COMMUNICATIONS GUIDE

Transcription

1 COMMUNICATIONS GUIDE

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 ADMINISTRATIVE PERMISSIONS... 3 MODES OF COMMUNICATION... 3 COMMUNICATION CUSTOMIZATION Header Logo Footer... 3 Enable EasyAlert... 4 SELECTIONS MENU... 4 COMMUNICATION COMPOSITION & FEATURES... 4 Text Editor... 4 Session Time-Outs During Composition... 5 Turn Off All Communications Feature... 5 COMMUNICATION OPTIONS... 5 Home... 6 Accounts... 7 Registrations... 9 Communication Finances SENT MESSAGES Summary SI Play LLC. All Rights Reserved. Page 2 of 16

3 ADMINISTRATIVE PERMISSIONS The following administrative permissions are required to manage communications. Total Access OR Send EasyAlerts (SMS) from System MODES OF COMMUNICATION The following modes of communication are available through your SI Play Admin Account: Text (SMS) COMMUNICATION CUSTOMIZATION You can customize your league communications by setting a custom header, footer, and enable easyalert. NOTE: It can take up to 10 minutes for changes to appear once you ve applied them to your system. Header Logo The Default Header Logo that that you choose for your Team Websites is also used as your Header Logo in all communications sent through the SI Play system. To set your header logo: 1. Go to Setup > Team Site Settings > Default Header Logo. 2. Designate your Logo Alignment. 3. Under Header Logo, Choose File. 4. Once complete, click Save. Footer A custom footer can be included in your s sent through the SI Play system. NOTE: The footer is shared by everyone in the organization. There is not a way to set up a custom footer per person at this time. To set your footer: 1. Go to Communication > Communication Settings > Footer. 2. In the text field, add the desired information. 3. Once complete, click Save SI Play LLC. All Rights Reserved. Page 3 of 16

4 Enable easyalert The easyalert system allows administrators and assigned team volunteers to send messages delivered by text (SMS) to selected members or teams. Sending an easyalert is an ideal way to broadcast time- sensitive information to your members. NOTE: In order for your parents/volunteers to receive test messages, they must opt into this service. To enable easyalert: 1. Go to Communication > Communication Settings > easyalert settings. 2. Ensure Enable easyalert is selected. 3. Type in the From designator you d like to use. 4. Once complete, click Save. SELECTIONS MENU Understanding the Selections Menu is critical when communicating within your organization. Selections are made by choosing registrations ( ), people ( ), orders ( ), or accounts ( ) from different pages throughout the application. After selecting items, the menu displays the number of items selected. The Selections Menu then allows you to view, send s and texts, export, save and clear those selections all from one location. Items will remain selected after logging out and moving from page to page. NOTE: It is important to always clear your selections menu when you have finished performing your desired task. Click here for more information on the Selections Menu. COMMUNICATION COMPOSITION & FEATURES Text Editor The text editor is a program that allows users to edit text when composing . The text editor offers standard formatting options such as: Paragraph style Font style Text justification Text alignment Bullets Numbering Image insertion 2016 SI Play LLC. All Rights Reserved. Page 4 of 16

5 Link insertion Spell check Session Time- Outs During Composition NOTE: For this instance, session refers to the amount of time spent logged into the SI Play system. Upon logging into your account, your session starts. While composing an , the session will remain active for: 180 minutes for an administrative user. 90 minutes for a volunteer. If this time elapses between interactions in the system, your session will close and you will need to log back in. If you are logged out at any point during composition: 1. Log back into your SI Play admin account. 2. Retrace your steps to select recipients. 3. Upon reaching the Compose page, select the Restore Last Draft icon ( )in the text editor. 4. Resume composition of your communication. Turn Off All Communications Feature When an account has selected the Turn Off All Communications feature, this action can only be reversed by the person who originally enacted this feature. This is done in order to ensure compliance with applicable laws as they pertain to transmissions. If this option is not available, it can lead communications to be reported as spam, which may affect the deliverability of your to all recipients. Allowing users to opt- out of non- transactional communication helps to ensure the highest level of deliverability of your organization s communications. NOTE: The following link provides detailed information regarding the Can- Spam Act: advice/business- center/guidance/can- spam- act- compliance- guide- business COMMUNICATION AVENUES There are several different ways to communicate with members in your organization depending on who you are looking to target. You can send communications via the following locations: Home Accounts Registrations Communications Finances 2016 SI Play LLC. All Rights Reserved. Page 5 of 16

