Emails can be created as drafts to be used later, sent immediately, or even scheduled to be sent at a future date and time. Tags are also available for easy tracking. Below are instructions to create a new email to send to past or current participants after logging into Swim Manager.

1. Click Communications tab on Organization Dashboard (Home)
2. Click Create an email button
3. Within From name field, confirm or change the sender name
Note: Name appears as sender when athletes receive emails from an organization
Note: Default name is based on Organization Name found within Account > Organization > Main contact
4. Email feature now uses fixed From email address to ensure emails aren't bounced from main service provider
5. Type email addresses manually (separated by commas) or click Add to choose recipients within To box - when Add is clicked, multiple options are available
a. All contacts
b. Primary contacts
c. Swimmers
d. Past Due
e. Balance Owed
f. Meet or program participants
g. Program participants for volunteering... (many be many options listed)
h. Select from all lists...
i. Import CSV
j. Custom filter... (sort by programs, meets, contact type, gender, age, payment status, and/or registration dates - this filter can be saved)
6. Within Subject field, add subject of message
7. Multiple options are available to edit formatting and appearance of message (hover over dynamic sections)
a. Click Templates tab to select a template or use plain text template
b. Hover over ACTIVE Network logo, click Edit logo - this allows a logo to be added to message
Note: File types allowed are JPG, GIF or PNG
Note: Size less than 1 MB
Note: Dimensions are 155 x 155px maximum
c. Hover over event name and details box, click Edit details
i. Click Select program to choose a program to include
d. Hover over Go to button, click Edit button to select an option:
i. Go to
ii. Register now (links to registration)
Note: Register now option is greyed out, unless a program was selected from step 7c
iii. Custom link (include link name and URL)
e. Check or uncheck Include boxes to show or remove certain fields of message (logo, details, button)
8. Within Message box, enter a customized message using rich-text WYSIWYG editor (includes basic font characteristics and hyperlinks)
Note: HTML is not permitted
Note: To enter merge fields (fields in database), click on merge fields icon (merge-fields) and select a field
EXAMPLE: Selecting {Athlete first name} will display registered athlete's first name in message
Note: Links are only allowed for website addresses, when email addresses or phone numbers are setup as link, the email will not send
9. Schedule delivery
a. Now sends message immediately
b. Later... stores message to be sent at a future date/time
10. Enter a Description within Tracking to internally track message
11. Click Send (now) or Send when scheduled (later)
Note: Button displayed is dependent on delivery option selected

Users may click Cancel, Preview, or Save as draft instead. Cancel is used to back out of the message, Preview to quickly preview how the message will appear, and Save as draft is used to save the message in the current state to complete later.

The subsequent screen reached is the Communications tab from step 1 of this process. Organizers may view the sent message along with several other options, including a delivery report.