Sending Emails to Event Participants

---

How to Send an Email

1. Open the event from the admin events list
2. Go to the Participants tab
3. Click Send email to participants in the header area above the participants table

Step 1: Compose Your Message

The email popup opens with two sections:

Subject — Pre-filled as "[Event Name] — [Club Name]". This gives recipients immediate context about which event the email relates to.

Message — A rich text editor where you write your message.

Step 2: Choose Recipients

Below the editor, you'll see a list of all recipients. By default, all confirmed participants and waitlisted members are selected. Each person has a checkbox — uncheck anyone you want to exclude from this email.

The label shows how many people will receive the email (e.g., "6 will receive this email").

Guests without user accounts are automatically excluded since they don't have email addresses in the system.

Step 3: Review

Click Review to see a preview of the email before sending. The review step shows:

• Email preview — How the email will look to recipients, including:
  • An intro line: "You have an update from [Club Name] regarding your upcoming event"
  • Your custom message in a left-bordered card
  • An Event Details card with the event name, date/time, duration, and court/space assignment
• Recipient list — The final list of people who will receive the email, with names and email addresses

Step 4: Send

Click Send email to send. You'll see a confirmation toast:

• Success: "Email queued for X recipient(s)"
• Partial failure: "X email(s) queued. Y failed to enqueue." (if some addresses had issues)
• Full failure: Error message with details

---

Email Log

Every event has an Email Log tab in the event detail modal, right next to the Activity Log. This shows all emails related to this event — both admin-sent emails and automatic system notifications (reminders, confirmations, updates).

The Email Log table shows:

• Date — When the email was sent
• Recipient — Name and email address
• Subject — The email subject line
• Status — Sent (green), Pending (yellow), Failed (red), or Skipped (gray)

You can search by recipient name or subject, and click the eye icon on any row to preview the full rendered email.

Failed or skipped emails show the error reason in a tooltip when you hover over the status badge.

---

What the Email Looks Like

Recipients receive a branded email with:

1. Header — Club branding
2. Intro line — "You have an update from [Club Name] regarding your upcoming event."
3. Your message — The custom content you wrote, displayed in a left-bordered card to visually distinguish it from the event details
4. Event Details card — A gray card showing:
   • Event name
   • Date and time with duration (e.g., "Saturday, March 7 at 9:00 AM - 10:30 AM (1h 30m)")
   • Court/space assignment (if applicable)
5. Footer — Club name and OpenCourt branding

---

Where Else These Emails Appear

Admin-sent event emails are tracked across the platform:

---

Tips

• Use it for time-sensitive updates — Court change, schedule shift, weather cancellation, parking info, or any detail that participants need to know before the event.
• Uncheck waitlisted members if the update only applies to confirmed participants (e.g., court assignments).
• Check the Email Log after sending to verify delivery. If any emails failed, you can see the error reason by hovering over the red status badge.
• No setup required — Unlike Email Campaigns, this feature works out of the box. It uses the platform's transactional email stream, so there's no club-level email configuration needed.