Messages, e-mail and SMS to teams and participants

Sending e-mail and SMS is a paid part of the tournament licence, not something every tournament has by default.

The switch is the Include SMS-module checkbox in the sidebar of the tournament's main settings. It can only be set by a federation administrator, and it turns on both e-mail and SMS — the label mentions SMS, but the same flag gates all outgoing mail from the tournament.

On top of that flag, the tournament must be approved and not deactivated. If any of the three is missing, nothing is sent and the send buttons are hidden rather than failing with an error.

Profixio also stops sending for old tournaments, so that finished events cannot suddenly mail their participants a year later:

• E-mail stops when the tournament's end date is more than 6 months in the past, or its start date more than a year in the past.
• SMS stops already 1 month after the end date (and likewise a year after the start date).

This is the usual reason an organiser cannot mail the participants of last year's tournament from that tournament. Build an address list instead — that still works for old tournaments (see "Getting a list of addresses to use in your own mail program").

Separately, the tournament's E-mail settings decide who automatic mail goes to. The choice is between Don't send any emails, Send mail to registrator, Mail administrator and Administrator and registrator. With Don't send any emails, teams get no automatic mail at all.

Every team has a message thread. You reach it from the small speech-bubble button next to the team name, which appears in the team list, in the registration list, on match lists, on the team documents screen and on each row of the team ledger. The number on the bubble is how many messages the thread already holds.

1. Click the speech bubble on the team. The thread opens with the newest message at the bottom.
2. Write in the field marked Add a message....
3. Leave Visible for the team on if the team should see it. Turn it off to write an internal note that only the organiser's own staff can read.
4. Click Add message.

The Visible for the team toggle is only shown to organiser staff. When a team leader writes in the thread, there is no toggle and the message is always visible.

What the team receives depends on the tournament's settings: everyone with a contact-person role on the team gets a notification inside Profixio, an e-mail (if the tournament's e-mail setting allows mail to the registrant) and a push notification in the Profixio app if they have the app installed and signed in. The e-mail subject is "[Tournament] New message for Team (Class)" and it contains a View My Dialog link straight back into the thread.

Messages you no longer want in the thread can be removed with Delete, but only ordinary written messages — logged e-mails and SMS texts cannot be deleted.

If you are registered as a contact person for a team, you can write back to the organiser in the same thread. Open your team — from My Profixio, from the team list or from the link in the message e-mail — and use the speech-bubble button.

You write in the field marked Add a message... and send with Add message. You will not see a visibility toggle: everything you write is visible to both the organiser and the other contact persons on your team.

When you send, the organiser gets a notification, and the other contact persons on your team are notified too, so a co-leader knows what has already been asked.

You cannot reply by answering the notification e-mail. The mail is sent from a general Profixio address; replies to it go to the tournament's own e-mail address if the organiser has set one, but they will not appear in the thread. Use the link in the mail and write in Profixio if you want the conversation kept together.

If you cannot find the speech bubble at all, the organiser has switched the team message feature off for that tournament.

Tags are labels you put on individual messages so that you can sort and find them later — for example Accommodation, Payment or Referee question.

You create them under the tournament's settings, on the page Message Tags Categories. Each tag has:

• Name — what is shown on the message.
• Email Addresses — where a message with this tag should be forwarded when someone uses Forward the message (see below).
• Sort Order — the order the tags appear in the menus.
• Active — inactive tags are hidden from the tagging menus but keep their history.

A tag that is already used on a message cannot be deleted; Profixio tells you "Cannot delete tags that are in use. Deactivate it instead." Set Active to no instead.

Once tags exist, you can put them on a message from the Tag this message menu in the thread, or select several messages in the message overview and use Tag Selected. A message can carry more than one tag. Bulk e-mail and SMS can also be tagged as they are sent, so a whole mailing is findable afterwards.

If no tags have been created, the message overview shows a reminder: "No message tags found. Setup message tags to help with sorting and forwarding messages."

Message Overview (menu Registrations) lists every message in the tournament as one long, filterable table rather than team by team. It is the right page for "who has asked about the parking?" or "has anyone answered this team?".

