Select Email Recipients

Choose who receives your organization messages by selecting from groups, judges, and event participants. You can combine multiple recipient types to reach exactly the audience you need.

Recipient Categories

The Recipients panel (on the right side of the compose screen) offers three ways to target your message:

Selecting Group Recipients

Target groups based on their group type (e.g., "Winter Guard," "Percussion," "Concert Band").

Steps

1. In the Recipients panel, click the gear icon next to Groups
2. A selection menu appears listing all your group types
3. For each group type, choose one of:

• Admins Only - Only group administrators receive the email
• Admins & Staff Members - All staff members plus administrators

1. Click outside the menu to close it

Include Inactive Groups

By default, only active groups receive messages. To include inactive groups:

1. Select at least one group type
2. Check Include Inactive Groups below the Groups section
3. Both active and inactive groups of the selected type(s) will receive your message

When to use this: Useful for membership renewal reminders or announcements about upcoming seasons.

Selected Groups Display

Your selections appear below the Groups section:

• "Winter Guard Group Admins"
• "Percussion Group Admins & Members"

Selecting Judge Recipients

Target judges associated with specific group types.

Steps

1. In the Recipients panel, click the gear icon next to Judges
2. A selection menu appears listing all your group types
3. Click each group type whose judges should receive the message
4. Selected items show a checkmark
5. Click outside the menu to close it

Example Use Cases

• Send judging training information to all "Winter Guard" judges
• Notify "Percussion" judges about updated scoring rubrics
• Announce a judges' meeting to all judge categories

Selecting Event Recipients

Target people associated with specific events - both upcoming and past.

Steps

1. In the Recipients panel, click the gear icon next to Events
2. A selection menu shows Upcoming Events and Past Events
3. Use the Filter Events search box to find specific events
4. Click an event name to expand its options
5. For each event, select one or more of:

• Admins Only - Group administrators registered for the event
• Admins & Members - All staff from registered groups
• Judges - Judges assigned to the event

1. Click outside the menu to close it

Event Filtering

• Type in the search box to filter events by name
• Up to 5 events display in each section (upcoming/past)
• Use more specific search terms to find events not shown in the initial list

Event Recipient Options

Note: Each option is mutually exclusive per event. Selecting "Admins & Members" deselects "Admins Only" for that event.

Combining Recipient Types

You can select recipients from multiple categories. For example:

Scenario: Announce a schedule change affecting one event

• Select the specific event under Events > Admins & Members
• Select the event under Events > Judges

Scenario: Send a membership renewal notice

• Select all group types under Groups > Admins Only
• Check "Include Inactive Groups"

Scenario: Announce new scoring rubrics

• Select relevant group types under Judges
• Select relevant group types under Groups > Admins Only

Understanding Who Gets the Email

When you select recipients:

1. The system compiles a list of unique email addresses
2. Each person receives one copy even if they appear in multiple selections
3. Messages go to the primary email address on each account

Examples

No Recipients Selected

If you try to send without selecting recipients, you'll see:

"You must select some recipients!"

Return to the Recipients panel and make at least one selection before sending.

Tips

Target Wisely

• Use Groups for organization-wide announcements not tied to a specific event
• Use Judges for training materials, policy updates, or judge-specific information
• Use Events for event-specific logistics, schedules, and updates

Check Your Selections

Before sending, review the Recipients panel to confirm:

• The correct group types are selected
• The correct recipient level (Admins Only vs. Admins & Members) is chosen
• All relevant events are included

Avoid Duplicate Sends

If someone is both a group admin and a judge at an event, they'll only receive one copy. You don't need to worry about sending duplicates.

Related Articles

• Compose and Send Messages
• Organization Messaging Overview
• Managing Groups