Email your team, and your contact inbox

Sending a team email

1. Open Admin console → Messages → Email and press Load / Refresh.
2. Select who to send to, or Select All, and press Compose Email. To write to everyone in a class or at an event, choose it in Add a class or event… and press Add: the families who hear about it are ticked for you (below).
3. If your dojo has sender profiles, choose one; without any, the email is sent from your dojo. Write a Subject and your message, and choose What is this message? (below).
4. Add up to three attachments if you need to — 2 MB each and 4 MB in total — and press Send. Before anything goes, the confirmation says how many people it will reach, and who will not receive it and why. One email can go to at most 100 people; past that, it says so before you confirm.

Once KarateShowCase has switched automated email on for your dojo, every team email it sends is listed under Team emails in Admin console → Messages → Sent, by subject, with how many it reached.

Everyone in a class, or going to an event

Add a class or event… offers your classes (where your dojo takes attendance) and your tournaments and events. A class means everyone who checked in to it in the last 60 days; an event means everyone who said they are going. For a child with a parent or guardian linked, the parent or guardian is ticked, never the child's own account. Someone with no family account to email is counted in the sentence under the list; where their parent or guardian is kept by email on the student's family contacts, that parent is ticked instead. Nothing is sent until you press Send and confirm.

Parents kept on a student's family contacts

Owners, administrators and lead coaches also see in the list, as Family contact, each parent or guardian kept by email on a current student's family contacts who has no account of their own here. They can be sent About the dojo only: News and offers are never sent to them, and the send stops until they are unticked. Each copy ends by saying your dojo lists them as a parent or guardian of one of its students. An emergency contact is never listed.

About the dojo, or News and offers

• About the dojo — classes, closures, events. It reaches everyone you selected. Each copy ends with why they are getting it and your dojo's name, and with your dojo's postal address once it is in Settings, under Contact & Location.
• News and offers — it skips anyone who has unsubscribed from your news. Each copy ends with a link that unsubscribes its reader in one press, and your dojo's postal address. The law asks both of every promotional email, so the address comes from Address in Settings, under Contact & Location, and News and offers can't be sent until it is there.

KarateShowCase sends it for you, never from your own mail program. The result says how many it reached and why anyone was skipped; addresses that bounced or complained are always skipped.

A send reaches up to 100 people, and each sender can send 5 an hour and 25 a day.

When an address bounced

An address that bounced gets no email from any dojo until it is fixed. Open the message in Admin console → Messages → Sent: under This address it says why, and what your dojo can do.

• Their mailbox refused it for a reason they can fix (it was full or turned off): once the family says it works again, owners and administrators can press Reinstate for your dojo, choose why, and confirm. It is for your dojo only, it is recorded, and if the address bounces again it is stopped again. A dojo can do this a few times for one address; after that, KarateShowCase reviews it.
• The receiving server says the address does not exist: it cannot be reinstated. Correct it where it came from — on the lead, or ask the member to change their email in their account. A corrected address is not stopped.
• Anything else — the receiving server refused the email by its own policy, our email provider holds the address, or the person marked an email as spam: your dojo cannot change this. Write to KarateShowCase and we will review it.

Sender profiles

A sender profile is a name and reply-to address families see. Without any, team email is sent from your dojo, with replies going to your dojo's Contact email (Settings, Identity & site) once it is set. A profile without its own reply-to address uses the contact email too. Once a dojo has a profile, every team email is sent from one. Owners and administrators manage them.

Your contact inbox

Messages from your website's contact form go by email to your dojo's Contact email (Settings, Identity & site), with replies going straight to the visitor. They are also listed in Admin console → Messages → Inbox: reply by email, then Mark handled.