You can narrow the list by:

• Tags — one or more tags at a time.
• Search — matches the message text, the sender's name, the sender's e-mail address and the team name.
• Untagged only — messages nobody has classified yet.
• Unread only — messages the organiser has not opened.
• Filter Message Types — written messages, SMS or e-mail.
• Class and Club.

The filters are kept in the address of the page, so a filtered view can be bookmarked or pasted to a colleague.

Each row can be opened (Show more for long texts), tagged, marked with Mark as read, and the team behind it can be opened with Edit team. The whole filtered list can be taken out with Export Excel or Export PDF.

There is a second, older screen called List messages in the same menu. It shows the same messages, but grouped per team in an inbox-style split view with an unread counter, and it is where the "you have a new message" e-mail and push notification take an organiser. Both pages are live; use whichever suits the question.

If the page refuses to open, check two things: you need team editing rights for Message Overview and user administration rights for List messages, and the tournament must have Enable team dialog switched on. Both menu entries are shown to anyone with team editing rights, so it is possible to see the link to List messages and still be refused when you click it.

A question that belongs to somebody else — the caterer, the hall manager, the referee coordinator — can be sent on by e-mail without leaving Profixio.

Tag the message first, then use Forward the message on it and confirm. The message is mailed to the addresses stored on the tags it carries.

If none of the tags has an address, Profixio falls back to the tournament's extra e-mail addresses (the ones in Ekstra epost in the tournament settings). If there are no addresses at all, nothing is sent and you get the warning "No recipients found — Please add email addresses to the category or ensure the tournament has extra email addresses configured."

The Forward the message button only appears on messages that already have at least one tag. Every forward is written to the audit log with the addresses it went to.

The bulk send lives in the team ledger — the registration and payment overview under Economy. That is on purpose: it already has the filters you need (class, club, paid or not, missing information) and you mail exactly the selection in front of you.

1. Open the team ledger and filter it down to the teams that should receive the message.
2. Tick the teams, or use the header checkbox to take all of them.
3. Choose Send message in the bulk actions. The window is headed "N teams selected" — check that number before you continue.
4. Write the text under Type your message.
5. Under Send to, tick Email, SMS or both.
6. Optionally turn on List missing fields in the message so that each team is told what is still missing from its own registration.
7. Optionally turn off Send a copy to the organizer if you do not want a copy of every single mail in the organiser's mailbox for this run.
8. Optionally pick Message tags so the whole mailing can be found again later.
9. Click Send.

Profixio confirms with "Messages queued" and sends in the background — a large mailing is not finished the moment the window closes.

What each team gets:

• E-mail goes to every contact person on the team. The subject is built automatically as team name (class), the first part of your message, [tournament name], and the mail contains a link back to the team.
• SMS goes to the mobile numbers of the contact persons, plus any extra numbers the team entered when registering. The text starts with the team name and class so a leader with several teams knows which one it is about, and it is prefixed with "Message from Profixio Cup" (or "Profixio League") and ends with a link to the tournament.

Every team gets its own copy — recipients never see each other's addresses.

The Send message action is only shown to users who have the right to send team SMS in this tournament, and only while the tournament may still send (see "Communication has to be switched on").

When the message concerns particular matches rather than particular teams — a pitch change, a delay, a cancelled round — send it from the match list instead, so the recipients are derived from the matches.

1. Open the match list under the match schedule menu.
2. Filter to the matches concerned (a class, a day, a venue).
3. Tick the matches.
4. Choose Send email in the bulk actions. The window says how many rows are selected: "N item(s) selected to receive the message. Please check your filters or checkboxes if this is not what you want."
5. Write the text under Type your message.
6. Under Send to e-mail or phone? choose E-post or Cell phone. The help text warns that "SMS costs will be charged".
7. Send with Send the message.

Depending on which view you are in, the window is headed Send email/sms to the team leaders or Send email/sms to referee, and the recipients are the contact persons of the two teams in each selected match, or the referees appointed to them.

The subject of these mails is fixed and cannot be edited in the window.

The same window also shows the addresses and phone numbers of the selection with a copy button, and can open the list in your own mail program as blind copies, if you would rather write the mail yourself.

This action requires referee administrator rights in the tournament and that the tournament may send at all.

Communication (menu Registrations) is a separate, older page for texting the people on the team rosters rather than the team contact persons — for example everyone in a particular class, or the emergency contacts.