6 Home From the Home page you can communicate with an individual person or specific people. NOTE: If an adult is selected, s will be sent to every address listed for the specific adult(s). If a child is selected, all addresses associated with the people on the account will be ed. To an individual person: 1. Go to Home. 2. Search for the desired recipient. 3. On the right hand side of the screen under Actions, locate the person and click Send Fill out the Subject and Message fields. 5. Check the Send Message Summary box if desired. 6. Once complete, click Send . To specific people: 1. Go to Home. 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Search for the first desired recipient. 4. On the left hand side click the box next to the person s name. You will see a number added next to the People Selection Icon. 5. Repeat Steps 3-4 as many times as needed. 6. Once all recipients are selected, go back to the People Selection Menu > Send Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send . To text an individual person: 1. Go to Home. 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Search for the desired recipient. 4. On the left hand side click the box next to the person s name. You will see a number added next to the People Selection Icon. 5. Go back to the People Selections Menu > Send Text. 6. Compose desired message. 7. Once complete, click Send easyalert. To text specific people: 1. Go to Home. 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Search for the first desired recipient. 4. On the left hand side click the box next to the person s name. You will see a number added next to the People Selection Icon SI Play LLC. All Rights Reserved. Page 6 of 16

7 5. Repeat Steps 3-4 as many times as needed. 6. Once all recipients are selected, go back to the People Selection Menu > Send Text. 7. Compose desired message. 8. Once complete, click Send easyalert. Accounts From the Accounts page you can communicate with the following accounts via Manage Accounts: Active Accounts Currently Registered All Suspended Accounts or Reports: No Orders Incomplete Orders NOTE: s are sent to all addresses associated with the account. To Active Accounts/Currently Registered/All/or Suspended Accounts: 1. Go to Accounts > Manage Accounts. 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Select Active Accounts/Currently Registered/All/or Suspended Accounts. 4. Go back to the Account Selection Menu > View. Deselect any individual(s) you do not wish included in this communication. 5. Once all recipients are selected, go back to the Account Selection Menu > Send Fill out the Subject and Message fields. 7. Check the Send Message Summary box if desired. 8. Once complete, click Send . To text Active Accounts/Currently Registered/All/or Suspended Accounts: 1. Go to Accounts > Manage Accounts. 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Select Active Accounts/Currently Registered/All/or Suspended Accounts. 4. Go back to the Account Selection Menu > View. Deselect any individual(s) you do not wish included in this communication. 5. Once all recipients are selected, go back to the Account Selection Menu > Send Text. 6. Compose desired message. 7. Once complete, click Send easyalert. To No Orders: 1. Go to Accounts > Reports > No Orders SI Play LLC. All Rights Reserved. Page 7 of 16

8 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Select which Session you will be working with. 4. Click in the white space next to each recipient desired. You will see a number added next to the Account Selection Icon. 5. Repeat steps 3-4 as many times as needed. 6. Once all recipients are selected, go back to the Account Selection Menu > Send Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send . To text No Orders: 1. Go to Accounts > Reports > No Orders. 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Select which Session you will be working with. 4. Click in the white space next to each recipient desired. You will see a number added next to the Account Selection Icon. 5. Repeat steps 3-4 as many times as needed. 6. Once all recipients are selected, go back to the Account Selection Menu > Send Text. 7. Compose desired message. 8. Once complete, click Send easyalert. To Incomplete Orders: 1. Go to Accounts > Reports > Incomplete Orders. 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Click in the white space next to each recipient desired. You will see a number added next to the Account Selection Icon. 4. Once all recipients are selected, go back to the Account Selection Menu > Send Fill out the Subject and Message fields. 6. Check the Send Message Summary box if desired. 7. Once complete, click Send . To text Incomplete Orders: 1. Go to Accounts > Reports > Incomplete Orders. 2. At the top of the page, go to the Accounts Selection Menu ( ) > Clear. 3. Click in the white space next to each recipient desired. You will see a number added next to the Account Selection Icon. 4. Once all recipients are selected, go back to the Account Selection Menu > Send Text. 5. Compose desired message. 6. Once complete, click Send easyalert SI Play LLC. All Rights Reserved. Page 8 of 16

