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How to send a email all out to all of my accounts

Playbook365 Message Templates screen showing email template management with search and filter options.

Overview

This article explains how to send a mass email to every account in your Playbook365 database, rather than to participants in a single event. This is useful for platform-wide announcements, general updates, or communications that need to reach your entire contact base at once.

This feature uses the same Message Templates tool used for event-specific emails, but without event-level filters applied.

Where to Find This

Communication → Event Management

Step-by-Step Instructions

  1. Log in and switch to host mode.
  2. Navigate to Communication → Event Management. This opens the Message Templates page, which lists all previously created message templates.
  3. Click the blue '+' icon in the upper-right corner to create a new message template.

  4. In the pop-up window, select your Receivers. Available options include:

  5. Buyers

  6. Coaches
  7. Team Admins
  8. Club Admins
  9. Parents ( Master Admin Only)
  10. Players (Master Admin Only)
  11. (Optional) Add any additional recipients to BCC.
  12. Set Message Type to Email.
  13. Set Sport to All, or select a specific sport if you only want to message accounts tied to that sport.
  14. (Optional) Select a Season if you want to narrow the message to a specific season. This option only appears after a sport is selected.
  15. (Optional) Select specific Events if you want to narrow the message further.
  16. Enter your Subject line.
  17. Confirm or update the Sender Email, Sender Name, and Reply-To Email.
  18. Type your message directly into the Email Content field.
  19. Click Send Test Email to preview the message, or click Save to save the template without sending it yet.
  20. On the Message Templates page, hover over the saved template and click the yellow Schedule Message button.
  21. Click Start Sending.

  22. Choose when to send the email:

    • Click Now to send immediately, or
    • Select a date in the past and click OK
    • Click Schedule Message to confirm.
    • Click the yellow Queue button to view the send status. Pending messages will display as Pending along with their receivers.

Field Reference

| Field | Description | | --- | --- | | Receivers | Determines which account types receive the message. Buyers, Coaches, Team Admins, and Club Admins are available to directors. Parents and Players are restricted to master admins only (see Best Practices below). | | BCC | Adds additional recipients from your contact list who should receive a blind copy of the message. | | Message Type | Always set to Email for this workflow. | | Sport | Filters recipients by sport. Leave as All to include every sport. | | Season | Filters recipients by season. Only available after a sport is selected. | | Events | Filters recipients to only those tied to specific events. Leave blank to include all events. | | Subject | The subject line recipients will see. | | Sender Email | The portion before the @ symbol can be anything. The portion after the @ symbol must match your registered domain. | | Sender Name | The name recipients will see as the sender. | | Reply-To Email | The email address that will receive replies. Should be a monitored, real email account. | | Email Content | The body of the message. Supports dynamic dropdowns for personalization. |

Best Practices

  • Buyers and Coaches cover most accounts in your database — start there before adding Parents or Players.
  • Parents and Players can only be selected by master admins. If you are a director and need to reach parents or players, contact your master admin to send the message or add those recipients on your behalf.
  • Do not copy and paste content into the Email Content field. Pasted formatting can break the email or prevent it from sending.
  • Do not use emojis or special characters in the subject line or body, as they may cause delivery issues.
  • Always send a test email to yourself before scheduling the message to all recipients.
  • Double-check your Sender Email domain before sending — mismatched domains can cause the email to fail.

Common Issues

Why can't I select Parents or Players as recipients?
This option is restricted to master admins to reduce the risk of email servers flagging the account for spam. Directors will see these options blocked out. Contact your master admin to send on your behalf.

Why didn't my email go out?
Check the Email Content field for pasted formatting, emojis, or special characters, as these can prevent delivery. Also confirm your Sender Email domain matches your registered domain.

How do I cancel a scheduled email?
Go to the yellow Queue button, locate the pending message, and click Cancel before it sends.

Where do I check if my email actually sent?
Click the yellow Queue button on the Message Templates page. Pending or sent messages will display here along with their receivers.