You can use the Email tool to send targeted messages to players, parents, and staff. Emails respect each user’s Communication Preferences, so members will only receive messages for categories and channels they have enabled.
This article walks through the basic steps to send an email from Sprocket.
Step 1: Open the Email tool
In the left navigation, go to Communications > Email.
You will land on the Email page, where you can:
View emails by Status (Sent, Scheduled, Drafts).
Filter by Category (Club Communications, Emergency Communication, Event Information, Fundraising, Marketing, and more).
In the upper right corner, click + New Email.
This begins a three step flow:
Select Recipients
Select Format
Compose
Step 2: Select Recipients
The first step is choosing who will receive the email.
On Select Recipients, choose how you want to search on the left:
Player
Team
User
Staff
User Groups
Use the filters shown for that search type. For example, when searching by Player, you can filter by Program Type, Program, Registration, Season, Team, and more.
Use the checkboxes in the results list to choose specific recipients, or use Select All when appropriate.
If you need to include email addresses that are not in your member database, type them into Additional Recipients (separated by commas or semicolons).
SafeSport note: when emailing players, parents are automatically included for SafeSport compliance.
For detailed guidance on this page, including each search type, see the Selecting Email Recipients article.
When you are satisfied with the recipient list, click Continue.
Step 3: Select Email Format
Next, choose the visual format for your email. The format controls the layout and whether your club branding appears.
Available formats include:
Plain Email (no logo)
A simple, text focused email with no logo or header.
Best for quick updates that should look like a standard personal email.
Basic Email
Includes your club logo at the top with a clean content area.
Good for most club communications.
Basic Email w/ Banner
Adds a banner area beneath the logo before the main text.
Useful when you want a featured image or graphic.
Promo Email
Includes structured content and a prominent button.
Ideal for calls to action such as registrations, donations, or sign ups.
Promo Email w/ Banner
Combines a banner image, formatted content, and a call to action button.
Best for more visual, marketing style messages.
Click the format you want to use, then click Continue.
Step 4: Compose and Send the Email
On the Compose step, you will set the final details and write the content.
Required fields
You must complete three fields before sending:
Subject
Enter a clear subject line so recipients know what the email is about.
Example: “Schedule Update for This Weekend” or “Important: Weather Policy for Today’s Games.”
Category
Use the Category dropdown to select the type of communication, such as:
Club Communications
Emergency Communication
Event Information
Fundraising
Marketing
The category determines which Club Email Subscription preference applies.
If a member has opted out of that category, they will not receive this email, even if they match your recipient filters.
Message body
Use the editor to write your email content.
You can format text, add lists, insert links, and use tools such as Token Fields and Insert template to personalize or reuse content.
Optional fields and scheduling
Under Additional Options, you can configure extra settings:
From
Shows the name associated with this email (for example, your club name).
Use this dropdown to change who the email should be sent from.
If you need more email address options in the dropdowns please reach out to your Client Success Team.
Reply To Email
Set the address where replies should be sent.
This can be different from the sending address if you want replies to go to a shared inbox or specific staff member.
Send At
Optionally schedule the email to send at a future date and time.
The scheduled time needs to be at least one hour ahead of the current time.
If you leave this blank, the email will send immediately when you click Send.
Attachments
Click + Add File to attach PDFs or other files, such as schedules or flyers.
You will also see the Recipients pill list and Additional Recipients field at the top in case you need to make final adjustments.
Preview, save, or send
At the bottom of the page, you will see several actions:
Preview
Opens a preview so you can see how the email will look to recipients before sending.
Save As Draft
Saves the email as a draft so you can return and finish it later from the Drafts view.
Send
Sends the email immediately, or at the scheduled Send At time if you set one.
You can also use Back to return to the previous step or Cancel to discard the current draft.
After sending, the email will appear in the Sent or Scheduled tab with information such as Sent Status and Open/Total counts.
FAQs
Why didn’t a member receive my email?
Emails respect each user’s Communication Preferences and Club Email Subscription settings. If a member has opted out of the selected Category, they will not receive the email.
Can I schedule an email to send later?
Yes. Use the Send At field under Additional Options to schedule a future date and time that is at least one hour ahead of the current time.
Can I include people who are not in Sprocket?
Yes. Type email addresses into Additional Recipients (separated by commas or semicolons).
Where can I see emails after I send them?
After sending, the email will appear in the Sent or Scheduled tab with information such as Sent Status and Open/Total counts.