Emailing your participants
Need to tell every family something, such as the run moving because of the weather, or a reminder that donations close on Friday? Email everyone in the event at once from its Messages page. Only Admins can send messages.
Sending a message
- In the event's menu, choose Messages, then New Message.
- Choose who it's for in Send to: All participants, Participants who have received donations (say, a thank-you), or Participants who haven't received donations (a gentle nudge). Each choice shows how many addresses it reaches, and cash and check gifts count as donations. On Premium, you can also choose All volunteers, or one role's volunteers (see Managing your volunteers).
- Write a Subject and your Message. It's plain text: leave a blank line between paragraphs, and any web address you include becomes a link.
- Choose Send a Test to Me to see exactly what families will get, in your own inbox.
- When it looks right, choose Send and confirm.
Who gets it
- Every active participant in the group you chose who has an email address (a parent's or guardian's). See Parent and guardian emails.
- Each address gets one email, even if several children share it. A family with two runners gets one message naming both.
- The page shows how many addresses it will reach, and how many participants have no email address.
Messages come from Fun Run Fundraiser on behalf of your organization, and replies go to your organization's contact email (in Settings).
After you send
A message goes out over the next few minutes; a long list takes a little longer. The Messages page lists every message sent for the event, who sent it, and how many it has reached. An address that can't be delivered to is tried a few times and then shown as undelivered.
Tip: Keep messages short and occasional. Families are more likely to read the one that says the run has moved if they haven't had five others that week.