What's messaging?

Messaging lets you communicate with your players from your Playpass dashboard.
Use direct messages for one-player follow-ups, or use announcements when you
need to send the same update to a group of players.

Messaging is perfect for:

• Rainouts and cancellations — quickly notify players when games are cancelled
• Schedule changes — announce time or venue updates
• League updates — share important news to everyone or a specific group
• Activity reminders — remind registered players about what they need to know
• Individual follow-ups — reach out to specific players directly

How it works

Messages and announcements appear in each player's Playpass inbox. Players also
receive an email notification so they don't miss important updates. If a player
replies, the reply appears in Dashboard > Messages
as a normal conversation.

Sending a direct message

From Dashboard > Messages you can:

1. Click New message to start a conversation
2. Select who to message (individual players, members of an activity, or all players)
3. Add a subject line (optional) and write your message
4. Click Send to deliver immediately

Players receive your message in their Playpass inbox and via email.

Sending an announcement

Use announcements when you want to send the same update to a group.

From Dashboard > Messages:

1. Open Announcements
2. Click New Announcement
3. Choose the audience
4. Write the subject and message
5. Review the email preview, recipient readiness, and monthly usage
6. Send now or schedule it for later

Announcements can go to:

• All players
• Activity registrations
• Schedule followers
• Membership subscribers
• Waiver signers

Before sending, Playpass shows how many recipients are ready to receive email,
which recipients may be skipped, and how much monthly messaging usage the
announcement will use.

Email format

Announcements can use either email format:

• Full message — sends the whole announcement in the email.
• Short email with link — sends a short preview email that links players to
  the full message in their Playpass inbox.

The full announcement is always saved to each player's Playpass inbox, no matter
which email format you choose.

Test emails

Use Send test email on an announcement draft to send yourself a test copy.
Test emails do not notify players and do not count as player deliveries.

Scheduling announcements

On the review step, choose Schedule for later to pick a date and time. The
announcement stays as a scheduled announcement until Playpass sends it.

You can cancel a scheduled announcement before it is delivered.

Announcement templates

Templates save subject and message copy you reuse with players. Open
Dashboard > Messages > Templates to create,
edit, or delete your templates.

When writing an announcement, use Start from a template to choose:

• Blank message
• Your templates
• Suggested starters

Starter templates are English examples. You can edit them into your own wording
or language before sending, and you can save your edited version as your own
template.

Who can receive messages?

To protect against spam, messages can only be sent to engaged players. Those who have:

• Logged into their Playpass account
• Registered for one of your activities
• Signed a waiver
• Subscribed to a membership

Players who were only added via import and haven't engaged with Playpass won't receive messages.

Messaging usage is based on unique player recipients during the current month.
If you message the same player again in the same monthly period, that player is
already counted for that period.

Viewing replies

When a player replies to your message, you'll see the conversation in Dashboard > Messages. The conversation thread shows all messages between you and the player, making it easy to follow up.

Player inbox

Players see all their messages from organizers in one place at Inbox. From there they can:

• Read messages from any organizer they're connected with
• Reply to continue the conversation

Players can access their inbox from the avatar menu in the navigation bar. An unread indicator appears when they have new messages.

Email notifications

Players receive email notifications for new messages by default. If they prefer not to receive emails, they can use the unsubscribe link in any message email to stop receiving email notifications from that organizer. They'll still see messages in their Playpass inbox.

Managing conversations

From your dashboard, conversations are organized with the most recent at the top. You can see at a glance which conversations have unread messages and quickly jump into any thread.

Each conversation shows:

• The player's name
• The subject line (if provided)
• A preview of the last message
• When the last message was sent
• Unread message count

Plan requirements

Messaging is available on the Plus, Pro, and Max plans. Upgrade your plan to start messaging your players.

Messaging guidelines

To ensure a great experience for your players:

• Keep messages relevant — only send messages players need to know
• Be concise — get to the point quickly
• Use clear subject lines — help players understand the message at a glance
• Respond to replies — players expect organizers to be responsive

There's a monthly recipient limit on outgoing player messages to help maintain
email deliverability and prevent abuse.

FAQ

Can players message me first?

Currently, organizers start conversations. Once you've messaged a player, they can reply to continue the conversation.

Do messages support images or attachments?

Direct messages are plain text. Announcements support basic formatting, but
attachments are not included in announcement emails yet. For sharing documents or
images, include a link in your message.

Can I message my entire league at once?

Yes. Use Announcements to send one update to all players, all players for an
activity, schedule followers, membership subscribers, or waiver signers. Each
player receives the announcement in their own conversation.

What if a player unsubscribes from emails?

Players who unsubscribe from email notifications will still see messages in their Playpass inbox—they just won't receive email alerts.

Can I use my own language?

Yes. The manager dashboard is in English, but the subject, message, and saved
template content can be written in the language you use with your players.

Can I send SMS messages?

Not yet. Announcements currently send by email and Playpass inbox.

Can I delete or cancel a message after sending?

Messages cannot be deleted after sending. Double-check your message before
clicking send. If an announcement is scheduled for later, you can cancel it
before Playpass delivers it.

What's next?

• Start messaging from Dashboard > Messages
• Create an announcement from Dashboard > Messages > Announcements
• Save reusable copy from Dashboard > Messages > Templates
• Learn about creating a registration activity to accept online registrations
• Learn about creating a membership for recurring subscriptions
• Learn about setting up online payments with Stripe to accept payments online
• Learn about creating a referral program to reward members for inviting friends
• Learn about inviting staff members to help manage everything
• Learn about creating a schedule for your players and teams

Have questions or need help? We're ready to assist at support@playpass.com.