You filter the player grid, select the rows and send. The page checks how much of the day's SMS quota is left before sending.

Two things to know about it:

• It sends SMS only. There is no e-mail option and no subject line on this page.
• It is only available to users who may edit rosters or see emergency contact information, and only when the tournament has the SMS module.

From the roster page (Players for each team) there are also two prepared mailings to team leaders: sending out the emergency-contact list, and reminding leaders to complete their roster. Both go to the teams' contact persons and are logged on the team like any other message.

Sometimes you want to write the mail yourself — a newsletter for next year's edition, or an invitation from the club's own address. Profixio can hand you the addresses instead of sending anything.

The page is reached as Send Emails To Teams in the Registrations menu (the same page is also linked as Send Welcome Emails under Webpage). Choose one of two sources:

Tournament — the contact persons of the teams in any tournament run on the same Profixio licence, including finished ones. This is how you mail last year's participants about this year's event.

1. Choose Tournament and pick the tournament from the list (it shows how many teams each one had). Use the search field if the list is long.
2. Use filter to narrow by class and by club, and switch on only the ones you want.
3. The number of addresses found is shown as "N unique emails".
4. Click Get email adresses, choose a Separator if you need something other than ;, and use Copy to clipboard.

Krets — the registered e-mail address of the clubs in one or more districts of your federation. This gives you club addresses, not team contact persons, and is the way to reach clubs that have not registered anything yet.

A few things to be aware of:

• Only tournaments belonging to the same licence and the same federation as your current tournament can be picked.
• The addresses are the contact persons of the teams, deduplicated. Players are not included.
• Nothing is sent from this page. Paste the addresses into your own mail program — and put them in the blind copy field, so the recipients do not see each other's addresses.
• Profixio records that a list was pulled, from which tournament and by whom.

Besides what you write yourself, Profixio sends a number of messages on its own. They are worth knowing about, because participants will ask about them.

Registration mail. When a team registers, changes its registration, is moved from the waiting list or is deleted, the person who registered it gets a mail. Whether it is sent, and whether the organiser gets a copy, is controlled by the tournament's e-mail setting: Don't send any emails switches these mails off completely, Send mail to registrator mails the team, Mail administrator mails only the organiser's extra addresses, and Administrator and registrator does both.

Match change. When the date, time, venue or one of the teams of a match changes, Profixio can notify the affected team leaders and referees by e-mail and push. This is off by default and is switched on per tournament, with a window of how many days ahead a match must be for the notice to be worth sending. The details, and the log of what was sent, are on the match pages.

News. When you publish a news article on the tournament's website you can tick to send a push notification. It goes to the people who have added the tournament as a favourite in the app, as a push only — no e-mail is sent.

Referees. Referees are notified when they are nominated for, accepted on or removed from a match. That is described on the referee pages.

All of these are still subject to the rules in "Communication has to be switched on": a tournament that has communication switched off, or that finished long ago, sends nothing.

A push is a copy of the message, not a separate channel you can send to on its own. There is no "send push to everyone" function for a tournament — the closest thing is publishing a news article and ticking to notify, which reaches the people who follow the tournament.

Organisers are often asked to pass a phone number between two teams. In many federations that is unnecessary: team leaders and referees can look each other up in the match card.

On the classic pages, open the match — from the class list, the team page or the day view — and use Show contact info at the bottom of the card. You get the e-mail addresses and mobile numbers of the contact persons of both teams, plus the club's own e-mail and phone. Hide contacts closes it again. Referees appointed to the match are shown a little further up the same card and can be clicked for their contact details.

Team leaders and referees reach the same card from My Profixio: find the series or tournament and click Update matches, switch on the detailed match card view, then click a referee name for the referee’s contact details or Show contact info for the contact details of the opposing team.

On the App 2.0 match page, Show contact info is in the toolbar at the top of the scoreboard. It opens a Contact information window with the contact persons of both teams and their club's e-mail and phone.

Who can see this:

• People who are not signed in never see contact details. The information is not on the public pages.
• A signed-in team leader or club administrator with a team in the tournament can see it.
• A referee appointed in the tournament can see it, and a series referee can see it for the matches in the series they officiate.
• Organiser staff with team editing rights can see it.

Whether the feature is available at all is decided by the federation, not by the individual tournament.

