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COMMUNICATIONS GUIDE

Communications Guide

© 2017 SI Play LLC. All Rights Reserved.

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TABLE OF CONTENTS

TABLE OF CONTENTS ............................................................. 2

ADMINISTRATIVE PERMISSIONS ............................................ 3

MODES OF COMMUNICATION .............................................. 3

COMMUNICATION CUSTOMIZATION .................................... 3

Email Header Logo .......................................................................................................... 3

Email Footer .................................................................................................................... 3

Enable EasyAlert .............................................................................................................. 4

SELECTIONS MENU ................................................................ 4

COMMUNICATION COMPOSITION & FEATURES ................... 4

Text Editor ....................................................................................................................... 4

Session Time-Outs During Email Composition ................................................................ 5

Turn Off All Communications Feature ............................................................................ 5

COMMUNICATION OPTIONS ................................................. 5

Home ............................................................................................................................... 6

Accounts .......................................................................................................................... 7

Registrations ................................................................................................................... 9

Communication ............................................................................................................. 12

Finances......................................................................................................................... 15

SENT MESSAGES .................................................................. 16

Summary Email ............................................................................................................. 16



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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:

• Email

• 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.

Email Header Logo

To set your email header logo: 1. Go to Communications > Setup. 2. Click Email Header. 3. Choose the Logo Alignment (Left, Center, or Right). 4. Click Choose File to find an image on your computer. Image should be less than 990px by 150px.

File size must be less than 500KB. 5. Double-click your desired image. 6. Next to Header Color, choose your header color. 7. Once complete, click Save.

Email Footer

A custom footer can be included in your emails 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 email footer per person at this time. To set your email footer:

1. Go to Communication > Setup > Email Footer. 2. In the text field, add the desired information. 3. Once complete, click Save.



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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 Communications > Setup > 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 emails 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 email.

The text editor offers standard formatting options such as:

• Paragraph style

• Font style

• Text justification

• Text alignment

• Bullets

• Numbering

http://siplay-static.s3.amazonaws.com/forms/Selections_Quick_Start.pdf



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• Image insertion

• Link insertion

• Spell check

Session Time-Outs During Email 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 email, 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 email composition:

1. Log back into your SI Play admin account. 2. Retrace your steps to select email recipients.

3. Upon reaching the Compose Email page, select the Restore Last Draft icon ( )in the text editor.

4. Resume composition of your email 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 email transmissions. If this option is not available, it can lead communications to be reported as spam, which may affect the deliverability of your email 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:

• https://www.ftc.gov/tips-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

https://www.ftc.gov/tips-advice/business-center/guidance/can-spam-act-compliance-guide-business

https://www.ftc.gov/tips-advice/business-center/guidance/can-spam-act-compliance-guide-business



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• Finances

Home

From the Home page you can communicate with an individual person or specific people. NOTE: If an adult is selected, emails will be sent to every email address listed for the specific adult(s). If a child is selected, all email addresses associated with the people on the account will be emailed. To email an individual person:

1. Click Dashboard. 2. Search for the desired recipient. 3. On the right hand side of the screen under Actions, locate the person and click Send Email. 4. Fill out the Subject and Message fields. 5. Check the Send Message Summary box if desired. 6. Once complete, click Send Email.

To email specific people:

1. Click Dashboard.

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 Email. 7. Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send Email.

• NOTE: It is important to always clear your selections menu when you have finished performing your desired task.

To text an individual person:

1. Click Dashboard.

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 Text. 7. Compose desired message. 8. Once complete, click Send Text.


To text specific people:

1. Click Dashboard.

2. At the top of the page, go to the People Selection Menu ( ) > Clear.



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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 Text. 7. Compose desired message. 8. Once complete, click Send easyAlert.


