Clear communication keeps your organization running smoothly.
Whether you are welcoming new families, sending reminders, notifying participants about schedule changes, or updating staff, Sprocket gives you multiple communication tools — each designed for a specific purpose.
This collection explains when to use each communication channel, who you can send to, and how to manage your outreach effectively.
If you're not sure which tool to use, start here.
Choosing the Right Communication Channel
Before sending a message, ask:
Who is my audience? (Families, participants, staff, prospects)
How urgent is this?
Does this require a response?
Your answers determine which tool to use.
Sprocket supports communication through:
Email
SMS (text messaging)
Announcements
Website contact forms
Program- or role-based messaging
Each tool serves a different purpose.
Email is your primary tool for detailed communication.
Use email when you need to:
Share program information
Send registration reminders
Provide logistical updates
Include links or longer explanations
Communicate with filtered participant or staff groups
Email works best for non-urgent messages where context and clarity matter.
See the Email articles in this collection for step-by-step instructions on creating, filtering, and sending emails.
SMS (Text Messaging)
SMS is designed for urgent or time-sensitive updates.
Use SMS when you need to:
Send weather cancellations
Notify families about last-minute changes
Share immediate reminders
Text messages are short and highly visible. They should be reserved for high-priority communication.
For setup, permissions, and sending steps, refer to the SMS articles in this collection.
Announcements
Announcements are typically used for internal communication.
Use Announcements to:
Share updates with coaches or staff
Post internal reminders
Centralize internal information in one place
Announcements help keep staff informed without sending direct email or SMS messages.
See the Announcement articles for setup and management details.
Website Contact Forms
Website contact forms allow prospective families or participants to reach out directly.
These forms:
Capture inbound inquiries
Organize new interest
Route messages to the correct admin
Responding promptly ensures a strong first impression for new families.
See the Website Communication articles for setup and response workflows.
Messaging Within Programs and Roles
Sprocket also allows communication tied directly to:
Specific Programs
Participant groups
Staff roles
This keeps outreach organized and connected to your operational structure.
Refer to the related articles in this collection for detailed instructions on where these messaging options appear.
How This Collection Is Organized
This Communication collection includes:
Step-by-step guides for sending emails
SMS setup and sending instructions
Audience filtering guidance
Internal communication tools
Website inquiry management
Best practices for selecting the correct channel
Start here if you're new.
Jump directly to a specific article if you already know what you need to do.
Communication Best Practices
To keep communication clear and effective:
Use SMS only for urgent updates.
Use email for detailed information.
Confirm your audience before sending.
Be consistent in tone and frequency.
Avoid over-communicating across multiple channels unless necessary.
Choosing the right tool ensures your message reaches the right people in the right way.
Frequently Asked Questions
What is the difference between Email and SMS?
Email is best for detailed, informational communication.
SMS is best for urgent, time-sensitive updates.
Can I send a message to only one Program?
Yes. Email and certain messaging tools allow you to filter by Program or participant group before sending.
When should I use Announcements instead of Email?
Use Announcements for internal staff updates that do not require direct outreach.
Do Website Contact Forms send messages automatically?
Contact forms capture inquiries and route them to admins for follow-up.
Can I message staff separately from families?
Yes. Communication tools allow filtering by user role, including staff.
How do I know which audience I am selecting?
Each communication workflow includes filtering tools. Always review your selected recipients before sending.