The email communications feature enables you to send important updates to participants who have registered using the Roster Athletics platform. To use the feature, compose your message in your preferred email client and send it to one of the batched designated email address groups that Roster Athletics generates for your competition. Your message will then be forwarded to the group you have selected. This guide covers how to enable emailing access and how to use the feature.


This guide has the following sections:



Enabling access


To enable this feature, you will first need to set up the originating email address(es) from which to contact your registrants.


Go to https://admin.rosterathletics.com/ and log in with your Roster account.


Click on the profile icon on the upper right-hand side of the page and ensure you are using the right organization/organisation (users can be part of multiple organizations/organisations).


Once this is done, click on My organization/organisation. This option is only available for users with the Administrator role. Learn more about roles in the Organizer/Organiser roles guide.



You will next see an edit organization/organisation pop-up window. Go to the Emailing tab. Before using this feature, you must accept the terms of service. To do so, click the Accept button.



Now, click the Add email button to add one or more email addresses that are allowed to send out emails using this feature.



Using the feature


Please note that this feature is only available for competitions with registration enabled and only applies to registrants that have signed up to the competition using the Roster Athletics registration platform.


First, specify the contact email in the competition details (MEETINGS → Details → Contact → Contact email) as this will be used as the "reply-to" address in any messages you create and send using this feature.



Next, go to the Emailing view under REGISTRATION. Scroll down on the main page and you will find the unique batched addresses generated for a specific group of registrants in your competition. You may choose to contact the following groups:

  • All: email all registrants except users whose participants have been removed, rejected or resigned.
  • Approved: email all registrants whose participants have been approved but didn't pay.
  • On start-list: email all registrants whose participants have been added to the start list.
  • On wait-list: email all registrants whose participants are on the wait-list.



Copy the selected recipient group address by clicking the copy icon next to your choice. Next, go to your preferred email client and create a new message, and paste the copied link into the Recipients field (remember to send from an email address that has been already added to the Emailing tab in your organization/organisation profile). Add Subject and Message, and send the message.


Please note: Attachments are not permitted and will be removed from the email before forwarding.



Terms of Service


You shall use this feature solely for service-related communication with registrants.


Acceptable uses include:

  • Notifications regarding entry deadlines,
  • Payment information,
  • Weather or logistical updates relating to the competition.


Dissemination of any marketing or promotional content using this feature is strictly prohibited. Such content includes, but is not limited to:

  • Promotions related to future events,
  • Advertising or solicitation related to any third-party products or services,
  • Any communication not explicitly consented to by a recipient per applicable data protection laws and regulations.


Please note: Violating the above rules may result in the suspension of this feature for your organization/organisation.