Knowledge Base / Administration / Announcement Email Dashboard

Announcement Email Dashboard

Last updated: March 2026

Overview

The Announcement Email dashboard lets you create and schedule emails sent to all participants in your race at a designated date and time. Use it for race kickoffs, mid-race encouragement, fundraising reminders, or any custom communication.

Announcement email dashboard overview with instructions
The dashboard overview — shows instructions and a summary of all created emails.

Creating an Email

Click the + button next to the dashboard title to add a new email. Fill in the fields and save.

Email Fields

Edit announcement email form showing Enabled, Recipients, Timestamp, Subject, Image, and Body fields
The email editor with all available fields.
Field Details
Enabled Email will only send if enabled is checked. The State column shows green when active. Set to disabled for drafts or test emails that should not go to all racers.
Recipients Choose from: All racers, All team captains, Racers with activity (only those who have logged at least one activity), or specific teams.
Exclusion list Enter email addresses (one per line) to exclude specific racers from receiving the email. Useful for filtering out individuals who should not receive a particular message.
Timestamp Date and time to send in Eastern Standard Time (EST). Format: YYYY-MM-DD HH:MM. If you are in a different timezone, convert to EST — a timestamp that has already passed in EST will be rejected.
Subject Up to 50 characters, plain text only, no HTML.
Image Optional image that appears above the email body text.
Body Rich text editor with bold, italic, alignment, lists, links, images, and HTML source view.

Template Variables

Use these variables in the email body — they auto-populate with each recipient's data:

Variable Resolves to
{{user.full_name}} Racer's full name
{{user.username}} Recipient's username
{{user.distance_in_race}} Racer's total miles logged (e.g., "12.5 miles")
{{user.position_in_race}} Racer's current leaderboard position (e.g., "2nd")
{{user.teamjoin_in_race}} Team join link for the recipient
{{user.teamfullname_in_race_dashes}} Recipient's team name (hyphenated)
{{user.teamname_in_race}} Recipient's team name
{{race.url}} The race's URL

Note: Team/personal fundraising URLs and personalized variables (distance, position) will not appear in preview emails. They are specific to each recipient and only render in the actual sent email.

Managing Emails

After saving, the dashboard shows a summary of all created emails. The Actions column provides three options (left to right):

  1. Edit — modify the email content
  2. Send copy to yourself (paper airplane icon) — sends a test copy to your email so you can preview how it looks in an actual inbox
  3. Preview — see a rendered preview in the browser

To delete an email, click edit under Actions, then click the red delete button at the lower left of the edit page.

Testing Before Sending

To safely test an email without sending it to all racers:

  1. Leave the Enabled checkbox unchecked (disabled emails won't send to racers)
  2. Click the paper airplane icon in the Actions column to send a test copy to yourself
  3. Review the test email in your inbox
  4. When satisfied, edit the email and check Enabled to activate it

Tip: An email must be enabled to send. If the State column doesn't show green, the email won't go out. Use this to your advantage for drafting and testing.

Next Steps

Email Notifications

How automated daily emails and nudges work.

Sponsor Dashboard

Overview of all available dashboard tools.

Eventpage Dashboard

Customize your race's event landing page.

Contact support if you have questions.

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