It is on for Swedish beach volleyball, Swedish bandy, Swedish basketball and Swedish handball (and for company-league play in Norway). In other federations, contact details on the match card are only shown in tournaments where team leaders have been given the right to register results themselves.

Whether team leaders may also see the referees' contact details is a separate federation setting, on for Swedish beach volleyball, Swedish bandy and Swedish handball.

SMS is charged — the send windows say so plainly: "SMS costs will be charged." E-mail is not. The price is agreed with your federation or with Profixio and is not shown in the application, so check your agreement before texting a large tournament.

As an order of magnitude for budgeting, an SMS in Norway costs about one krone; your own agreement decides the exact price.

Be aware that one "message" is not one SMS. A bulk send goes to every mobile number on every selected team — several contact persons on a team means several messages, and a long text can be split into more than one SMS by the operator.

Three limits exist to stop an accident from becoming expensive:

• A daily quota per tournament, 500 messages a day unless your federation has agreed something else. When the quota is used up, further messages that day are refused and recorded as failed.
• A spam filter on the message text. A blocked message is not sent, and — importantly — a single blocked message switches SMS off for the whole tournament for the next three days. If SMS suddenly stops working for an organiser, this is the most likely reason; contact Profixio support.
• Age limits: no SMS from a tournament that ended more than a month ago.

Because the block is tournament-wide and lasts three days, it is worth writing the first test message carefully rather than trying out wordings on the live tournament.

Who may do what:

Work through this in order — the answer is nearly always in the first four points.

1. Is communication switched on for the tournament? If Include SMS-module is off, or the tournament is not approved, no mail or SMS leaves at all and the send buttons are hidden. Ask your federation.
2. Is the tournament too old? No e-mail more than six months after the end date, no SMS more than one month after it.
3. Is the e-mail setting on "Don't send any emails"? Then automatic mail — registration confirmations and team-message mail — is switched off, even though the message itself is stored on the team.
4. Does the team actually have a contact person with an address? Mail and SMS go to the users linked to the team as contact persons. A team registered without one, or whose contact person was removed, has nobody to send to. Open the team and check who is listed.
5. Was the message stored at all? Open the team's thread, or search the message overview. If it is there, Profixio accepted it; if it is not, the send never happened.
6. Did you send it to the right selection? Both the bulk window ("N teams selected") and the match-list window state the number of recipients before you send. A wrong filter is a very common cause.
7. For SMS: check whether the daily quota was used up, or whether SMS was blocked for the tournament by the spam filter (that lasts three days). Both cases record the message as failed rather than sent.
8. Ask the recipient to check spam. Mail comes from a general Profixio address, not from the tournament's own address, so a filter that only trusts the club's own domain may catch it.
9. Push only: the recipient must have the app, have allowed notifications and be signed in with the right account.

If the message is in the thread and the address is right but nothing arrived, contact Profixio support to check the delivery.

The messaging tools themselves are the same everywhere. What differs is set by the federation, not by the individual organiser:

• Contact details on the match card. Team leaders and referees can look each other up in Swedish beach volleyball, Swedish bandy, Swedish basketball and Swedish handball (and in Norwegian company-league play). Elsewhere the same information appears only in tournaments where team leaders register results themselves.
• Referee contact details for team leaders are additionally allowed in Swedish beach volleyball, Swedish bandy and Swedish handball.
• Whether a tournament has the communication module is decided when the licence is set up. Ask your federation or district administrator whether it is included for your tournaments.
• The SMS price and the daily quota follow the agreement with the federation. The default cap is 500 messages a day per tournament.

Anything beyond this — how much an organiser is allowed to mail participants, and what personal data may be shared between clubs — is federation policy and data-protection law. Apply them when you decide what to send and what to share.

Two older screens are still live and still the only way to do what they do:

• Communication (menu Registrations) — bulk SMS to the people on the team rosters. SMS only, no e-mail, no subject.
• Players for each team — the roster grid, with the prepared mailings for the emergency-contact list and for chasing incomplete rosters.

The scheduling client used for series and for large match setups ("Scheduler TXO") is a separate program with its own mailing functions. Older help articles that describe ready-made message types and automatic reminders about missing match times or missing results are describing that program, not the pages covered here.