Emailing your athletes

Send a campaign

Open your event and go to the Athletes tab. Below your roster is the email distribution tool. Choose the kind of message you want to send, such as registration open, a pre-race selfie prompt, photos are available, or a post-race purchase nudge. Each type is written for that moment, so you pick the occasion rather than writing the email from scratch.

Before sending you can preview the message, see how many athletes are eligible, and use Send test to email yourself first. When it looks right, prepare a draft or queue the campaign, and you can schedule it for later instead of sending now. A final checkbox confirms the recipient count so nothing goes out by accident.

For Photos are available, athletes with a roster bib receive a link already narrowed to that bib. They can browse the public results immediately. If they later verify the same event and bib from an account using the roster email, PodiumBase links the held result and ownership record without the organizer creating profiles by hand.

Track what happened

After a campaign sends, the reporting table shows how it performed: queued, sent, delivered, opened, clicked, and the registrations, orders, and revenue it drove. You can cancel a queued campaign or retry if something failed.

Set your contact address

The address athletes reply to is your support email, which you set in your event details. The content of athlete emails follows PodiumBase templates for each moment, so you choose the timing and audience rather than editing the wording. If you need a message that the campaign types do not cover, ask in the chat.