Mailings to families by filters
How to send a message only to the families you need (by team, status, debt, a subscription ending, birth year or the player form), count the recipients first, and then see who has read it.
Für: Manager, Inhaber
A mailing is a message to families picked by filters: only those who owe money, only those whose subscription ends this week, or only the children born in 2015–2016, say. It arrives like an announcement: in the parent portal, as a push and in the club's messenger, in each family's own language.
Who can
Managers, support and the owner, on the website and in the app (from version 1.19: Messages → New → Mailing; there the number of families is counted as soon as you change the filters). Parents get mailings in the app as announcements. The club needs the parent portal. Coaches write announcements to their teams.
Send a mailing
Open Messages and click + New → Mailing (or the Mailings tab on the announcements page). Once sent, you're back in Messages: the mailing shows there as a card with its filters and "Read by N of M"; Filters → Type can show mailings only.
Under To, pick the filters. The mailing goes to whoever matches all of them at once:
- Teams: none ticked means every team;
- Status: Active, On trial, Subscription frozen, Archived; none ticked means everyone but the archive;
- Only those who owe and Subscription ends (within 7, 14 or 30 days), if the club keeps its finances here;
- + filter: Year of birth (from … to …), Form with consents (Not filled in, Out of date, Filled in) and Only families without the app on a phone.
Click Count recipients. You'll see, for example, "18 families will get it (21 children)." If some children have no parent in the portal, a warning shows with a Who hasn't joined yet link.
The Message block appears: a Title (up to 120 characters) and the Text (up to 2,000). If you like, add Translations, your own or automatic, only in the languages your recipients read.
Click Send and confirm. The recipients are counted once more at the moment of sending.
Who has read it
Below the form, Mailings sent lists each one with its title, text, filters, author and date, the languages, and a Read by 12 of 18 link. That opens Who read it and Not read yet, with phone numbers and messengers so you can reach those who haven't.
A mailing counts as read when the parent opens the child's page in the portal.
Tips
- The filters are kept in the page address: bookmark it, as "U-10 debtors" say, and next time just click Count recipients.
- Form with consents → Not filled in is a handy way to chase the player form; Out of date reaches those who filled in an old version.
- Only families without the app get the mailing in the messenger and the portal: that's how you reach those who don't see pushes.
How it differs from an announcement
| Announcement | Mailing | |
|---|---|---|
| Who writes it | a coach to their teams, a manager to anyone | managers and above |
| To whom | a team, a session, a tournament or the whole club | by filters |
| Before sending | — | you see how many families will get it |
| Recipients | follow the team rosters | fixed at the moment of sending |
For parents, the two look the same.
FAQ
Does a mailing go by email?
No. Mailings, like announcements, arrive in the parent portal, as a push in the app, and in Telegram if the club sends reminders and the parent has connected it.
"No family with the portal matches these filters"
Nobody matches the filters, or those children's parents haven't accepted their portal invitation yet: Invite parents.
How do I delete a mailing?
Remove next to it in the list of mailings sent. Parents won't see it in the portal any more, but pushes already on their phones stay there.