9 Registrations From the Registrations page you can communicate with the following registrations via Registration Detail: Active or Inactive Sessions Unassigned Volunteers Unregistered In Waiting List Admitted from Wall List In Shopping Cart or Reports: First Time Registrants Non- Returning Registrants Roster Errors NOTE: If the registration belongs to an adult, s will be sent to every address listed for that registered adult. If the registration belongs to a child, all addresses associated with the family account will be ed. To send from the Registration Detail: 2. Go to Registrations > Registration Detail. 3. Select Session Check the Show Inactive Sessions box if desired. 4. Select desired Division/Team/Type. 5. Select desired Status(es). 6. Select View Report. 7. Go back to the Registration Selection Menu > View. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the Registration Selection Menu > Send Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send . To send text from the Registration Detail: 2. Go to Registrations > Registration Detail. 3. Select Session Check the Show Inactive Sessions box if desired. 4. Select desired Division/Team/Type. 5. Select desired Status(es) SI Play LLC. All Rights Reserved. Page 9 of 16

10 6. Select View Report. 7. Go back to the Registration Selection Menu > View. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the Registration Selection Menu > Send Text. 9. Compose desired message. 10. Once complete, click Send easyalert. First Time Registrants Report First Time Registrants allows you to select the people who registered for a current season but did not register for a prior season. This is a great tool to reach out and welcome these individuals to your league. To first time registrants: 1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registrations > Reports > First Time Registrants. 3. Select Current Session. 4. Select Prior Session. 5. Select Include Players and/or Include Volunteers as desired. 6. Click Select. 7. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the People Selection Menu > Send Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send . To text first time registrants: 1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registrations > Reports > First Time Registrants. 3. Select Current Session. 4. Select Prior Session. 5. Select Include Players and/or Include Volunteers as desired. 6. Click Select. 7. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the People Selection Menu > Send Text. 9. Compose desired message. 10. Once complete, click Send easyalert. Non- Returning Registrants Report Non- Returning Registrants allows you to select individuals who registered for a prior season but have not yet registered for a current season. Only people eligible to participate will be selected SI Play LLC. All Rights Reserved. Page 10 of 16

11 To non- returning registrants: 1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registrations > Reports > Non- returning registrants. 3. Select Prior Session. 4. Select Current Session. 5. Select Include Players and/or Include Volunteers as desired. 6. Click Select. 7. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the People Selection Menu > Send Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send . To text non- returning registrants: 1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registrations > Reports > Non- returning registrants. 3. Select Prior Session. 4. Select Current Session. 5. Select Include Players and/or Include Volunteers as desired. 6. Click Select. 7. Deselect any individual(s) you do not wish included in this communication. 8. Once all recipients are selected, go back to the People Selection Menu > Send Text. 9. Compose desired message. 10. Once complete, click Send easyalert. Roster Errors Report The Roster Errors Report allows you to view and reach out to any registrants who might have a registration error, such as an incomplete background check or a photo that hasn t yet been uploaded. Click here for a list of Roster Report Error Codes. To roster error registrants: 2. Go to Registrations > Reports > Roster Errors. 3. Select a Season. 4. Click View Errors. 5. Select individuals you wish to include in this communication. 6. Once all recipients are selected, go back to the Registration Selection Menu > Send Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send SI Play LLC. All Rights Reserved. Page 11 of 16

12 To text roster error registrants: 2. Go to Registrations > Reports > Roster Errors. 3. Select a Season. 4. Click View Errors. 5. Select individuals you wish to include in this communication. 6. Once all recipients are selected, go back to the Registration Selection Menu > Send Compose desired message. 8. Once complete, click Send easyalert. Communication From the Communications page you can send communications to multiple or specific registrants in Active Sessions, Divisions, and/or Teams. You can also work with Saved Groups from this page. To send an through Communications: 2. Go to Communications > Send New /Text. 3. Choose which registrants to include in your message. Select desired Session(s). Click the + next to Session to select desired Division(s). Click the + next to Division to select desired Team(s). 4. Choose the Roles to include in your message. 5. Choose as your message type. 6. Click Select and Send Message. 7. Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send . To send a text through Communications: 2. Go to Communications > Send New /Text. 3. Choose which registrants to include in your message. Select desired Session(s). Click the + next to Session to select desired Division(s). Click the + next to Division to select desired Team(s). 4. Choose the Roles to include in your message. 5. Choose Text (SMS) as your message type. 6. Click Select and Send Message SI Play LLC. All Rights Reserved. Page 12 of 16

