: Performance times have been delayed by 30 minutes".

Using Saved Messages

Click Use Template to insert a pre-written message:

Click the Use Template button below the message field
Browse or search for the message you need
Click a message to insert it

The saved message content is inserted at your cursor position. You can:

Add text before or after the template
Edit the inserted text
Combine multiple saved messages

If no saved messages appear, your organization hasn't created any yet. Saved messages are created in Settings > Saved Messages.

Selecting Recipients

Before sending, select who should receive your message using the options on the right side of the page:

Divisions

Click on division names to select or deselect them. Selected divisions appear highlighted. All group staff with phone numbers in the selected divisions will receive the message.

Groups

Click Select Groups (or Manage Groups if groups are already selected) to choose specific groups instead of entire divisions. This opens a selection modal where you can browse groups by division and round.

Custom Lists

If your organization has custom contact lists, they appear under "Custom Lists". Click to select lists you want to include.

Always Included

Some contact lists are configured to always receive event messages. These appear under "Always Included" and cannot be deselected.

BAND App Integration

If your organization uses the BAND App, select communities under "Post to BAND" to cross-post your message.

Sending Your Message

Review your message text
Verify your recipient selections are correct
Click Send Message

Confirmation

You'll see a confirmation when the message is sent. If something goes wrong, an error message explains the issue.

Validation Checks

CompetitionSuite validates your message before sending:

Message cannot be empty
Message cannot exceed 1600 characters
At least one recipient selection is required (division, group, or custom list)

If you select only custom lists without any divisions or groups, you'll be asked to confirm before sending.

After Sending

Message History

Your sent message immediately appears in the Message History section below the compose area. The history shows:

Sender - Who sent the message (with email link)
Date/Time - When the message was sent
Message Content - The full message text
Recipients - Labels showing which divisions, groups, or lists received the message

Delivery

Messages are queued and sent within moments. Recipients with valid phone numbers who have SMS notifications enabled will receive the text message.

Tips for Effective Messaging

Keep Messages Concise

SMS messages should be brief and actionable. Include:

What changed or what action is needed
Relevant time or location information
Where to go for more details if needed

Use Consistent Formatting

Consider establishing a format for different message types:

Schedule changes: "SCHEDULE UPDATE: [division] now performing at [time]"
Delays: "DELAY: Competition delayed by [duration]. New start time: [time]"
General announcements: "[Topic]: [Brief message]"

Test Before the Event

Send a test message to yourself or a small group before competition day to verify everything works correctly.

Plan Your Messages

Create saved messages for common scenarios before the event:

Weather delays
Schedule changes
Awards ceremony announcements
Emergency notifications

Troubleshooting

"No one will receive this message!"

You haven't selected any recipients. Choose at least one division, group, or custom list.

"The message provided is empty!"

You need to type a message before sending.

"The message provided is too long!"

Your message exceeds 1600 characters (including your organization initials). Shorten the message.

Message not appearing in history

Refresh the page if your sent message doesn't immediately appear. If it still doesn't show, the send operation may have failed - check for error messages and try again.

Recipients didn't receive the message

Common reasons:

Recipient doesn't have a phone number on their account
Recipient has SMS notifications disabled
Phone number is invalid or incorrectly formatted
Message was filtered by carrier (rare)