Accounts

There are two ways to send emails via Accounts, depending on the group you’d like to send the message to. Manage Accounts:

• Active Accounts

• Currently Registered

• All

• Suspended Accounts Reports:

• No Orders

• Incomplete Orders NOTE: Emails are sent to all email addresses associated with the account. To email Active Accounts/Currently Registered/All/or Suspended Accounts:

1. Go to Accounts > Manage > 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 Email. 6. Fill out the Subject and Message fields. 7. Check the Send Message Summary box if desired. 8. Once complete, click Send Email.


To text Active Accounts/Currently Registered/All/or Suspended Accounts:

1. Go to Accounts > Manage > 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.



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7. Once complete, click Send easyAlert.


To email 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 Email. 7. Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send Email.


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 email 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 Email. 5. Fill out the Subject and Message fields. 6. Check the Send Message Summary box if desired. 7. Once complete, click Send Email.


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.



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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.


Registrations

There are two ways to communicate with registrants, depending on the group you’d like to send the communication to. 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, emails will be sent to every email address listed for that registered adult. If the registration belongs to a child, all email addresses associated with the family account will be emailed.

To send email from the Registration Detail:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Registration > Reports > 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 Email. 9. Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send Email.




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To send text from the Registration Detail:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Registration > Reports > 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 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 email first time registrants:

1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registration > 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 Email. 9. Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send Email.


To text first time registrants:

1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registration > 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.



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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. To email non-returning registrants:

1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registration > 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 Email. 9. Fill out the Subject and Message fields. 10. Check the Send Message Summary box if desired. 11. Once complete, click Send Email.


To text non-returning registrants:

1. At the top of the page, go to the People Selection Menu ( ) > Clear. 2. Go to Registration > 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 email roster error registrants:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Registration > Reports > Roster Errors.

https://support.siplay.com/hc/en-us/articles/212205103-The-Roster-Error-Report



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3. Select a Session. 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 Email. 7. Fill out the Subject and Message fields. 8. Check the Send Message Summary box if desired. 9. Once complete, click Send Email.


To text roster error registrants:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Registration > 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 Email. 7. 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 email through Communications:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Communications > Manage > Send New Email/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 Email 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 Email.


To send a text through Communications:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear. 2. Go to Communications > Manage > Send New Email/Text. 3. Choose which registrants to include in your message.



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• 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. 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:

1. At the top of the page, go to the Registration Selection Menu ( ) > Clear.

2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Click Dashboard

4. Click the Active Session’s Dashboard link.

5. Select those you would like to report on.

6. Go back to the Registration Selection Menu > Select People.

7. Go back to the People Selection Menu > Save.

8. Fill in desired information.

9. Once complete, click Save.

10. Go to Communication > Manage > Work with Groups.

11. From Operations, choose Find Common Items.

12. Click Select next to each group desired.

13. Choose Working Set.

14. Once complete, click Execute.

How to add items using work with groups:




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2. At the top of the page, go to the People Selection Menu ( ) > Clear. 3. Go to Dashboard.








11. From Operations, choose Add.




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 Dashboard.








11. From Operations, choose Remove.




How to access/manage a saved group:

1. Go to Communication > Reports > 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:

• 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.



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Finances

From Finances, you can communicate with individuals that currently owe or to whom money is owed via:

• Receivables

• Payables NOTE: If the registration belongs to an adult, emails will be sent to every email address listed for that registered adult. If the registration belongs to a child, all email addresses associated with the family account will be emailed.

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 email 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 Email 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 Email.


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 email is sent to the registrant.

To send email 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 Email. 5. Fill out the Subject and Message fields. 6. Check the Send Message Summary box if desired. 7. Once complete, click Send Email.



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SENT MESSAGES Messages sent by your league can be viewed within Communication > Reports > Sent Messages. From

here you are only able to view:

• The date sent.

• 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 emails cannot be viewed. It is

recommended when sending communications to send yourself a summary e-mail for reference.

Summary Email

By default, you are sent a summary of every email you send out. This summary will contain a list of all email addresses that successfully received the email and a copy of the content of the email.

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