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How do I Create Email Templates for Events?

Playbook365 Message Templates screen for creating event email templates with various filters and communication options.

Email templates allow you to save commonly used messages so you can quickly send them in the future without rewriting content each time.

Accessing Email Templates

  1. Navigate to the Communications tab in the left-hand toolbar
  2. Select Event Email
  3. This opens your list of existing email templates

Creating a New Template

  1. Click the blue + button in the top-right corner
  2. This opens the template creation screen

Setting Recipients and Filters

  • Select Receivers (buyers, coaches, team admins, parents, etc.)
  • (Optional) Add BCC recipients for internal visibility
  • Message Type should remain Email
  • Select Sport and Season if applicable

  • (Optional) Apply filters such as:

  • Division

  • Registration status
  • Payment status (e.g., unpaid teams)
  • Housing status
  • Event dates
    If no filters are selected, the template will apply to all recipients

Creating the Email Content

  • Enter a Subject line

  • Set or confirm:

  • Sender Email (must match your domain after the @)

  • Sender Name
  • Reply-To Email
  • Type your message in the Email Content field

Important Formatting Notes

  • Do NOT copy/paste from external documents (may break formatting)
  • Do NOT use emojis (can cause delivery issues)

Testing and Saving

  1. (Optional) Click Send Test Email to preview the message
  2. Click Save to store the template

Using Your Template

  • After saving, the template will appear in your template list
  • You can load it when sending emails for future events

Tips

  • Use templates for recurring communications (welcome emails, reminders, payment notices)
  • Use filters to target specific groups (e.g., unpaid teams)
  • Keep messaging simple and consistent for best results