13 7. Compose desired message. 8. Once complete, click Send easyalert. Groups Work with Groups allows you to create a new group or selection based on other groups you have previously saved. NOTE: Groups are only visible within the administrator s account who created them. Groups are not shared across administrative accounts. Each administrator can create their own groups and save them as needed. There are three types of operations that can be performed: Find Common Items (example: people who have registered for two different sessions). Remove (example: remove people who have registered for two different sessions). Add (example: combine two or more selections). How to find common items using work with groups: 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Go to Home > Dashboard. 4. Select those you would like to report on. 5. Go back to the Registration Selection Menu > Select People. 6. Go back to the People Selection Menu > Save. 7. Fill in desired information. 8. Once complete, click Save. 9. Go to Communication > Groups > Work with Groups. 10. From Operations, choose Find Common Items. 11. Click Select next to each group desired. 12. Choose Working Set. 13. Once complete, click Execute. How to add items using work with groups: 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Go to Home > Dashboard. 4. Select those you would like to report on. 5. Go back to the Registration Selection Menu > Select People. 6. Go back to the People Selection Menu > Save. 7. Fill in desired information SI Play LLC. All Rights Reserved. Page 13 of 16

14 8. Once complete, click Save. 9. Go to Communication > Groups > Work with Groups. 10. From Operations, choose Add. 11. Click Select next to each group desired. 12. Choose Working Set. 13. Once complete, click Execute. How to remove items using work with groups: 2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Go to Home > Dashboard. 4. Select those you would like to report on. 5. Go back to the Registration Selection Menu > Select People. 6. Go back to the People Selection Menu > Save. 7. Fill in desired information. 8. Once complete, click Save. 9. Go to Communication > Groups > Work with Groups. 10. From Operations, choose Remove. 11. Click Select next to each group desired. 12. Choose Working Set. 13. Once complete, click Execute. How to access/manage a saved group: 1. Go to Communication > Groups > Saved Groups. 2. Choose a Date Range. 3. Select an Item Type. 4. A list of your saved groups will appear. 5. From here you may: Finances View a list of the items in your group. Edit the Saved Group Name. Add to Selection to move those in your group to the Selections Menu. Delete. From the Finances page you can communicate with individuals that currently owe or to whom money is owed via: Receivables Payables 2016 SI Play LLC. All Rights Reserved. Page 14 of 16

15 NOTE: If the registration belongs to an adult, s will be sent to every address listed for that registered adult. If the registration belongs to a child, all addresses associated with the family account will be ed. Receivables Report The Receivables Report is a list of everyone that currently owes money to your organization. You can use this report to communicate with registrants who have orders that are unpaid. To send an from the Receivables Report: 1. At the top of the page, go to the Orders Selection Menu ( ) > Clear. 2. Go to Finances > Receivables. 3. Select Session. 4. Select Due Date. 5. On the left hand side, click the box(es) which correspond to the account(s) desired. 6. Click Send Reminder. 7. Review/Edit Subject and Message. NOTE: The Subject and Message will automatically send a personalized message, including name and specific information about payment, to each account. Do NOT add/remove text in between the characters/text that is already provided. 8. Once complete, click Send . Payables Report The Payables Report is a list of everyone that your organization currently owes money to. You can use this report to communicate with registrants who need to be refunded. NOTE: When a refund is issued, an automated is sent to the registrant. To send from the Payables Report: 1. At the top of the page, go to the Orders Selection Menu ( ) > Clear. 2. Go to Finances > Payables. 3. On the left hand side, click the box(es) which correspond to the account(s) desired. 4. Once all recipients are selected, go back to the Orders Selection Menu > Send Fill out the Subject and Message fields. 6. Check the Send Message Summary box if desired. 7. Once complete, click Send . SENT MESSAGES Messages sent by your league can be viewed within Communication > Sent Messages. From here you are only able to view: The date sent SI Play LLC. All Rights Reserved. Page 15 of 16

16 The message type. The message subject Who the message was sent by. The number of message recipients. NOTE: To respect administrator privacy, the content of the s cannot be viewed. It is recommended when sending communications to send yourself a summary e- mail for reference. Summary By default, you are sent a summary of every you send out. This summary will contain a list of all addresses that successfully received the and a copy of the content of the SI Play LLC. All Rights Reserved. Page 16 of 16