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Composing Weekly Updates

Weekly updates are automated emails sent to club families summarizing the upcoming week's schedule, highlighting any changes from the previous week.

How Weekly Updates Work​

The system automatically detects schedule differences week-over-week:

  • New events added
  • Time or location changes
  • Cancelled events

Updates are organized by division, so families see the schedule relevant to their athlete's teams.

Creating a Weekly Update​

  1. Navigate to Weekly Updates in the admin dashboard
  2. Preview the upcoming week's schedule and detected changes
  3. Add an optional admin message (custom notes, announcements, or reminders)
  4. Review the preview to confirm the content looks correct
  5. Send the update

Draft and Send Flow​

  • Weekly updates start as a draft
  • Preview the content before sending
  • Once sent, one update per club per week is enforced
  • If a send fails, you can retry (failed updates can be re-sent)
  • Use force send to resend a previously sent update with corrections

What Families Receive​

Each weekly update email includes:

  • The week's schedule organized by division
  • Highlighted changes from the previous week (time changes, location changes, new events)
  • The admin's custom message (if provided)
  • Event details: day, time range, and location

Tips​

  • Send updates at a consistent day and time each week (e.g., Sunday evening or Monday morning)
  • Use the admin message to add context the system can't detect (bring extra gear, carpool info, etc.)
  • Preview before sending — the change detection shows exactly what families will see
  • One sent update per week per club — make sure the content is right before hitting send